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Overview
Traditionally when securing information within IT systems it is customary to begin with the most restrictive access permissions possible, and then open up, or grant, access from there. However, in most Knowledge Base systems this model is typically reversed. Permissions to read published content is granted to everyone by default, and specific content has visibility restricted as required.
What materials do I need?
- Internet access
- A web browser
How do I use this technology?
Determine restrictions
In order to successfully apply restrictions to a knowledge article it is import to identify which group(s) of people should have access to it. Within UAA knowledge articles are typically classified with one of three types of access restrictions. These are:
- Public: Anyone with Internet access will be able to view this article once published without having to login to the Knowledge Base system.
- UA community: Anyone within the UA community will be able to view this article once published, and once they login to the Knowledge Base system.
- Internal: Only employees of a department(s) associated with a specific knowledge category will be able to view this article once published, and once they login to the Knowledge Base system.
Set public access
All knowledge articles default to public access once published. So there is no specific steps necessary to grant an article this access level.
Set UA community access
To restrict a knowledge article to only the UA community, the following will need to be done.
- Locate the desired Knowledge Article.
- Click Edit Article.
- Click Permissions.
- Uncheck the Inherit Permissions box.
- Verify that the Public checkbox is not selected.
- Under Article Permissions select Allow all individuals to view this article EXCEPT the associated groups below.
- Under the Associated Group list verify that no groups are listed.
- Click Save.
Set internal access
To restrict a knowledge article to only the specific group(s) within the UA community, the following will need to be done.
- Locate the desired Knowledge Article.
- Click Edit Article.
- Click Settings.
- Verify that the Category field is set to Internal KB > [Department Name] where [department name] is the department that access to the article should be restricted to.
- Click Permissions.
- Verify the Inherit Permissions box is checked.
- Click Save.
Need additional help or have issues
For support, requests may be submitted anytime by Requesting Support for the Enterprise Service Management service. Support Requests are worked by Priority based on the Impact and Urgency of need as well as the order they are received by the IT Employees with the knowledge and permissions to assist with the request.
For immediate assistance please review the Contact Us page for ways to contact the appropriate support group.