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Salesforce Knowledge Article Visibility and Data Category Access Control Considerations

Udgivelsesdato: Jun 14, 2026
Beskrivelse

In Salesforce Knowledge, Data Categories control which articles are visible to which users. Data category visibility can be configured through three key areas:

Important: The Data Category security model is the inverse of most Salesforce security models. In most areas of Salesforce, you start with the most restrictive access and open it up. For Data Categories, you start with open access by default and then restrict visibility. See How Category Visibility Differs from Other Salesforce Models for details.

Note: Role, permission set, and profile visibility settings restrict default visibility settings. For example, if a data category is visible by default, it is not visible to a user whose role restricts access to that data category. However, it is currently not possible to restrict data category visibility via profiles alone — administrators may need to use default data category visibility settings as the primary control instead. See Doc Fix: Unable to restrict Data Category visibility settings with only profiles for background.

Løsning

Key Data Category Visibility Rules for Salesforce Knowledge

Use the following rules when designing data category visibility for Knowledge Articles:
1. Multi-Category Group Visibility A user must have visibility to at least one category in each category group that classifies an article in order to see that article. When an article is tagged to multiple category groups, visibility in all groups is required.
2. No Category Group Access If a user has no access to an entire category group, they can only see uncategorized articles for that group.
3. Uncategorized Articles Users not assigned to any category visibility (by role, permission set, or profile) can only see uncategorized articles unless:

  • The user has the "View All Data" permission, OR
  • A category group has been made visible to all users via the Default Data Category Visibility page in Setup.

4. Role Hierarchy Constraint Child roles cannot have visibility into more data categories than their parent role. If a parent role's visibility is reduced, the child role's visibility is automatically reset to match the parent.
5. Experience Cloud (Communities) External users with Customer Community Plus or Partner Community licenses inherit data category visibility from the role assigned to their account owner's manager by default.
6. Implicit Parent/Child Visibility When a category is made visible to a user, its parent and child categories are implicitly included.
7. Translated Articles Translated articles follow the master article's data category assignment. Translated articles cannot be assigned to a different data category than the master.
For explicit examples of how these rules interact, see Category Group Article Visibility Settings Examples.

Vidensartikelnummer

000382931

 
Indlæser
Salesforce Help | Article