"can read" and "cannot read" related lists on KB articles

[jayesh_hoondlan]

how to setup "canRead" and "cannotRead" related lists on knowledge article in Istanbul, there is no OOTB related list for knowledge articles, thought present for knowledge base.

[Chuck Tomasi]

Hi Jayesh,

Access to knowledge articles is handled by User Criteria at the knowledge base level. Managing individual articles would be a bit of maintenance headache. It's like managing roles on groups instead of each individual user.

The Can Read/Cannot Read related lists are only found on the knowledge base form, not the knowledge article themselves. This is the way the system is designed. If you need different people to see different articles, consider grouping those articles by knowledge bases (e.g. one for public IT articles, one for restricted IT articles for example.)

[jayesh_hoondlan]

Hi Chuck,

Thanks for the reply, on the knowledge article form there are fields for "CanRead" and "CannotRead", which when click displays User Criteria's.

Instead of fields , I want them part of related list jus as on Knowledge base form.

Any way I can add them as related list.

[Chuck Tomasi · Accepted solution]

Hi Jayesh,

Thank you for sharing. I did not know about those fields. Very interesting.

To answer your question, the answer is no. Fields are fields, they appear on the form. Related lists are records in other tables that refer to the current record (either directly or via a many-to-many table.) They are two different things. Even if you were to create a related list with Can Read/Cannot Read and add User Criteria records, the logic isn't there in the platform to recognize and apply it to the current KB.

Can you help me understand what the motivation or value would be of having a related list of user criteria rather than list field on the KB?

Section 3.4 in this article may be helpful for understanding where the glide list fields and related lists are applied best.

http://wiki.servicenow.com/index.php?title=Modifying_the_Application_Design#Choose_the_Correct_Field...

[Harish86]

Hi jayesh,

I too have   a requirement to restrict access at article level. However I don't find the can read/cannot read fields in the form are working as expected.

I created 2 user criteria one for both can read and cannot read but it doesn't seem to work. jayesh.hoondlani