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Select user criteria for a knowledge base

Select user criteria for a knowledge base

You can specify user criteria to control which users can create, read, write, and retire knowledge articles.

About this task

Knowledge bases use these user criteria records to determine which sets of users can read or contribute knowledge within that knowledge base. If a knowledge base has no user criteria selected, articles within that knowledge base are available to all users. Only users with at least one role can create and edit articles. Users without any role can read articles but cannot contribute. If a knowledge base has Can read user criteria defined, but no Can contribute user criteria, all users with at least one role can access and modify the knowledge base.

This video demonstrates how to control Knowledge Management access through user criteria.

Procedure

  1. Navigate to Knowledge > Knowledge Bases.
  2. Select a knowledge base you manage.
  3. Access one of these related lists, and then select or create user criteria records.
    OptionDescription
    Can read Users who meet one of these criteria can read articles in this knowledge base.
    Can contribute Users who meet one of these criteria can create and edit articles in this knowledge base.

Result

Table 1. Order of System Validation (L->R)
Contribute Read Result
cantContribute (1) canContribute (2) cantRead (3) canRead (4) Permissions on KB (in the following order)
empty empty empty empty
  1. All Users with role -> Create
  2. All Users -> Read
empty empty empty User A
  1. All Users with role -> Create
  2. User A -> Read
  3. All Users with role -> Read
empty empty User B empty
  1. All Users with role -> Create
  2. All Users -> Read
empty empty User B User A
  1. All Users with role -> Create
  2. User A -> Read
  3. All Users with role -> Read
Contribute Read Result
cantContribute (1) canContribute (2) cantRead (3) canRead (4) Permissions on KB (in the following order)
empty User C empty empty
  1. User C -> Create
  2. All Users -> Read
empty User C empty User A
  1. User C -> Create, Read
  2. User A -> Read
empty User C User B empty
  1. User C -> Create, Read
  2. User B -> Denied Read
  3. All Other Users -> Read
empty User C User B User A
  1. User C -> Create, Read
  2. User B -> Denied Read
  3. User A -> Read
Contribute Read Result
cantContribute (1) canContribute (2) cantRead (3) canRead (4) Permissions on KB (in the following order)
User D empty empty empty
  1. User D -> Denied Create
  2. All Other Users with role -> Create
  3. All Users -> Read
User D empty empty User A
  1. User D -> Denied Create, Read
  2. All Other Users with role -> Create
  3. User A -> Read
  4. All Users with role -> Read
User D empty User B empty
  1. User D -> Denied Create
  2. All Other Users with role -> Create
  3. All Users -> Read
User D empty User B User A
  1. User D -> Denied Create, Read
  2. All Other Users with role -> Create
  3. User A -> Read
  4. All Users with role -> Read
Contribute Read Result
cantContribute (1) canContribute (2) cantRead (3) canRead (4) Permissions on KB (in the following order)
User D User C empty empty
  1. User D -> Denied Create
  2. User C -> Create, Read
  3. All Users -> Read
User D User C empty User A
  1. User D -> Denied Create, Read
  2. User C -> Create, Read
  3. User A -> Read
User D User C User B empty
  1. User D -> Denied Create
  2. User C -> Create, Read
  3. User B -> Denied Read
  4. All Other Users -> Read
User D User C User B User A
  1. User D -> Denied Create, Read
  2. User C -> Create, Read
  3. User B -> Denied Read
  4. User A -> Read
Note: In the tables of rules, an implicit last rule is: All Users -> Denied Create, Read.