Knowledge data categories and CRM Analytics security
Control Knowledge article access with data category visibility (roles, permission sets and profiles combined with OR, role inheritance, category families) or with standard sharing, and secure CRM Analytics with app sharing, security predicates and sharing inheritance, including its object, descriptor, join and Experience Cloud limits.
Given a scenario, determine the appropriate access control needed to grant access to data that is not standard or custom objects.
~7 min read · 10 practice questions ·
What the exam expects
- Predict which Knowledge articles a user sees from data category visibility on roles, permission sets, permission set groups and profiles.
- Explain role inheritance of category visibility and why a child role can't exceed its parent.
- Contrast data-category access control with standard sharing for Lightning Knowledge.
- Choose app sharing, a security predicate or sharing inheritance to secure CRM Analytics data, and name the inheritance limits.
Key terms: data category visibility (All, None or Custom categories per category group); standard sharing for Knowledge (OWD, ownership and rules on article versions); security predicate (a filter condition defining dataset row access); sharing inheritance (a dataset reuses one Salesforce object's sharing); sharing descriptor (one source of record access, such as ownership or a rule).
Key facts
- Detail
- Roles, permission sets, permission set groups, profiles; combined with OR
- Detail
- Can reduce, can't exceed parent visibility
- Detail
- Needs one visible category in each group
- Detail
- Article version (Knowledge__kav)
- Detail
- No manual or Apex sharing
- Detail
- Every user with dataset access sees all rows
- Detail
- Account, Case, Contact, Lead, Opportunity
- Detail
- View All Data or fewer than 3,000 descriptors
- Detail
- No inheritance; use predicates
- Detail
- Viewer, Editor, Manager to users, groups, roles
Sources for this section (5)
- Data Category Visibilityhelp.salesforce.com (opens in a new tab)
- Knowledge Sharing Considerationshelp.salesforce.com (opens in a new tab)
- Security Predicatehelp.salesforce.com (opens in a new tab)
- Sharing Inheritance Limitshelp.salesforce.com (opens in a new tab)
- Share an Apphelp.salesforce.com (opens in a new tab)
- Why can a user see an article in a category her role hides?
- When can two versions of the same Knowledge article have different access?
- Why does a dataset that inherits sharing need a backup security predicate?
- What does a dataset loaded from a CSV show to every user who can open it?
The questions are free to read. Answers with their sources and self-grading are included with the pack.
Keep reading with the Platform Sharing and Visibility Architect pack
- Core concepts
- Exam traps
- Worked scenario
The pack includes:
- All 21 lessons of the Platform Sharing and Visibility Architect guide, with reading progress
- Interactive decision walks and step-by-step sequence steppers
- Inline practice questions and one-click topic practice (10 questions for this lesson)
- An official source cited for every claim
- An AI tutor that answers from the guide
- Unlimited timed practice exams