Table of contents

Managing access to a category (Watson Knowledge Catalog)

When you create a category, you can choose who has access to the category, its subcategories, and the governance artifacts that have primary relationships with the categories. You assign roles to the collaborators that you add to the category. The roles provide permissions to perform actions in the category in combination with workflows.

You can assign multiple roles to a collaborator who has multiple responsibilities in a category. For example, suppose you have a workflow for a category that requires the Editor role to create governance artifacts and the Reviewer role to review them. If you want the same collaborator to both create artifacts and review them, you must assign that collaborator the Editor role and the Reviewer roles.

Required permissions
You must have the Admin or Owner role in the category to manage category collaborators:
  • Admin: Manage collaborators with any role except Owner.
  • Owner: Manage collaborators with any role.

The users you add as category collaborators must have one of these user permissions:

  • Access governance artifacts
  • Manage governance categories

The predefined user group, All users, includes all users who have the one of the required user permissions for categories.

You can’t add user groups other than the All users group to a category.
Updates to category collaborators or roles might take up to 20 minutes to take effect.

Adding category collaborators

To add one or more collaborators to a category:

  1. Go to the Access control page for the category.
  2. Click Add collaborator.
  3. Select the users to add as collaborators, or the All users group.
  4. Select the category roles for each user:
    • Owner: Manage the category, its artifacts, and its collaborators.
    • Admin: Manage the category, its artifacts, and its non-owner collaborators.
    • Editor: Default. View the category and manage its published and draft artifacts.
    • Reviewer: View the category and its published and draft artifacts.
    • Viewer: View the category and its published artifacts.
  5. Click Add.

The collaborators are added with their assigned roles to the category and all its subcategories.

Changing collaborator roles

You can change the category role for individual collaborators or for the All users group.

You can change the role for a category collaborator only in the category where the collaborator is assigned that role. You can’t change the role of a collaborator in a subcategory that inherited that collaborator and role from a higher-level category. To see in which category a collaborator is assigned a particular role, on the category’s Access control page, click the Show inheritance icon.

A category must have at least one collaborator with the Owner role. If you are the only collaborator in a top-level category with the Owner role, you cannot change your role.

To change the category role for a collaborator:

  1. Go to the Access control page for the category.
  2. Click the pencil icon next to the collaborator name, select one or more roles, and click Save.

The role applies to all subcategories of the category.

Deleting collaborators

You can remove collaborators from the category where they were added. You can’t remove collaborators from a category if they are inherited from higher-level categories.

To remove a collaborator from a category, click the trash icon next to the collaborator name. The collaborator is removed from the category and all its subcategories, except for any subcategories where the collaborator is assigned a different role.

For example, supposed you have this category structure: Main/Subcategory1/Subcategory2. The user Moe has the Viewer role in the Main category and the Editor role in Subcategory2. When you delete Moe from the Main category, he is also deleted from Subcategory1. However, Moe remains a collaborator in Subcategory2.

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