Security Setup

Your knowledge base is a website, and you can choose to make it public, private, or a combination. In this guide, we'll cover how to set up your knowledge base to control who can access your content, how they can access it, and how you can make your knowledge base secure.

Create a public knowledge base

To make your knowledge base public and available to anyone with the link, go to Settings > Security and choose None for Access Security. If your site is public, it can show up in Google and other search engines.

Learn more about search engine optimization in our SEO guide.

Create a public knowledge base with some private content

To make some content private on your public knowledge base, you can create a reader group (or groups), restrict content to the appropriate group, and require readers to log in to get access to the reader group restricted content.

To log in readers to your site to access the restricted content, you can add a reader login/logout button to your website or use one of the other authentication methods like single sign-on or remote authentication to automatically authenticate certain readers.

Create a private knowledge base

To make your knowledge base private, go to Settings > Security and choose one of our available security options:

  • Restrict by reader logins
    Readers will be required to log in with a username and password. Users with full account admin access can set up readers, reader groups, and reader settings under Your Account > Readers (or Account > Readers for users with admin access to readers). Learn more in our Reader Management guide.
  • Restrict by IP or shared password
    Readers will need to be coming from a specified IP address or enter a shared password to access the site. You can also choose to require both an approved IP address and a password to log in.
  • Remote authentication
    Readers will be required to log in through a 3rd party site, such as your own website or application. You can use this option to automatically log in readers from your software.
  • SAML SSO (single sign-on)
    Readers will be required to log in through your specified identity provider, such as ADFS, Okta, or G Suites (Google Apps for Work). 
  • Salesforce SSO (single sign-on)
    Readers will only be able to log in through your Salesforce account. Learn how to set it up in our Salesforce SSO Configuration guide.

Create a private knowledge base with different content for different readers

To restrict content access in a private knowledge base, create reader groups for the different segment of your audience and restrict your content to the appropriate reader groups. When you create readers in KnowledgeOwl or log them in using single sign-on (SSO) or remote authentication, assign the readers to the appropriate groups.

To learn more about readers, read our Reader Management guide.

Prevent search engines from indexing your site and content

Private sites cannot be indexed by search engines. To make sure Google and other search engines don't index your public site, go to Settings > Style > Custom <Head> and paste in the following code:

<meta name="robots" content="noindex">

If you only want to hide individual articles from search engines, copy and paste the same code into the Source or Code View of the individual article.

Use secure links (SSL/HTTPS )

You can ensure that all your knowledge base links use HTTPS (SSL) by turning on Force SSL under Settings > Basic > Domain Setting > Knowledge Base Protocol. If someone tries to go to a non-secure link, they will be redirected to the secure version of the link.

If you are using a private domain, you will need to set up an SSL certificate if you want to use secure links. Learn more about setting up a private domain in our Private Domain guide.