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    Home London Platform Capabilities Now Platform capabilities Knowledge Management Knowledge manager Select user criteria for an article

    Select user criteria for an article

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    Select user criteria for an article

    You can specify user criteria for an article to control which users can read the article.

    About this task

    If an article has no user criteria selected, the article is available to all users, including unauthenticated users, who have access to that knowledge base (based on the user criteria for the knowledge base). Knowledge base user criteria restrictions override article-level user criteria. For example, a knowledge base that is configured to restrict user access overrides any access granted at the article level.

    If a user has contribute access to the knowledge base, article-level user criteria are not evaluated and the user can read all articles in the knowledge base. If a user has read access to the knowledge base, article-level user criteria are evaluated to determine if the user has read access to the article.

    On the article level, if Can read user criteria is defined, only those users specified can read the article. If an article has Cannot read user criteria defined, those users specified are denied reading the article. Cannot read user criteria overrides Can read user criteria for articles.

    Procedure

    1. Navigate to Self-Service > My Knowledge Articles.
    2. Select an article.
    3. Select the desired user criteria for the Can Read and Cannot Read fields.
      Field Description
      Can Read Users who meet one of these criteria can read the article.
      Cannot Read Users who meet one of these criteria are denied reading the article (regardless of the Can Read setting for the user).
      Note: If the Can Read and Cannot Read fields are not visible, add the fields to the form by configuring the form layout (click the form context menu icon and select Configure > Form Layout).

    Result

    Knowledge base level Article level Results
    Access Read
    Contribute Read cantRead canRead
    Yes N/A N/A N/A User -> Read
    No No N/A N/A User -> Denied Read
    Yes empty empty User -> Read
    empty User Only User -> Read
    User empty User -> Denied Read
    User User User -> Denied Read
    Note:
    • When article-level read access is assigned to an article, only the user who belongs to that particular user criteria can read the article. Other users are restricted.
    • Users with contribute access to a knowledge base can also read articles even if they are not in the defined Can Read user criteria.
    • Ownership group users who are either members or managers of groups assigned to an article will have access to contribute to articles even if they don’t have contribute access to the knowledge base.
    Related tasks
    • Pin a knowledge article
    • Create a user criteria record in Knowledge Management
    • Select user criteria for a knowledge base
    • Enable user criteria system property to override role read access
    • Define a knowledge article category
    • Assign a knowledge base manager
    • Enable user criteria system property to override role read access

    Tags:

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    Release version
    Choose your release version

      Select user criteria for an article

      • Save as PDF Selected topic Topic & subtopics All topics in contents
      • Unsubscribe Log in to subscribe to topics and get notified when content changes.
      • Share this page

      Select user criteria for an article

      You can specify user criteria for an article to control which users can read the article.

      About this task

      If an article has no user criteria selected, the article is available to all users, including unauthenticated users, who have access to that knowledge base (based on the user criteria for the knowledge base). Knowledge base user criteria restrictions override article-level user criteria. For example, a knowledge base that is configured to restrict user access overrides any access granted at the article level.

      If a user has contribute access to the knowledge base, article-level user criteria are not evaluated and the user can read all articles in the knowledge base. If a user has read access to the knowledge base, article-level user criteria are evaluated to determine if the user has read access to the article.

      On the article level, if Can read user criteria is defined, only those users specified can read the article. If an article has Cannot read user criteria defined, those users specified are denied reading the article. Cannot read user criteria overrides Can read user criteria for articles.

      Procedure

      1. Navigate to Self-Service > My Knowledge Articles.
      2. Select an article.
      3. Select the desired user criteria for the Can Read and Cannot Read fields.
        Field Description
        Can Read Users who meet one of these criteria can read the article.
        Cannot Read Users who meet one of these criteria are denied reading the article (regardless of the Can Read setting for the user).
        Note: If the Can Read and Cannot Read fields are not visible, add the fields to the form by configuring the form layout (click the form context menu icon and select Configure > Form Layout).

      Result

      Knowledge base level Article level Results
      Access Read
      Contribute Read cantRead canRead
      Yes N/A N/A N/A User -> Read
      No No N/A N/A User -> Denied Read
      Yes empty empty User -> Read
      empty User Only User -> Read
      User empty User -> Denied Read
      User User User -> Denied Read
      Note:
      • When article-level read access is assigned to an article, only the user who belongs to that particular user criteria can read the article. Other users are restricted.
      • Users with contribute access to a knowledge base can also read articles even if they are not in the defined Can Read user criteria.
      • Ownership group users who are either members or managers of groups assigned to an article will have access to contribute to articles even if they don’t have contribute access to the knowledge base.
      Related tasks
      • Pin a knowledge article
      • Create a user criteria record in Knowledge Management
      • Select user criteria for a knowledge base
      • Enable user criteria system property to override role read access
      • Define a knowledge article category
      • Assign a knowledge base manager
      • Enable user criteria system property to override role read access

      Tags:

      Feedback

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