Set organization level access to Knowledge Base and manage duplicate article permalinks (with date appended to them)

Set organization level access to Knowledge Base and manage duplicate article permalinks (with date appended to them)

Hello everyone,

We have introduced two important updates in the Knowledge Base module:
  • Permissions - A new permission called "Admin access" has been introduced under module permission.
  • Permalink alert - Users will be alerted when an article with the same URL exists. 

Organization-level permission for the Knowledge Base

A new option under module permissions called "Admin Access" has been introduced. This permission provides users complete access to every department in KB. 



In most organizations, the support leads, content managers, and department heads require access to all departments. This allows them to add, edit, or modify articles under the relevant departments as and when needed. 

For example, a compliance guideline introduced for the organization must be included in the articles across departments to ensure all employees are aware of it irrespective of the department they belong to. Likewise, a change in the pricing plan for a product suite must be updated in all the products that belong to the suite for customers to get accurate information.

In these cases, it is essential for the writers to have the permission to access the KB modules for all the relevant departments.

The Admin access gives specific users the permission to access the KB for all the departments. 

On the other hand, the Manage KB permission gives users access to selected departments. 

That said, using Admin and Manage KB permissions, businesses can set organization wide and department wide permissions for the Desk users. 

Comparison between Admin access and Manage KB permissions


 Admin Access 
 Manage KB
 Access type
 Org level
 Department level
 Actions (View, Create, Update, Delete)
 Perform all actions across all the departments

  • View articles in all the accessible departments.
  • Create, edit, and delete articles in departments that are accessible and directly related to the primary department within the category.
 Organize Categories

 (Create, Edit, Delete, Enable/Disable, and   Ordering categories)
 Perform all actions across all the departments
  • Create, edit, delete, enable, and disable categories in all the accessible departments.
  • No access to reorder categories.
 Sort articles
 Perform all actions across all the departments
  • View articles in all the accessible departments.
  • Create, edit, and delete articles in departments that are accessible and directly related to the primary department within the category.
 Recycle Bin
 View, restore, and delete articles across all   departments

           View articles for the accessible categories

 Access Settings
 Enable or disable KB access settings 
           View only 

For more information on the permissions required, refer to Setting Up Knowledge Base Permissions

Alert for duplicate article titles

When multiple agents collaborate as a team to ensure that the content is easily available to the customer, it is highly possible that one or more of them may use the same naming convention for their article. This will generate similar permalinks or article URLs.

The system identifies two similar links by appending the date to the recent article: 
eg., getting-started-with-zoho-desk-25-12-2024

To help agents identify such permalinks and allow them to edit them before publishing the article, we are now showing an alert message that another article with a similar URL exists.



This ensures that none of the articles are duplicated. Also, the users are navigated to the right content. 

To remove the date appended to the article title, verify the folders and delete or rename the old article.

For more information on how article permalink works, refer to Setting 301 Redirection of Knowledge Base Articles.

These enhancements are available for all users across DC.

Regards,
B. Akshaya
Zoho Desk | User Education

    • Sticky Posts

    • Using Agent Email Address as From Address

      Currently, while replying to a ticket, it is possible for agents to choose their own email addresses as 'from' addresses. Although we built this just for that little extra flexibility, in hindsight, it hasn't figured much in conventional usage.  Almost all businesses prefer that responses to their customers' tickets be sent from the common support/service email address and NOT from those of individual agents. During personal interactions at events, some of you have even made passing mentions about
    • Edit and Delete options in Comments

      A lot of teams have been using ticket comments extensively to collaborate everyday. Notification Center further improved this experience by bringing real-time updates. As we continue to build more improvements to this experience, we've shipped a small-yet-important
    • Webinar 2: Supercharged customer support for growing business

      Join us for this webinar and learn how to step up your support game using a real-time communication platform to generate happier, more successful customers. In this live webinar, we will will discuss the importance of SalesIQ for your support team and how it can help you:  Understand your customers better and their journeys to proactively support and engage them even before they ask for help.  Integrating real time conversations into Zoho Desk’s Support, providing a conversational customer service
    • Customize Colors of your Customer Self Service Portal

