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Use Salesforce Sharing with Lightning Knowledge (Beta)

Take advantage of the sharing features you already know, such as organization-wide defaults, access by owner role hierarchies, and criteria-based rules. The standard Salesforce sharing model contrasts with the default for Knowledge, which uses data categories to control access beyond object permissions. When you use standard sharing, data categories still classify articles but they no longer control record access.
Where: Sharing for Lightning Knowledge is available for Enterprise, Essentials, Performance, Developer, and Unlimited editions where Lightning Knowledge is enabled.
Note

Note

As a beta feature, Sharing for Lightning Knowledge is a preview and isn’t part of the “Services” under your master subscription agreement with Salesforce. Use this feature at your sole discretion, and make your purchase decisions only on the basis of generally available products and features. Salesforce doesn’t guarantee general availability of this feature within any particular time frame or at all, and we can discontinue it at any time. This feature is for evaluation purposes only, not for production use. It’s offered as is and isn’t supported, and Salesforce has no liability for any harm or damage arising out of or in connection with it. All restrictions, Salesforce reservation of rights, obligations concerning the Services, and terms for related Non-Salesforce Applications and Content apply equally to your use of this feature. You can provide feedback and suggestions for Sharing for Lightning Knowledge in the Knowledge group in the Trailblazer Community. For information on enabling this feature in your org, contact Salesforce.

Who: Contact Salesforce Support to enable this feature in your org. The beta version of Sharing isn’t right for all orgs. Read the limitations and try sharing in a sandbox org if you’re unsure. For example, you can’t create rules that share articles with guest users or high volume users. We recommend that you don’t use sharing in orgs where you want to share only some public articles with guest and high volume portal users.

Why: Simplify your article access strategy by using the same sharing model you use for other objects, with some exceptions. For example, you can create a rule that modifies access based on the Record Type field. When Sharing is enabled, you can still use data categories to classify articles and as filters for searches and queries.

How: To switch to the Salesforce sharing model for Knowledge, edit the Knowledge Settings page in Setup.

  1. Under Sharing Settings, enable Use standard Salesforce sharing (Beta).
  2. Save your changes.The Knowledge Settings page.
  3. Then, you can view and change the sharing settings for Knowledge. From Setup, enter sharing in the quick find box and select Sharing Settings.

Edit the sharing settings and add rules as you like. By default, the knowledge object uses Public Read/Write for internal users and Private for external access.