The knowledge base is where you can manage all the source information that powers Questionnaire Automation and resources shared on your Trust Center. When resources are added to the Knowledge Base, you can manage the visibility and access level of resources in your Trust Center that you would like to share with Trust Center viewers. When resources are added to Questionnaire Automation, Vanta extracts and indexes the content. This enabled Vanta AI to find relevant context, helping to generate answers quickly.
Knowledge base
Uploading resources
From the Customer Trust tab, select Knowledge Base.
Click Add resources > Upload resource.
Select the file(s) and fill in the resource name, description, and visibility on Trust Center.
Click Upload. After uploading:
The resource will be scanned and available in Questionnaire Automation in minutes.
Resources marked as Public or Requestable will show on the Trust Center.
Adding resources from Vanta
From the Customer Trust tab, select Knowledge Base.
Click Add resources > Import resources from Vanta.
Select the documents you'd like to add to the Knowledge Base. Only approved policies, audit reports, and penetration tests can be synced.
Optionally set the visibility on Trust Center and use for Questionnaires.
Click Add. After uploading:
The resource will be scanned and available in Questionnaire Automation in minutes.
Resources marked as Public or Requestable will show on the Trust Center.
Editing resources
Click the action menu marked as “...” on the resource you want to edit.
From here, you can edit the following for a resource:
Resource name
Resource description
Upload a new version
Tags
Visibility on Trust Center:
Shareable: not visible, can be shared
Private: Not visible, cannot be shared
Requestable: Visible; viewers must request access
Public: Visible, and the viewer can view the content of the resource without a request
Use for question answering
Turn on or off
This is only available to accounts with questionnaire automation
Only DOCX and PDF files are supported for use in questionnaire automation
File upload history
If you upload a new version of the resource using the Edit option, the version history will be available for you to view.
Select the three-dot menu on the resource.
Select View file upload history.
You can click on any version to download the file or click the clock icon and restore the resource to a previous version.
Customer visibility
From the Knowledge Base, you can update the visibility of resources on your Trust Center. The following options are available:
Visibility option | Shown on Trust Center? | Can it be shared? |
Private | No | No |
Shareable | No | Yes |
Requestable | Yes | Yes, but it requires an access request |
Public | Yes | Yes, it does not require an access request |
💡 Tip: To customize where a document appears on your public Trust Center, manage its category from the Trust Center editor — not the Knowledge Base.
Deleting resources
Delete a single resource
Click the … menu on the resource.
Confirm that you want to delete the resource.
If the resource is being used for Questionnaires, deleting it will prevent it from being used to answer security questionnaires.
If the resource is shown on the Trust Center, deleting it will remove the resource from the Trust Center.
Click Delete.
Bulk delete resources
Select the resources you would like to remove from the Knowledge base
If this resource is also on your Trust Center
Confirm that you want to delete the resources
If a resource is being used for questionnaires, deleting it will remove the resource from being used to answer security questionnaires.
If a resource is shown on the Trust Center, deleting it will remove the resource from the Trust Center.
Click Delete
Answer library
When answering a question, Vanta looks up related questions from your library and uses the exact answer if the question matches or uses the answer as context to generate a new answer.
Importing past questionnaires
From the Trust Center page, go to Knowledge Base and then Answer library
Click Import questionnaire
Select the questionnaire file you would like to import
Match the proper question and answer columns
Click Confirm
Once the import is complete, new and updated answers must be reviewed and approved before they can be used in future questionnaires.
Reviewing and approving changes
When importing or marking a questionnaire as complete, any new or changed answers must be approved before the answers are applied to the answer library.
If there are answers to review, a banner will appear on the answer library: "Review answers pending import."
Click Review answers
If the question to be imported duplicates an existing question, it will be indicated in the “Duplicate questions found" column.
Accept or deny the changes. Any accepted changes will be applied to your answer library for use in future questionnaires.
Editing answers
Go to the Knowledge Base and then the Answer library
Click the … menu on the answer you would like to edit
Click Edit
Make the necessary changes
Click Save
Removing answers
Go to the Knowledge Base and then the Answer library
Select the items you would like to remove
Click Delete
Confirm deletion
Please note: If answers were imported from a completed questionnaire that has since been deleted, those entries will remain in the answer library and need to be removed manually.
Resource and answer library verification
The Knowledge Base Verification feature helps organizations ensure their internal knowledge stays accurate and up to date. By assigning content owners and setting review cadences, companies can maintain the integrity of their resources and answers over time.
Setting the review cadence
In your account header, click the Settings icon.
In the Settings page menu, scroll to the Features section, select Customer Trust, and go to the Knowledge base tab.
From here, select the default review cadence using the drop-down. When enabled, new items in the knowledge base will be set to expire based option you select.
Please note: Establishing these settings will not automatically enroll your existing resources and question library answers in the review process. You must first assign an owner and set an initial expiration date before knowledge base resources and answers become subject to the review cadence.
The first step in ensuring successful verification process would be to assign ownership to each item. This will allow the owner to receive notifications related to the verification process and cadence.
If you would like to set the expiration in bulk, you can use filters and multi-select. Once the items have been selected, click Change expiration date.
Once the expiration date is nearing, the owner of the resource will be notified. (Notification schedules and cadence are established in your settings)
Verifying the items in the Knowledge Base
Select the resource you would like to verify. This applies to both knowledge base resources, and items in the answer library.
Review the resource to ensure its accuracy, and select Mark as verified.
The next verification date will automatically be updated based on the cadence established in your settings.