      You asked for it. We heard you. We're happy to roll out the most sought after feature request, Customizing the Colors of your Customer Self-service Portal. Now you can set the color of your customer portal to mimic your company's web site, so that your customers visiting the portal will not feel alienated by the default theme.  Go ahead and configure the color of the header, tabs, fonts and background according to your needs. You can either choose between default color themes like Blue, Grey, Green
    • 2024 Email Authentication Standards: Elevating Security with Google and Yahoo

      In contemporary email communication, email authentication plays a pivotal role in mitigating email fraud, spam, and phishing attacks. Brace yourself for a new level of security. Starting February 2024, Gmail and Yahoo will be implementing robust email

    Nederlandse Hulpbronnen


      • Recent Topics

      • Salutation

        Hey there, I want to make an indvidual salutation. It is possible to use if statements in the email templates? For exampe: When is male then wirte "Dear Mr." else write "Dear Mrs." Thanks David
      • Personal Expenses

        I have reviewed the board and found a few scenarios like mine however not exactly so sorry if this is a re-post.  I just recently joined Zoho Books and had to go through 2000 transactions manually which took FOREVER. So the dilemma that I am facing is that I have attached my personal and business checking cards to my account because it was not until half way through 2015 that I decided to open up a business account as an independent contractor.  When I first started my account I placed the opening
      • Not receiving instagram verfication emails

        Hi- I'm not receiving Not receiving instagram verfication emails.  I have seen other users having the same issue and your answer was to contact instagram.  But instagram no longer has a support email.  
      • Change work hours per day for employees

        Hello, Is there a way to modify the work hours per day for employees in Zoho projects? This would be helpful for resource allocation to more accurately see when an employee who works 35 hours a week vs 40 hours has a full schedule. Thanks.
      • Zoho Commerce

        Hi, I have zoho one and use Zoho Books. I am very interested in Zoho Commerce , especially with how all is integrated but have a question. I do not want my store to show prices for customers that are not log in. Is there a way to hide the prices if not
      • PROBLEMA AL CONECTAR EL DOMINIO

        hola buenas tardes hoy estoy tratando de crear mi registro y no me deja conectar el dominio  me dice que el dominio ya está vinculado a una cuenta y la verdad no tiene conectado el dominio a ninguna cuenta  tengo acceso al hosting y cpanel que se compro pero al revisar los dns estan apuntando al mismo hosting del panel  del proveedor del domini ... como hago para poder crear la cuenta con ese dominio, incluso cree un registro pero no  me deja vincularlo el dominio es integrasoft.co agradezco me ayuden  
      • Delay in delivery of emails

        I'm experiencing random delays for emails sent from Zoho account. Headers show that the message reached mx.zohomail.com almost instantly, followed by a delay of anywhere from 3-15 minutes (and counting). Please confirm whether this is a system-wide
      • Zoho Mail not working. Constant OTP

        Firstly, my emails have been playing up for over a year. They are struggling to send and I have to press Send a few time to make them going. They mostly hover with a loading note saying Sending. I emailed Zoho and they got it working, but now it is doing
      • Zoho Mail Storage Usage Discrepancy – Incorrect Storage Reporting

        Dear Zoho Support Team and Community, I previously raised a concern about inaccurate storage usage reporting in Zoho Mail but did not receive a clear or satisfactory response. To investigate further, I meticulously calculated the storage used by all folders
      • Announcing 12 new connectors in Zoho DataPrep

        We’ve just made data management even easier - Zoho DataPrep now supports 12 new external connectors to help you build more robust, scalable ETL pipelines. Why it matters: ✅ Broader data access ✅ More automation, less manual work ✅ Smarter pipelines, better
      • What Is ZOHO-Workplace? Why was I charged?

