Knowledge Article security -Best practice

[mborkowski]

I have a new client, and I see a couple of issues I want to address to re-structure they will be showing me their instance today so I want to be prepared with acceptable solutions..bare with me as its been a while since working with Knowledge.

1. currently any End User has access to view all articles when in the knowledge portal, I haven't seen their structure yet, but assuming it open at each base? 

2. Is it possible to limit visibility based on Category under specific Knowledge Base and how would that work? ACL's?

3. The product owner stated that each article has to be touched to update who can view and edit, is their a simpler way instead of having to touch each article?

4. She said that they have over 40 Bases-Shes sending me structure im assuming they have multiple for IT instead of 1 then categories or they have one set up for each department not sure

Anyone have any good examples for the above

thanks much

[Kieran Anson · Accepted solution]

User criterias should be used rather than playing around with ACLs. User criterias are the preferred way of managing visibility to records for both knowledge and the service catalog. 

User criterias can be applied at the knowledge base and article level (not the category). 

You have the option to allow or deny, with deny taking precedence.

You won't "need" to touch every article as you can script the relation of user criterias to articles. Your issue will be identifying which criterias to apply to each article. Once a programmatic approach is applied, the solution should be scriptable using the GlideRecord API