Knowledge Base permissions

[VarunArulmani]

Hello All,

We have recently completed migrating our knowledge base documents from a shared drive to SN Knowledgebase. I have created 5 knowledge bases and uploaded the documents underneath the bases.

My issue is that all the users are able view all the knowledge bases. I tried to restrict the access by navigating through Administration --> Knowledge Bases   and specified the group who needs access to the Knowledge base   under "Can Read" tab. But this did not work as expected. Any help is highly appreciated.

[Steve Gibson]

Hi Varun,

Are you using User Criteria to control access? User Criteria - ServiceNow Wiki

We've found this to be the best way so far, various options are available when building the user criteria or you can script you own if needs be.

Regards,

[VarunArulmani]

Thanks Steven.

Yes. I've used user criteria to control the access privileges.

Below are the steps i followed.

1) Created 5 user criteria for 5 teams.

2) Created 5 knowledge bases and set "Can Read", "Can Contribute" to individual teams

3) Uploaded the documents into relevant knowledge bases

But users from all 5 teams are able to view and edit articles from other knowledge bases.  

[Steve Gibson]

If these users have 'Knowledge' role they will be able to amend any article from any knowledge base.

User criteria is more to control who can view the knowledge base I believe (I could be wrong here) but that is the way we have utilised it.

As for the 'Knowledge' role'd user we have just warned them that if they touch someone else's article's then all access will be revoked, we are only working with internal teams so we can get away with that.

[VarunArulmani]

Thanks Steve. I didn't give knowledge role to the users. Not sure what is wrong. I will wait for someone from ServiceNow to respond.