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Administrator Guide
Last Updated: 2025-06-13
Steps: Create Article Audiences Using Condition Rules

Steps: Create Article Audiences Using Condition Rules

You can use condition rules to create target audiences that restrict who can view a Help article. You can use existing or create new condition rules, providing you with flexibility for defining granular audiences. Knowledge management uses both Workday security and custom configuration to control visibility to articles. Condition rules enable you to manage these audiences without requesting security administrators to create and update segmented security groups.
By default, Workday indexes your article users and article audience condition rules reduce the amount of time it takes to evaluate article access. Workday runs a nightly job to index your article users and article audience condition rules. It can take up to 24 hours for new and updated indexed article audience condition rules to take affect.
Workers, Students, and Service Center Representatives can access Help articles.
  1. Access the
    Create Article Audience Rule
     task.
    Workday recommends that you create condition rules for 3 audiences:
    • HR Admin
    • Manager
    • Public
    You can select any existing condition rule as long as all the fields are on the Worker, Student, or Service Center Representatives business objects.
    Security:
    Set Up: Help Knowledge Management
     domain in the Help functional area.
  2. Access the
    Maintain Article Audiences
     task.
    On the
    Who Can View
     column, select the condition rule that you want to apply to each audience.
    Security:
    Set Up: Help Knowledge Management
     domain in the Help functional area.
  3. Edit Domain Security Policies.
    Review your domain security policy to ensure that users have sufficient privileges to the
    View: Help Articles
     domain in the Help functional area.
    Workday recommends that you provide a security group such as
    All Employees
     access to the
    View: Help Articles
     domain.
    For a user to view an article, they must have access to the
    View: Help Articles
     domain and belong to the article's assigned audience.
  4. Activate Pending Security Policy Changes.
  5. (Optional) Access the
    Edit Tenant Setup - Help
     task.
    On the
    Knowledge Management
     tab, you can disable or enable indexed article evaluation. Disabling indexed article evaluation enables new and updated indexed article audience condition rules to take affect immediately, but also increases the amount of time it takes to evaluate article access.
    Security:
    Set Up: Help Case Management
     domain in the Help functional area.