We are in the process of building out our knowledge base, and it is private, secured via multiple access groups. What I am lacking is a means to list the articles and which access groups can access them. I know that I can see this on the individual article, but this is not practical once the database grows and we have hundreds of articles. Is there a way to list the articles and associated access groups?
I would audit this from the access-group side, not article by article. In HubSpot, go to Content > Memberships > Access Groups, open each access group, then use the Members-only content tab to see which private content is tied to that group.
For hundreds of KB articles, I would still keep a simple admin inventory outside the editor: article URL, owner, access group, and last reviewed date. That gives you a reliable review list without opening every article settings panel.
That is one way to look at it, but I need to see it from the article side of things. I need to be able to audit the articles to ensure that the access is set correctly. Listing articles by group does not ensure that articles are properly secured.
Maintaining a list outside of HubSpot is not a good option because it relies on people to remember to properly log it as the articles are created or modified, which is guaranteed to produce errors due to people forgetting to update the list. Since HubSpot already has this data, and can clearly display it form the access group side, there has to be a way to do this from the article side.
The other option would be to export the list by access group and use another tool to report on this, but I don’t see an option to export this data.
Hey @DanaIrvine,
Thanks for following up here!
While it doesn’t look like we currently have the ability to pull lists/reporting in this way, I was able to find this Community Idea on Knowledge Base Reporting. While it doesn’t request the exact features you’re looking for, it does contain a large number of upvotes and has the attention of the Product team. For this, I strongly recommend upvoting the idea and expanding on how you see this functioning using your use case above!
For now, @danielsinewe’s suggestion would be the recommended method.
Shane, Senior Community Moderator