User criteria and visibility
Quick answer
Control who sees catalog items, knowledge bases and portal content without writing ACLs.
Key takeaways
- Not available for overrides available for
- Reuse a small set of well named criteria
- Script criteria run per user, so keep them light
- Impersonate to verify visibility, never assume
What user criteria are
A user criteria record matches users by role, group, department, company, location or a script. Catalog items and knowledge bases use available for and not available for lists built from these records.
Available for and not available for
Not available for wins. If a user matches both lists, they are excluded. That single rule explains most cases of an item that a user cannot see for no apparent reason.
Practical use
Keep criteria few and reusable.
- Name them by intent, for example UK employees or Managers only
- Prefer group or role matching over scripts, scripts run per user per item
- Test with impersonation across each affected population
- Document why an item is restricted in its description, future admins will ask
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Check your understanding
Which list takes precedence?
- A. Available for
- B. Not available for
- C. Whichever is newer
- D. The one with more criteria
Show answer
B. Not available for
Exclusions override inclusions.
What do user criteria control?
- A. Record level access
- B. Visibility of catalog and knowledge content
- C. Field encryption
- D. Table extension
Show answer
B. Visibility of catalog and knowledge content
They govern who sees content, not who can read records.