Setting custom permissions for a Knowledge Base article

 Objective

By default, an article inherits the permissions of the category it is saved in. This procedure will demonstrate how to set custom permissions for an article.

 Audience

  • IT Staff

 Environment  

  • K-State IT Service Portal (via browser)

 Procedure

Accessing the knowledge base

  1. Go to support.ksu.edu and sign in.
  2. On the top menu, click Knowledge Base.

Setting Permissions

  1. Search for the article you need to set permissions for.

    Note: See Searching the Knowledge Base article for tips on how to search. 
     
  2. Click the link of the article you need to set permissions for.
  3. Click Edit Article.
  4. On the top menu of the article, click the Permissions link.
    • Public - if no authentication is required to view the article, the Permissions can be set to leverage the default setting (if Public); otherwise, check the Category permission level to confirm it is NOT already Public, then uncheck Inherit Permissions and check Public.
    • K-State Authentication - if the Category is setup as Public, uncheck Inherit Permissions, select Allow all individuals to view the article EXCEPT the associate groups below, and confirm that NO groups are selected in the Add Groups list.
    • OneIT Authentication - uncheck Inherit Permissions, select Allow ONLY the associated groups below to view this article, and select One IT in the Add Groups list.
    • Specific Group Authentication - uncheck Inherit Permissions, select  Allow ONLY the associated groups below to view this article, and select the desired group(s) in the Add Groups list.
  5. Click Save.

 Notes

The default setting on most articles inherit permissions from the category, which does NOT require a K-State login.  Public articles can be indexed by Google and increase the likelihood of users finding them, however, some articles include information that should not be exposed openly and should require a login. Review and interpret the information in the article to select the appropriate permission level.

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