Roles and permissions
Based on the knowledge management methods you use in your organization, you can choose to give either user permissions or KCS user permissions to users.
You can assign permissions to users by using the following methods:
- One user at a time by using the People form. See information about configuring people in the Suite online documentation.
- Multiple users in bulk by using the Managing your work in BMC Helix ITSM console. For more information, see Updating people information in the online documentation.
BMC Helix: Knowledge Management user permissions
The following user permissions are available in :
Permission | Description | Best practice |
|---|---|---|
Knowledge Admin | Grants full access to the application. This permission is usually assigned to the most advanced users and enables them (in addition to Knowledge User permissions) to generate reports, manage knowledge sources, and migrate data from previous installations. Users with Knowledge Admin permissions can perform the following tasks:
| Grant this permission to users who perform the role of Knowledge Manager. Users in this role can create system news flashes and run reports. |
Knowledge User | Grants write, assign, and promote access to new and existing articles without administrative tasks. This permission is usually assigned to senior members of a support group and enables them to participate in the knowledge article lifecycle. Users with the Knowledge User permission can perform the following tasks:
| Grant this permission to advanced technical users or subject-matter experts. These users are typically involved in the content review and approval process. |
Knowledge Submitter | Grants write access to new knowledge articles only. This permission is usually assigned to junior knowledge users and trainees and enables them to create and promote articles to Draft status only. Users with Knowledge Submitter permission can perform the following tasks:
You can enable this permission for users who require access to create knowledge articles from incidents and other requests. For more information about enabling these permissions, see Configuring-application-settings. | Grant this permission to standard technical users who require access to create knowledge articles from incidents or other requests. |
Knowledge Viewer | Grants view access to knowledge articles in any status without write privileges. This permission is usually assigned to support staff who only search and view articles. Users with Knowledge Viewer permission can perform the following tasks:
| Grant this permission to all users who need to view knowledge articles. |
Knowledge Config | Grants access to configuration settings. This permission enables users to configure settings. Typically, an assigned user is not a member of a support group and is not intended to create, edit, or publish articles. Users with the Knowledge Config permission can configure settings. | Grant this permission to users who need to configure the component functions listed for permissions. Typically, you grant this permission to users with the role of an Application Administrator. |
Mapping Knowledge Management roles to permissions
has the following permission groups, each mapped to a certain role:
Role | Permission groups |
|---|---|
user roles | |
Knowledge Manager | Knowledge Admin |
Knowledge Subject Matter Expert (SME) | Knowledge User |
Knowledge Application Administrator | Knowledge Config |