Hupspot guide to knowledge vaults

The Hubspot knowledge vault feature lets you precisely control what Breeze can see so your AI answers stay accurate, secure, and aligned with your internal content. By configuring vaults correctly, you determine exactly which notes, answers, and documents are used as context whenever someone interacts with the assistant.

What are knowledge vaults in Hubspot Breeze?

In Hubspot, a knowledge vault is a curated collection of content that Breeze can reference when generating responses. Instead of scanning all your data, the assistant looks only at the content in the vaults you select.

This structure helps you:

Limit which internal notes or resources are visible to the AI.
Organize context by brand, product, team, or region.
Improve answer quality by feeding Breeze only reliable, up‑to‑date information.

Each vault can contain multiple sources, and each source is a specific type of content that Hubspot can index for AI use.

Supported knowledge sources in Hubspot vaults

When you build a vault in Hubspot, you can add several types of sources that Breeze is allowed to reference.

Hubspot knowledge base

You can connect an existing Hubspot knowledge base as a source. This allows Breeze to use published help articles and FAQs when answering questions, especially for support and self‑service scenarios.

Because the knowledge base is usually well‑curated, it is often the core source for your main support vault.

Hubspot notes on CRM records

Hubspot also lets you use notes from CRM records as a knowledge source. These notes can include:

Internal process instructions.
Customer‑specific troubleshooting steps.
Sales or onboarding guidance your teams rely on.

When notes are included in a vault, Breeze can reference them to personalize answers while still respecting the vault boundaries you configure.

External web pages and additional sources

Beyond native Hubspot objects, you can add supported web pages or other indexed sources to your knowledge vaults, as described in the product documentation. This allows you to bring in publicly available content or specific internal sites that are safe to expose to the assistant.

How to create a knowledge vault in Hubspot

Use the following steps to create and configure a new knowledge vault in Hubspot so Breeze has the right context.

Step 1: Open the AI settings in Hubspot

Sign in to your Hubspot account with appropriate admin permissions.
Navigate to the AI or Breeze configuration area from your settings menu.
Locate the section dedicated to Knowledge or Knowledge vaults.

This area is where you will create new vaults and manage existing ones.

Step 2: Add a new knowledge vault

Select the option to create or add a new vault.
Give the vault a clear, descriptive name, such as “Support KB Vault” or “Sales Playbook Vault”.
Optionally, add a description so other Hubspot admins know which teams or use cases should use this vault.

The name and description will help you and your colleagues quickly identify the right vault when linking it to Breeze experiences.

Step 3: Select content sources for the Hubspot vault

Next, choose which sources this vault will contain. For example, you can:

Add one or more Hubspot knowledge bases.
Include specific collections of CRM notes.
Attach other supported web or document sources.

Confirm each selection so that Hubspot can index the content for AI use. Consider creating different vaults for different teams or brands to keep context clean and focused.

Step 4: Save and review your configuration

Save the vault after you have added your sources.
Review the list of connected knowledge bases, notes, and other sources.
Verify that only content you are comfortable sharing with Breeze is present.

Because Hubspot vaults define what the assistant can see, careful review is important for privacy, compliance, and answer accuracy.

Managing Hubspot Breeze context with vaults

Once your vaults are created, you connect them to the Breeze experiences that users see in Hubspot tools. This is how you limit context to only the data each assistant should use.

Linking vaults to specific assistants

You can assign one or more vaults to an assistant or experience. For example, in Hubspot you might:

Attach a support‑focused vault to a help‑desk assistant.
Attach a sales vault to an internal sales enablement bot.
Keep an internal operations vault separate from customer‑facing assistants.

Each assistant will then rely only on the vaults you linked, ensuring answers stay relevant and compliant with your content strategy.

Updating and maintaining Hubspot vault content

Over time, you will need to keep your Hubspot vaults in sync with your latest knowledge. Good maintenance practices include:

Regularly updating articles in your knowledge base.
Cleaning up out‑of‑date notes on CRM records.
Removing deprecated sources from the vault.
Adding new collections, brands, or product lines as separate vaults.

Because Breeze relies on what is stored in each vault, up‑to‑date content directly improves the quality of the AI answers.

Best practices for structuring Hubspot knowledge vaults

Thoughtful structure helps teams use Breeze effectively without exposing unnecessary content. Consider the following organizing strategies in Hubspot.

Separate vaults by team or function

Create different vaults for:

Customer support documentation.
Sales playbooks, talk tracks, and pricing notes.
Implementation and technical onboarding guides.
Internal operations and HR content.

This separation makes it easier to assign the correct vault to each assistant in Hubspot and avoid cross‑contamination of context.

Use brand or region‑specific vaults

If your Hubspot account manages multiple brands or regions, you can create vaults for each segment, such as:

Brand A – Support Vault.
Brand B – Sales Vault.
EMEA Support Vault.
North America Support Vault.

Then, attach the proper vault to region‑specific or brand‑specific assistants so that Breeze uses accurate terminology and policies.

Control access to sensitive information

Hubspot vaults help you keep sensitive or internal‑only information out of customer‑facing assistants. To strengthen governance:

Exclude confidential notes from public‑facing vaults.
Use internal‑only vaults for HR, finance, or legal guidance.
Periodically audit vault membership, removing any risky sources.

This way, the AI experience stays helpful but does not surface inappropriate content.

Where to learn more about Hubspot Breeze vaults

For the most detailed, product‑specific steps, refer to the official Hubspot documentation on managing Breeze context with knowledge vaults. You can review the full guide here: Manage Breeze context with knowledge vaults.

If you need strategic help designing vault structures, AI workflows, or CRM processes around Hubspot, you can explore expert consulting services at Consultevo.

By thoughtfully building and maintaining knowledge vaults in Hubspot, your organization can give Breeze precisely the context it needs to deliver fast, reliable, and secure AI‑powered answers across your teams.

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