> ## Documentation Index
> Fetch the complete documentation index at: https://docs.trubuild.io/llms.txt
> Use this file to discover all available pages before exploring further.
# Knowledge Hub
> Search your organization's tender query answers, reuse vetted responses, export Q&A documents, and configure the categories your team classifies queries with.
The Knowledge Hub is your organization's searchable memory of tender queries and answers. Where [Tender queries](/platform/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
| Role | Why they use it |
| ----------------------------------- | --------------------------------------------------------------------------------------------------------------------------- |
| Procurement coordinators | Find prior answers before drafting a new response |
| Package leads | Keep clarification language consistent across packages |
| Technical and commercial responders | Reuse vetted wording instead of starting from scratch |
| Quantity surveyors | Check how pricing-basis questions (provisional sums, unit rate qualifications, exclusions) were answered on earlier tenders |
| Administrators | Configure 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:
| Tab | What it shows |
| --------------- | ----------------------------------------------------- |
| **All Queries** | Every query and answer in the package register |
| **My Queries** | Queries assigned to you |
| **Search** | Search 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](/platform/tender-queries) for importing bidder questions in bulk.
## Search for prior answers
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.
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.
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.
Only treat **Approved** or **Sent** answers as vetted. A **Draft Response** or **Pending Approval** answer has not been through approval and may still change.
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:
| Status | What it means | Safe to reuse? |
| -------------------------- | ---------------------------------------- | --------------------------------------------------------- |
| **Pending** / **Assigned** | No answer drafted yet | No answer to reuse |
| **Draft Response** | An answer exists but hasn't been checked | No, still changing |
| **Pending Approval** | Waiting for the designated approver | No, may be sent back |
| **Approved** | Signed off by the approver | Yes |
| **Sent** | Approved and issued to the bidder | Yes, this is the wording bidders actually received |
| **Closed** | Query finalized | Yes, 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.
From the package queries dashboard, open the document generation page.
Include all queries, filter by status (for example only **Approved**), or tick a custom selection.
Choose a template (**RFP template**, **Q\&A document** with answers, or **Summary report**) and a format: Word (`.docx`), PDF, or HTML.
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](/platform/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.
| Setting | What it controls | Defaults |
| --------------- | --------------------------------------------------------------------------------- | ------------------------------------------- |
| **Categories** | Which team owns the answer | Technical, Commercial, Contractual, General |
| **Tags** | Cross-cutting themes (for example "Infrastructure", "Security") | None |
| **Priorities** | Urgency levels | Low, Medium, High |
| **Disciplines** | Trade or engineering discipline (for example "Electrical", "Mechanical", "Civil") | None |
| **Regions** | Geographic 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.
## Related
Manage clarifications inside a package, from import through approval and closure.
The chat can check your Knowledge Hub for you while you work.