        Hi, Today my PayPal account was charged $12.72 for ZOHO-Workplace. The transaction ID is 15S32484H3826544W. What is this charge for? It is the first time I am seeing it.
      • Building a custom site

        do we have an option in Zoho to build custom sites like adding custom functionalities? want to make a site like https://trackscourier.com/jnt-tracking-ph/. Is it doable? Please assist.
      • Missing Payload Details

        Hi All, Does anyone know how to fix missing webhook payload data in the next step of the flow? Payload comes into the webhook -- All details here When i go to use the webhook data in the next step -- the majority of the payload data is missing
      • Numeric options in Decision

        Zoho really needs to add options for numeric comparisons in the Decision action. These are the ones that should be implemented: Greater than Less than Greater than or equal to Less than or equal to Equal to (although this is actually handled already)
      • Supercharge your VoC analyses with data from anywhere: Modules are now sources for VoC

        Dear customers, We hope you're well! Your customers talk about your brand, praise your service, criticize your offerings, or promote your business—literally from anywhere on the internet—and it has become strategically necessary to factor in all possible
      • Nouveautés Zoho Flow - Intégration SAP S/4HANA et SAP HANA

        Bonne nouvelle! Deux applications très attendues dans la galerie d’intégrations de Zoho Flow sont désormais disponibles : ✨ SAP S/4HANA ✨ SAP HANA Que vous gériez des opérations d’entreprise ou des systèmes de données, ces intégrations vous permettent
      • Record/edit view to pop-up simultaneously with button click from report of a different form

        I have two forms: Form A & Form B. Form B contains all of the same fields of Form A, plus a few additional fields. I've created a button in the report view of Form A that creates a new record in Form B and populates all the applicable fields, (I've posted the code I used below), but visually nothing happens on the screen. If I want to finish filling out the remaining fields in Form B, I have to navigate to the report and open the record. How do I get this new record to just pop-up when I click the
      • How to get NSE/BSE Stock Prices in Zoho sheets?

        I've been looking for a function that provides me with the NSE/BSE listed stocks price in Zoho Sheets like GOOGLEFINANCE in Google sheets, but I found none. Please help if there is any way to het stock prices?
      • INVOICE DONT HAVE AN INCOME ACCOUNT FIELD TO POST TRANSACTIONS

        INVOICE DON'T HAVE AN INCOME ACCOUNT LIKE THE EXPENSE ACCOUNT FIELD IN THE EXPENSE MODULE. PLEASE CAN YOU TELL ME WHAT TO DO TO ADD THIS FIELD AND FUNCTION TO POST IT TO THE RIGHT INCOME ACCOUNT. THANK YOU VERY MUCH
      • Error in Deluge script, but all should be OK

        I get an error when using the following deluge script (sensitive info changed with ***). This script should parse a projectnumber out of the subject or body text and put it in a custom field of the ticket. The error: Validation failed for the condition
      • Problems with clipboard paste into ticket comments

        Problem as title. Using Chrome get to paste contents of clipboard but submit gives 'you've exceeded the character limit of 30,000 for this comment' irrelevant of actual number of characters. Edge just pastes txt 'undefined' irrelevant of actual contents of clipboard All other areas of Zoho desk work fine with clipboard paste (i.e. new ticket description) it's just comments on existing tickets that seem to have problem. Was all working fine until early yesterday (14th) Client is Windows 10 Pro 1803
      • Mapping Issue

        since, Tickets are already mapped with the Requestors and when we map Requestors with Organization, then Tickets are not visible under that Organization. Kindly solve this issue.
      • New features and improvements in Desk's integration with Zia powered by GPT 

        Hi everyone, We’re pleased to announce several new enhancements in Zia Powered by GPT integration. These updates bring more customization options, improved response generation, and additional language support. Below is an overview of the enhancements
      • Painéis do Zoho CRM ajudam na Gestão Comercial?

