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

hanaphouse · ‎08-08-2016

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 The HR Director accessed Unpublished module (v3), then published the article.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 The Facilities Director accessed Unpublished module (v3), then published the article.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?

servicenowkevin · ‎08-08-2016

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.

View solution in original post

darius_koohmare · ‎08-08-2016

That is correct.

You will find related lists on the knowledgebase record that allows for 'Can Contribute' (write) and 'Can Read' (read) access to that knowledgebase.

As mentioned, these related lists point to user criteria records, so you can pick exactly what users should be allows to have write access.