---
sourceDocument: Xanadu ServiceNow AI Platform Capabilities
sourceDocumentLink: https://www.servicenow.com/docs/r/xanadu/servicenow-platform

 Release :

    - xanadu

ft:locale :

    - en-US

ft:publication_title :

    - Xanadu ServiceNow AI Platform Capabilities

ft:clusterId :

    - platcap

bundleId :

    - platcap

workflow :

    - Platform


---

# Apply user criteria to items and categories

# Apply user criteria to items and categories {#ariaid-title1}

* Release version: Xanadu
* 
* Updated August 1, 2024
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 2 minutes to read

Apply a user criteria record to items and categories, either from the item or
category form or from the user criteria form.

## Before you begin

Role required: admin

## About this task

The user criteria restriction applies only within Service Catalog for the
specific item it is applied for. However, the user criteria restriction is not
applied outside the Service Catalog where the
user has access to the item via the table.

To apply criteria directly to an item or category, use the Available For or Not
Available For related lists in the Item or Category form.  
Note:  
* When a change is made to the end-user profile, such as location, and it affects their ability to view items, those changes do not take effect until the end user has relaunched the session.
* The user criteria restrictions of a category do not automatically apply to the catalog items within the category. If required, you should apply the user criteria restrictions to the individual catalog items.
{#t_AppUserCritItemsCat__ul_lsv_zfh_t1b}

To apply criteria directly from the User Criteria form, add items to the Available
For Catalog Items and Not Available For Catalog Items related lists, and add
categories to the Available For Categories and Not Available For Categories related
lists. You can configure the User Criteria form to add these lists.  
Note:  
The Not Available For settings override
Available For settings. A user on the Not Available For list for an item cannot access that item, even if
that user is also on the Available For list for that
item.

## Apply user criteria to items {#ariaid-title2}

Apply user criteria to an item to define which users can and cannot access that
item.

### Before you begin

Role required: admin

### About this task

You can apply user criteria to all types of catalog item, including order guides,
content items, and record producers.  
Note:  
The user criteria restriction applies only within Service Catalog for the specific item it is applied for. However, the user criteria restriction is not applied outside the Service Catalog where the user has access to the item via the table.

### Procedure

1. In an item record, navigate to the Available For or Not Available For related lists.
2. Click Edit to add an existing user criteria record, or click New to create a new one.
3. Save the record to associate the user criteria record with the item.  
   Note:  
   The Not Available For settings override Available For settings. A user on the Not Available For list for an item cannot access that item, even if that user is also on the Available For list for that item.
{#t_ApplyUserCriteriaToItems__steps_wpk_mx3_zq}

## Apply user criteria to categories {#ariaid-title3}

Apply user criteria to a category to define which users can and cannot access a
category.

### Before you begin

Role required: admin

### Procedure

1. In a category record, navigate to the Available For or Not Available For related lists.
2. Click Edit to add an existing user criteria record, or click New to create a new one.
3. Save the record to associate the user criteria record with the category.  
   Note:  
   * The Not Available For settings override Available For settings. A user on the Not Available For list for a category cannot access that category, even if that user is also on the Available For list for that category.
   * The user criteria restrictions of a category do not automatically apply to the catalog items within the category. If required, you should apply the user criteria restrictions to the individual catalog items.
   {#t_ApplyUserCriteriaToCategories__ul_wfw_rfh_t1b}