Knowledge Base

Everything CoTeam answers comes from your knowledge base. There's no separate configuration step, no prompt engineering — CoTeam's quality is directly proportional to what you've given it to work from.

What to upload, in order of impact

Rank	Source	Why it matters
1	Past completed questionnaires	The single best source. Real questions with real, approved answers in your own voice. Upload every one you can find.
2	Security FAQ / trust documents	Your security posture, certifications, and data handling practices — the highest-frequency questionnaire content.
3	Architecture overview	Infrastructure, data flows, hosting, and redundancy. Answers the technical tier of questionnaires.
4	Product docs / API reference	Integration capabilities, auth methods, and supported protocols. Critical for technical RFPs.
5	Compliance certificates	SOC 2, ISO 27001, HIPAA BAA, GDPR DPA. Even a cover page establishes that the certification exists.
6	Your website	Security page, pricing, features, integrations. CoTeam crawls this automatically at signup as a free baseline.

Ways to add sources

Website crawl. Paste a URL and CoTeam crawls your docs, security page, trust center, pricing, and integration pages automatically — usually 10–25 pages in 1–2 minutes, fully hands-off.

Direct file upload. Supported formats: PDF, Word (.docx, .doc), Excel (.xlsx, .xls), Markdown, plain text, HTML, and email files (.eml, .msg).

Managing sources

The Knowledge Base page in your dashboard lists every source with its status:

Status	Meaning
✅ Complete	Indexed and searchable
⏳ Processing	Currently being parsed and chunked
🕐 Pending	Queued, not yet started
❌ Failed	Something went wrong — see the error message next to the source

For each source you can:

• Re-ingest — re-process a source from scratch, useful after you've updated the underlying document
• Delete — remove a source and its indexed content entirely

CoTeam flags sources older than 90 days with a reminder to re-ingest them, since documents that have drifted out of date quietly degrade answer accuracy.

The KB gap feed

Every low-confidence answer — whether from Ask or from a questionnaire review — points to a specific missing document rather than a vague "add more content." The Knowledge Base page surfaces these as a running feed, clustered by topic, so you can see at a glance what to add next and close the highest-impact gaps first.

See Confidence Scoring & Gap Detection for exactly how gaps are identified and how the feed connects to the flywheel.

Keeping it current

CoTeam gets more accurate over time without a separate maintenance step:

• Every answer an SE edits during review is saved as a correction for that question type
• Every document you add to close a gap answers that topic automatically going forward
• Every high-confidence answer approved reinforces that source in retrieval
• Every answer an external expert submits through SME Review is captured and reused

This is why re-uploading past questionnaires and approving answers as you go compounds — the knowledge base doesn't just grow, it gets more precisely targeted at the questions your team actually gets asked.