How to show Knowledge article to a specific group if the Knowledge article is published?

[Harsh3842]

Hi Everyone,

I need help with a requirement. I have created a group of people by name HAM in this group there are 677 users with no role now only for these 677 users they should see knowledge article which start with hardware if there 38 articles which has hardware in them those articles should only be seen by this HAM groups users
Now to do it I have created a user criteria where i put this HAM group in it but the knowledge article is published, and I cannot edit can read field and put this user criteria there. Is this the correct way can i achieves this by different way how can i do it?
can anyone help me with it

[Community Alums]

hi @Harsh3842 ,

You can create a new Knowledge Base and add your User Criteria (with the HAM group) to that Knowledge Base. Then, using a background script, you can move the already published articles (those starting with "hardware") into this new Knowledge Base.

This way, only users in the HAM group will see those specific articles, and you won’t need to edit each article manually.  i have attached some screen shorts pls checks....!

[Harsh3842]

Hi @Community Alums , I am not able to follow you, can you please explain it in detail

[Roshan Tiwari]

Hi @Harsh3842 ,

Tejas's Approach is right, manually you need to add User Criteria to each Knowledge Bases.

Follow Below Steps:

1 - Open you Knowledge base which you will create for HAM group.

2 - Scroll Down you will find "Can Read" related Section add your User Criteria for "HAM Group" only members of HAM could see the knowledge articles under this Knowledge base.

3 - Now Steps to Exclude other Knowledge Articles for HAM group.

3.1 - Create one more User Criteria and add Advanced condition and write script to check whether user is part of HAM group or not.

3.2 - If User is part of HAM group, then return answer variable as false else mark it true.

3.3 - Here is the Sample Script you can add:

3.3.1 - 

var answer;

var testGr = new GlideRecord("sys_user_grmember");

testGr.addEncodedQuery("user=" + gs.getUserID() + "^group=" + your_groupSysId);

testGr.query();

if (testGr.next()) {

    answer = false;

} else {

    answer = true;

}

3.3.2 - Now add this User Criteria to all Knowledge Base Except your HAM.

Please mark solution and helpful, let me know if you need any help.

[Harsh3842]

Hi @Roshan Tiwari , thank you for your reply, I am not understanding your solution Roshan.

Let me explain what the requirement is There is a group by name HAM in that group there are 677 users and there is no role for this group now in Portal when this group people are searching for a knowledge article they should only see the knowledge article which start with Hardware and let's say the count is 38 so this 677 users should only see 38 KB articles only nothing else now to do it I have created a User criteria and in that User Criteria I have added the HAM group but if a KB article is published you cannot edit the Can Read field 

Now one thing I can do is go to knowledge article modules search with KB articles that start with Hardware unpublish them edit the can read field put this group in it My question is this a good practice, and I cannot go every time and edit the can Read even though in future someone has created a new knowledge article and they forgot to add this group in it the KB article will not be added. I hope you are understanding what I am saying.

Is there a better way to do it keeping good practice in mind?