Retired knowledge - only visible to knowledge admin

[mrcarter]

Our knowledge manager wishes to make retired documents only visible and readable by him.   This way even itil users cannot read retired documents but I cannot find contorl for this anywhere.   I have updated the access permissions to remove Retired bookmark under Knowledge management invisible to all but admins and knowledge admins but if you do a global search as a normal ITIL user you can still see and access retired documents.

[Slava Savitsky]

You can achieve this either using security rules (ACLs) or a "before query" business rule. I would prefer the latter.

Scripting in Business Rules - ServiceNow Wiki

[mrcarter]

Hi Slava, I agree business rules would be good.  

Are you able to help with the example rule I could use.   The role I want to have access to retured documents is knowledge_admin.   Itil roles should be able to read all docs and potentially edit unless they have been retired.

I am quite knew to business rules and would welcome assistance on their structure where roles access is affected

[mrcarter]

I have now got this fixed.   I applied a business rule to trigger when a document was moved to retired only the know admin role can view it.   I have also removed the retired bookmark under knowledge in the app navigator.

[Abhijit Das6]

Hello Damian,

Can you help me with the business rule that you created which helped you in getting out of trouble i,e not allowing any end user to view retired knowledge article in the global search.

Thanks,