Owners and Managers can publish articles for Knowledge Bases they don't own / manage

[hanaphouse]

I just realized that KB owners and KB managers can publish articles or change the workflow of articles submitted on Knowledge Base they don't own or manage, say:

Knowledge Base - HR

• Owner: HR Director
• Manager: HR Manager
• Workflow: Approval Publish

Knowledge Base - Facilities

• Owner: Facilities Director
• Manager: Facilities Manager
• Workflow: Instant Publish

Scenario #1:

A user named 'John Doe' submitted an article in Facilities Knowledge Base. The HR Director accessed Unpublished module (v3), then published the article. The article was instantly published on Knowledge Base - Facilities.

Scenario #2:

A user named 'Jane Doe' submitted an article in HR Knowledge Base. The Facilities Director accessed Unpublished module (v3), then published the article. The article workflow status changed from 'Draft' to 'Review'. HR Director approves the article and the article was published.

Is this how it was designed?

[snowtech1]

are you on v2 or v3?

If v3 the following may be the issue, the owners and managers may be in the user criteria having role of knowledge_admin.... which is in the can contribute list of the other knowledge bases.

[servicenowkevin · Accepted solution]

You'll likely need to adjust your user criteria. You can read more about that: Select user criteria for a knowledge base

That will allow you to control who has access.

If this answered your question, please mark the question as answered.

[hanaphouse]

Does it mean that the Unpublished (v3) module is controlled by User Criteria?

We are currently on KM v3.

[servicenowkevin]

All access to read/edit and do anything with knowledge is controlled by user criteria in v3.