Administration › Security and Role Management › Role Management › Role List › Create a Role › Role Tabs › Define Knowledge Document Visibility

Define Knowledge Document Visibility

For security and role management, you must define the functions by which users can view and search for documents during their life cycle.

To define knowledge document visibility

1. Select the KT Document Visibility tab on the Create Role or Role Update page.

   The KT Document Visibility fields appear.

2. In the Document Statuses table, select the functions you want users assigned to this role to be allowed to view when they search for unpublished documents using Advanced Search.

   Draft

   The document has been created, but is not currently available to the public for viewing and searches.

   Retired

   The document is no longer relevant.

   Published - before start date

   The document is ready to publish but on hold until it has reached its start date.

3. Select the "Have default criteria when searching Knowledge Documents" check box if you want to create a new search option check box on the Advanced Search page that searches for documents in different stages of their life cycle based on the stored query that you define for this role.

   When this option is selected, the following fields appear:

   Stored Query

   This field allows you to assign a stored query for the role. The stored query contains a set of action macros that execute when a document is identified and matched by the life cycle policies during processing. You can specify your own query or use one of the default queries that appear on the Query List page.

   • Flag broken links
   • Group Inbox
   • Inbox
   • Promote "hot" non-published solutions
   • Promote "hot" non-published viewed documents
   • Promote to retire non-published documents
   • Promote to retire published documents
   • Promote to review highly used documents
   • Unassigned
   • Unindexed

   Note: Administrators can view the Document Life Cycle Policy Reports generated during processing on the Scoreboard. Each report provides detailed information about the documents that are flagged for correction and promoted to publication or retirement throughout the various stages of the document life cycle process. To display a policy report, select Knowledge Documents, Automated Policies, My Documents, All Policies. For more information about automated policies, see the Administration Guide.

   Description

   Enter a description for the new search option check box. This field is required.