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            Edit Category Group Visibility

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            Edit Category Group Visibility

            You can edit your data category visibility.

            Required Editions

            Available in Salesforce Classic and Lightning Experience. View supported editions.
            User Permissions Needed
            To view categories: View Data Categories in Setup
            To manage data categories:

            Manage Data Categories

            AND

            View Data Categories in Setup
            To assign default category groups: Manage Data Categories
            To modify category group visibility for users: Manage Users
            1. Go to the data category visibility settings page in Setup.
              • For roles: enter Roles in the Quick Find box, then select Roles.
              • For a role on the Customer Portal or partner portal: enter Users in the Quick Find box, then select Users.
              • For permission sets: enter Permission Sets in the Quick Find box, then select Permission Sets.
              • For profiles: enter Profiles in the Quick Find box, then select Profiles.
            2. Open a data category group for edit.
              • For roles, in the Category Group Visibility Settings related list, click Edit next to the category group you want to modify.
              • For permission sets and profiles:
                1. Click a permission set or profile name.
                2. Click Data Category Visibility.
                3. Click Edit next to the data category group you want to assign.
            3. Select a visibility setting.
              Visibility Setting Description
              All Categories Users can see all categories in the category group. This option is only available for the topmost role in the role hierarchy.
              None Users cannot see any categories in the category group. When you create a category group, its visibility is defaulted to None.
              Custom

              Users see your custom selection of categories. For roles, you can choose from the categories that are visible to the parent role. If the parent role's visibility changes to be less than its child's visibility, the child role's category visibility is reset to its parent's category visibility.

              To select categories, double-click the category in the Available Categories box. Alternatively, select a category and then click Add. Selecting a category implicitly includes its child and parent categories as well. Categories that are grayed out are not available for selection because their parent has already been selected.

              Note
              Note When you customize a role, permission set, or profile set to All Categories, first remove All from the Selected Categories box before you select specific categories.
            4. Click Save.
            Data Category Visibility Best Practices
            • When you create a category group, its visibility is defaulted to None.
            • When you grant visibility to a category, you also grant visibility to its child and parent categories. If you want to give access to all categories in a branch of the category hierarchy, select the top-level category All Categories.
            • Users who are not assigned to a category’s visibility by role, permission set, or profile can only see uncategorized articles and questions unless:
              • The user has the “View all Data” permission.
              • A category group has been made visible to all users on the Default Data Category Visibility page in Setup.
            • For role-based visibility, Customer Portal users and partner portal users inherit the role assigned to their account managers by default. You can change the category group visibility settings for each portal role.
            • Keep your category groups deactivated to set up your category hierarchy and assign visibility. Until you manually activate a category group, it does not display in Salesforce Knowledge or your answers community
            • For role-based visibility, always set up data category visibility in a top-down approach from the top of the role hierarchy down to the bottom. Give the highest roles the most visibility and give subordinate roles reduced visibility.
             
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