policy Knowledge articles shall not be visible or accessible for non user

rinathombar
Tera Contributor

2 hours ago

When a policy is published, the system shall continue to automatically generate a corresponding Knowledge article in the kb_knowledge table when the Knowledge category is set to Policy. If the category is not set to Policy, the Knowledge article shall not be generated.

The published policy Knowledge articles shall not be visible or accessible to general ServiceNow users or non-privileged roles, and access shall be restricted to administrators or authorized roles only

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Pavan Srivastav
ServiceNow Employee

an hour ago

To automatically generate Knowledge articles for policies and restrict their access to authorized roles:

  1. Automatic Knowledge Article Generation for Policies:

    • When a policy is published in Compliance Workspace, a corresponding Knowledge article can be generated in the kb_knowledge table if the Knowledge category is set to "Policy".
    • The policy must meet these conditions: its state must not be "Retired", "Publish to KB" must be "True", and "Published Version" must not be empty. Only policies with the "Policy" category will have Knowledge articles generated; others will not ​1️⃣​.

  2. Restricting Access to Authorized Roles:

    • Access to Knowledge articles can be restricted by assigning user criteria or roles at the knowledge base or article level.
    • As a knowledge administrator or knowledge base manager, you can:
      • Assign user criteria (such as "Can Read" or "Cannot Read") to control who can view or contribute to articles.
      • Use roles (e.g., snc_internal) to limit access to only authorized users.
      • By default, if no user criteria are set, all users can read articles. To restrict access, explicitly assign user criteria or roles to the Knowledge articles or base.
      • For stricter control, set the glide.knowman.search.apply_role_based_security property to false to override role-based access and rely solely on user criteria ​2️⃣​.

This ensures that only administrators or users with authorized roles can access published policy Knowledge articles, while general users and non-privileged roles are restricted.

 

https://www.servicenow.com/docs/r/yokohama/servicenow-platform/knowledge-management/user-access-know...

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