Skip to main content
The Knowledge Hub is your organization’s searchable memory of tender queries and answers. Where Tender queries manage clarifications inside a single package, the Knowledge Hub search spans your organization, so you can find what was asked before, reuse a vetted answer, and keep clarification language consistent across packages. That consistency matters. If two bidders on related packages get different answers to the same question about scope, provisional sums, or contract terms, the inconsistency can surface later as a claim or a leveling dispute. Searching before you draft is the cheapest way to avoid it.
The Knowledge Hub is part of the Tender Queries module, which TruBuild enables per organization. If you don’t see it, contact TruBuild support.

​
What you get

  • Organization-wide search across every query and answer your team has recorded
  • Filters by category, region, asset type, and discipline, using values your administrator configures
  • Status and priority badges on every result, so you know at a glance whether an answer is vetted
  • Document export: compile selected queries into a Word, PDF, or HTML document from a template
  • An admin configuration page for the categories, tags, priorities, disciplines, and regions your team classifies queries with

​
Who this is for

RoleWhy they use it
Procurement coordinatorsFind prior answers before drafting a new response
Package leadsKeep clarification language consistent across packages
Technical and commercial respondersReuse vetted wording instead of starting from scratch
Quantity surveyorsCheck how pricing-basis questions (provisional sums, unit rate qualifications, exclusions) were answered on earlier tenders
AdministratorsConfigure the categories, tags, and disciplines the team classifies queries with

​
Open the Knowledge Hub

There are two ways in: click Knowledge Hub in the sidebar for the organization-wide view, or work from within a package. From a package, open Queries. The dashboard has three tabs:
TabWhat it shows
All QueriesEvery query and answer in the package register
My QueriesQueries assigned to you
SearchSearch across your organization’s queries and answers
The Search tab is the Knowledge Hub view: it looks beyond the current package so you can check whether a question has already been answered anywhere in your organization. If your organization hasn’t recorded any queries yet, you’ll see “Start by creating your first query or importing from a template”. Build the register first; see Tender queries for importing bidder questions in bulk.

​
Search for prior answers

1

Enter your search

Type into the Search questions or answers bar. Plain English works: describe the topic (“retention on provisional sums”, “site access hours”) rather than guessing exact wording. Enter at least 2 characters; results update as you type.
2

Narrow with filters

Filter by Category (All Categories, Technical, Commercial, Contractual, General), Region, Asset Type, or Discipline. Filters use the values your administrator has configured, so a discipline filter like “Electrical” only helps if your team tags queries with it.
3

Scan the results

Each result card shows the status and priority badges, the question, its category, any tags, and a preview with your search term highlighted, plus the last updated date and assignee. Click the expand arrow to read the answer inline, or click the card to open the full query detail page.
4

Check the status before reusing

Only treat Approved or Sent answers as vetted. A Draft Response or Pending Approval answer has not been through approval and may still change.
5

Adapt, don't copy

A prior answer is a starting point. Check it against the current RFP, contract form, and package scope before reusing it. An answer that was correct under one measurement convention or set of preliminaries can be wrong under another.
Search before drafting any response to a recurring question type: submission format, bond and warranty requirements, unit rate qualifications, provisional sum treatment. These repeat across almost every tender, and reusing approved wording keeps your responses consistent and defensible.
If nothing matches, you’ll see “No entries found matching your filters.” Try broader wording or clear the category and discipline filters, since over-filtering is the most common reason a known answer doesn’t appear.

​
Reading the status badges

Every result carries the status from its home package’s query register. Read it before you reuse anything:
StatusWhat it meansSafe to reuse?
Pending / AssignedNo answer drafted yetNo answer to reuse
Draft ResponseAn answer exists but hasn’t been checkedNo, still changing
Pending ApprovalWaiting for the designated approverNo, may be sent back
ApprovedSigned off by the approverYes
SentApproved and issued to the bidderYes, this is the wording bidders actually received
ClosedQuery finalizedYes, but open the query and check its history for context
Priority badges (Low, Medium, High) tell you how urgent the query was on its original tender, which is useful context but not a reliability signal. A high-priority answer isn’t more vetted, just more time-pressured.

​
Export Q&A documents

You can generate formal documents from the query register, for example a clarifications circular to issue to all bidders or a Q&A record for the tender file.
1

Open document generation

From the package queries dashboard, open the document generation page.
2

Choose which queries to include

Include all queries, filter by status (for example only Approved), or tick a custom selection.
3

Pick a template and format

Choose a template (RFP template, Q&A document with answers, or Summary report) and a format: Word (.docx), PDF, or HTML.
4

Generate

Click Generate. The page shows “Generating…” while the file is prepared, then it downloads.
Filtering the export to Approved queries is the safest default for anything leaving your organization. It guarantees the issued document only contains answers that passed approval.
An exported document is a snapshot. If queries are still moving through approval, regenerate the document before you issue it so late changes are included.

​
Let the AI chat search for you

The AI chat can query the Knowledge Hub as part of answering a question. Ask it something like “have we answered a question about retention on provisional sums before?” and you’ll see the progress note “Checking your knowledge hub” while it searches. This is the fastest route when you’re mid-draft and don’t want to leave the query you’re working on.

​
Configuration

Administrators define the metadata your organization classifies queries with. Consistent classification is what makes cross-package search and filtering useful, so agree on these values early and keep the list short.
SettingWhat it controlsDefaults
CategoriesWhich team owns the answerTechnical, Commercial, Contractual, General
TagsCross-cutting themes (for example “Infrastructure”, “Security”)None
PrioritiesUrgency levelsLow, Medium, High
DisciplinesTrade or engineering discipline (for example “Electrical”, “Mechanical”, “Civil”)None
RegionsGeographic scope (for example “EMEA”, “APAC”)None
To manage a list, type the new value and click + to add it, or use the edit and delete icons on existing entries. Configured values appear as autocomplete options in the query filters.
Configuration is available to administrators only. Renaming or deleting a value affects filtering across the organization, so coordinate changes with package leads.

​
Best practices

Make Knowledge Hub search the first step of drafting any response. Finding a vetted prior answer takes seconds; unpicking two contradictory answers after issue can take a claims meeting.
Category, discipline, and region filters only work if queries carry those values. Set them when queries enter the register, while the context is fresh, rather than backfilling before an audit.
Ten disciplines your team uses consistently beat forty that nobody remembers. If a filter value hasn’t been applied to a query in months, consider removing it.
When you find an Approved or Sent answer, reuse its phrasing where the facts still hold. Consistent language across packages is what protects you if bidders on related tenders compare answers.
If your search surfaces a similar question answered differently on another package, raise it with that package lead before issuing. Aligning now is cheaper than explaining the divergence at award.

Tender queries

Manage clarifications inside a package, from import through approval and closure.

AI chat

The chat can check your Knowledge Hub for you while you work.