        A gestão do departamento comercial é uma questão fundamental para qualquer empresa. Uma boa gestão proporciona previsibilidade, alinhamento e melhores resultados. Acredito que todos que adquirem uma plataforma de CRM buscam uma gestão ágil e eficiente
      • Adding transferwise.com as an online payment method

        Hi, I am not a fan of using Paypal or google pay, can we look at introducing transferwise.com as a payment method as i think it will work better in the corporate world. https://transferwise.com/ Cheers
      • How to Bulk-Update Sales Orders in CRM

        Hi - I need to bulk update existing sales orders with dates from our ERP of when the sales orders were created. I made a date field on the Sales Order module where I want to insert that data. I can't Mass Update because I am not updating the fields to
      • How do mass change start date and end date?

        You can mass do everything else, so maybe I'm missing something. But if I have a bunch of tasks and want to assign multiple tasks within a date set, how do I do that without doing them one by one?
      • Announcing New Features in Trident for macOS (v.1.2.0)

        Hello Community, Trident for macOS has quite a few new features that will improve your business email communication. Let's take a quick look at them. Creating templates Earlier, you could save email drafts as templates in Trident. With the current update,
      • Products in time entry

        Morning, Is there a way to add the product field to the time entry layout? Giving us the ability to identify a product per time entry. Thanks Rudy
      • Zoho.eu and U.S. Cloud Act? Can U.S. request Zoho.eu data?

        Given the current political situation in the U.S. and possible near future implications for data privacy and security, I am curious about Zoho’s obligation to comply with the U.S. cloud act or other U.S. requests for private customer information from
      • Zoholics Europe Awards

        We're excited to announce that at this year's Zoholics events across Europe, we're holding customer awards for the first time ever! This is your chance to shout about the amazing things you've created, connected, or achieved with Zoho's developer application!
      • Why "balance due" for the VOIDED INVOICE is not zero?

        We wonder why the "balance due" for the VOIDED INVOICE is not zero? For example our case, we issued invoice for a client for MYR1000, then after client request for cancellation. Client haven't make payment yet. So we marked the invoice as void. We think
      • Format handling error

        Hi, I'm having an issue when merging a document using a custom function when with decimal numbers. In my template preview, it's seems correct ,but when I do the merge and attach the file to a record, all types of docs aren't displaying the number correctly.
      • Announcing New Features in Trident for macOS (v.1.20.0)

        Hello everyone! Trident for macOS is here with interesting features and enhancements to elevate your workplace communication and productivity. Let's take a quick look at them. Change the "From" email address easily. When composing or replying to an email,
      • Announcing new features in Trident for Windows (v.1.27.6.0)

        Hello Community, Trident for Windows is here with exciting new features to elevate your email communication. Let’s dive into what’s new! View and manage .pst files. A .pst (Personal Storage Table) file is an Outlook Data Storage file format for storing
      • Email limit reached

        I'm assessing whether zoho crm will work for our startup, however I tried to send emails to my leads and after 12 emails got the notification that email limit has been reached. That is ridiculously low. Whats wrong and how can you fix that. I am still
      • Importing Into Zoho CRM

        Do you have a list in Excel that you would like to import into Zoho CRM? If your administrator has not restricted your ability to import, the process is fairly easy to accomplish, but understanding the options can make everything go smoother. First you may need to prepare the spreadsheet Remove any extra rows from the top of the spreadsheet, like titles or blank lines. Row 1 should be the column headers. Row 2 should be where the data starts. Make sure that there is a column for any required fields
      • Analyze the Name of the Deal Owner and Created by

        I need to display the Name of the User who created a deal and the Deal Owner. Since both fields are lookups to the same table (Users), it defaults to the user record of the Deal Owner and I cannot display the name of who created it. I can generate the
      • Date Import Problems

        I'm trying to import products from csv/xls files, but I can't get the Sales Start Date field to import. I know the import is working because all the other information is imported, but the Sales Start Date field is left empty. I think it must be a format
      • Canvas and Related lists

        Hi, As much as I like canvas, when adding in a asection with related lists,it doesnt mimic the same functionality as the standard view within the CRM e.g left hand panel will show the module and total number of records. Is there a way of indicating this
      • Next Page