Content Ownership

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Content Ownership

    Content Ownership in ServiceNow allows system and content administrators to control who can create, publish, and view content within Content Publishing. This feature enhances governance by restricting content management capabilities to designated content managers, ensuring that the right people handle specific content types, topics, or audience groups.

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    Key Features

    • Audience Control: Assign content managers permission to publish content targeted to specific employee groups based on criteria such as geographic location or employment type (e.g., contractors, new hires).
    • Topic or Portal Page Assignment: Designate content managers to manage content on particular topics within the taxonomy or specific portal pages containing rich content.
    • Content Item Ownership: Restrict content managers to create or manage certain sensitive or specialized content items like mergers and acquisitions, legal announcements, or regional news.
    • Role Impact:
      • System Admins: Have full control and visibility across Content Publishing and Content Experiences, regardless of restrictions.
      • Content Administrators (sncd.contentadmin): Have comprehensive access to add, edit, and publish within assigned restricted areas.
      • Content Managers (sncd.contentmanager): Their authoring and publishing capabilities are limited to the content they are explicitly assigned to manage.
    • Access Behavior: Content managers only gain restricted access to records (audiences, topics, pages, content items) once those records are assigned to them or their groups. Unassigned records remain accessible to all content managers.
    • Activation Requirements: To enable Content Ownership, the following plug-ins must be installed:
      • Employee Center Pro
      • Content Publishing
      • Content Governance (if using governance features)
      • Content Experiences (if using experience features)
      Additionally, Content Manager Ownership properties must be enabled to display ownership related lists on relevant records.

    Practical Benefits for ServiceNow Customers

    Enabling Content Ownership empowers organizations to:

    • Maintain tighter control over who creates and publishes content, improving compliance and content quality.
    • Target content delivery effectively to specific employee groups, enhancing relevance and engagement.
    • Protect sensitive information by restricting access to select content managers.
    • Streamline content governance by clearly defining content management responsibilities through role-based access and ownership assignments.

    Define who has permission to create content, where they can publish it, and which employees can view it.

    Content Ownership enables system admins and content admins to designate exclusive access to certain Content Publishing features to specific content managers.

    Content Ownership gives control over three areas of Content Publishing:
    • Who sees the content (Audience)
    • Where can a content manager publish content (Topic or Page)
    • What content can the content manager create (Content item)
    Table 1. Examples by ownership area
    Ownership area Examples Relevant links
    Who - Audience

    Assign content managers the ability to publish content for specific employees
    • Geographic audiences: target content to audiences based on their geographic location. For example, benefit information may be different for your employees located in the United States as opposed to other locations.
    • Type of employment: target content for employees that are contractors, new hires, or employees requiring visa transfers.
    		 Assign ownership of an audience

    Create an audience
    Where - Topic or Portal page

    Assign content managers to specific topics or pages
    • Designated topics in the taxonomy
    • Designated pages in the portal
    • Pages containing rich content
    		 Assign ownership to a portal page

    Assign ownership to a topic
    What - Content item

    Assign content managers to specific content items
    • Sensitive content, such as:
      • Mergers or acquisitions
      • Reduction in Force (RIF)
      • Content specific to geographic region
      • Legal announcements
    • Rich content
    • News
    		 Assign ownership of content

    Impact on roles

    • System admin (admin) has total control and visibility into Content Publishing and Content Experiences during and after restriction set up.
    • Content Administrators (sn_cd.content_admin) have full and complete access to add, edit, and publish content within the restricted areas and functions for Employee Center Pro.
    • Content Managers (sn_cd.content_manager) have restricted access to authoring and publishing capabilities. Review the tables below to understand how content managers access to audiences, pages, topic, and content items changes when a user or group is assigned to the record.
      The following graphic shows a content manager's access permissions to a record based in whether they are assigned to that record or not.
      Note:
      These access permission changes apply only when a record is assigned to at least one user or group. If a record does not have an assignment, it is accessible to all content managers.
      Figure 1. Access to records
      content managers access to records

    Activating Content Ownership

    The following plug-ins are required:
    • Employee Center Pro
    • Content Publishing
    • Content Governance (only required if using Content Governance features)
    • Content Experiences (only required if using Content Experiences features)
    Note:
    For more information on activating the above plug-ins, see Understanding Employee Center plugins and Install Employee Center Pro.

    After activating the required plug-ins, enable the Content Manager Ownership properties. See Properties installed with Content Publishing. When the Content Manager Ownership properties are enabled, Content Ownership related lists appear in records for audiences, content items, topics, and portal pages.