difference between 'can read' in knowledge base and 'ownership group' in knowledge article ?

Balakrishna_ABK · ‎12-25-2023

when we already define can read user criteria for groups in knowledge base what is the need to again add ownership group to knowledge article ?

Aniket Chavan · ‎12-25-2023

Hello @Balakrishna_ABK ,

Please refer the links below for better understanding of both of the concepts:

Here is the difference between Can Read and Ownership Group:

Can Read:

- Scope: Controls who can view knowledge articles at the knowledge base or article level.
- Access Control: Basic permission setting for viewing articles based on roles.
- Audience: Specifies the intended readers or users allowed to access articles.

Ownership Group:

- Responsibilities: Group responsible for article management, approval, and quality.
- Access Control: Members can edit, approve, publish, and retire articles.
- Contribution Restrictions: Only group members can contribute; others cannot, even with base access.
- Shift of Ownership: Allows shifting ownership from an individual to a group for collaborative maintenance.

In short, "Can Read" is about who can view articles, while "Ownership Group" is about a responsible group managing and controlling access to specific articles.

Let me know your views on this and Mark ✅Correct if this solves your query and also mark 👍Helpful if you find my response worthy based on the impact.

Thanks,

Aniket

View solution in original post

Sainath N · ‎12-25-2023

@Balakrishna_ABK :

Can Read are the audience who get read access to the knowledge base and articles. Basically the audience who we intended and created the content for.

An ownership group consists of a group of members and a manager who are responsible for knowledge articles. Responsibilities include: approving knowledge articles, performing AQI checks to ensuring article quality, and managing feedback tasks for knowledge articles. They get contribute access.

Please mark this as correct answer and helpful if it resolved, or mark this helpful if this help you to reach towards solution.

Dr Atul G- LNG · ‎12-25-2023

Hi @Balakrishna_ABK

Can read:

Who all can read the article. Means it is the way you can allow the user to read the article based on role.

Ownership Group

Configure ownership groups and associate them with knowledge articles to maintain article quality, manage approvals, and for timely resolution of feedback.

When a knowledge article is assigned to an ownership group:

Only ownership group members have contribute access to the article even if they don't have contribute access to the knowledge base of the article. They can edit, approve, publish, and retire the knowledge article with which they are associated.
Users who aren't a member of the ownership group can't contribute to the article even if they have contribute access to the knowledge base of the article.

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Mark Wood · ‎05-23-2024

Hello @Dr Atul G- LNG ,

As you mentioned, users who aren't part of the ownership group can't contribute to the article, even if they have contribute access to the knowledge base. This raises the question of the usefulness of the "can contribute" user criteria. If a user can be added directly to the qualification group and edit or approve articles, what is the purpose of the "can contribute" user criteria? Could you please explain the specific use of the "can contribute" criteria?

Thank You.

Dr Atul G- LNG · ‎05-24-2024

Hi @Mark Wood

If my understanding is correct, it like giving a access to user explicitly to contribute , where you can check who can contribute or not.

*************************************************************************************************************
If my response proves useful, please indicate its helpfulness by selecting " Accept as Solution" and " Helpful." This action benefits both the community and me.

Regards
Dr. Atul G. - Learn N Grow Together
ServiceNow Techno - Functional Trainer
LinkedIn: https://www.linkedin.com/in/dratulgrover
YouTube: https://www.youtube.com/@LearnNGrowTogetherwithAtulG
Topmate: https://topmate.io/atul_grover_lng [ Connect for 1-1 Session]

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