BetaManage Breeze context with knowledge vaults

Create and manage knowledge vaults that provide projects and agents with additional context about your business. For example, upload PDFs with descriptions of your products or link to all contacts created from a specific campaign.

Please note: if you're a Super Admin, you can opt your account into the> Improved Brand Voice for Breeze Assistant and AI Blogs beta.

Understand limitations and considerations

• You can have up to 50 separate knowledge vaults at the same time.
• Projects and agents will use the most recent version of any records added to knowledge vaults.
• Knowledge vaults can't be saved without at least one file or CRM object attached.
• Review the file formats and size limits supported in knowledge vaults: 

Create knowledge vaults

A default knowledge vault will be created using the context provided on your AI Context page. To create custom knowledge vaults for additional context:

1. In your HubSpot account, navigate to Breeze > Context.
2. In the top right, click Create vault.
3. In the right panel, enter a name for the vault in the Name field.
4. In the Description field, enter a description of the context you'll be adding to this vault.
5. In the Files section, click Add and select the relevant files from your device. Learn how embedded images in documents are used.
6. In the HubSpot Content section, click the Add dropdown menu and select a content type (e.g., Knowledge base).
   • To choose specific content, select the checkbox next to each asset. For knowledge bases, click the knowledge base to select articles to include or exclude. 
   • To select all content, toggle the Select all switch on.
   • Click Add [assets] in the bottom right.

7. In the Segments (Lists) section, click Add. 
   • In the search field, enter the name of a segment. 
   • To filter the available segments, click the Status (e.g., Active or Static) or Object dropdown menus, and select an option. Available objects include foundational and custom objects.

7. • To choose a segment, select the checkbox next to the segment.
   • Click Add segments in the bottom right.

8. To add additional files, content, or segments, click Add, then repeat the relevant sections. 
9. When finished, click Create.

How embedded images are used in content

When you add content to a knowledge vault, embedded images are processed alongside the text. This allows projects and agents to retrieve and analyze visual information, such as diagrams, charts, and screenshots, without requiring you to upload image files separately.

This applies to images embedded in:

• Knowledge articles
• Blog posts
• Landing pages
• Website pages
• Uploaded documents (e.g., PDF)

When content is published or updated, the knowledge vault automatically extracts qualifying images, generates descriptions, and indexes them with the text. At query time, projects and agents can use these images and descriptions to understand context and respond more accurately.

Ask questions about visual content in your sources, such as diagrams or data shown in a chart.

• Image limits for pages, posts, and articles: up to 10 images per asset, with a maximum size of 500 KB per image.
• Document support: PDF, Word (.docx), and PowerPoint (.pptx), up to 50 MB per file.
• Content scope: only images in the body content are processed (not headers, footers, or decorative elements).
• HTML limitations: images must be embedded inline (e.g., base64). External image URLs aren’t supported.

Manage knowledge vault permissions

Control access to individual knowledge vaults by assigning permissions to specific users and teams. This helps limit access to only the vaults relevant to each user while allowing designated users to maintain vault content and settings.

Please note: Super Admins can always access and manage all knowledge vaults, regardless of vault-level permissions.

1. In your HubSpot account, navigate to Breeze > Context.
2. Click a knowledge vault card.
3. In the right panel, click the ellipsesIcon three horizontal dots icon and select Manage Access. 
4. In the Manage Access panel, select the users or teams that should have access to the vault: 

• • Owners + super admins can edit and use: only vault owners and Super Admins can edit or use the vault. 
  • Owners + super admins can edit, everyone can use: all users can use the vault, but only vault owners and Super Admins can edit it. 
  • Everyone can edit and use: all users can view, use, and edit the vault. 
  • Custom team and user access: select specific users and teams that can view and manage the vault. 

5. Click Save.

Edit knowledge vaults 

1. In your HubSpot account, navigate to Breeze > Context.
2. Click a knowledge vault card. 
3. In the right panel, click the ellipsesIcon three horizontal dots icon and select Edit to customize the name and description. Then click Save.
4. To add a new file, click Add in the Files section, then upload a file. 
5. To add content or segments, click Add in the Content or Segments (List) sections and select an option.
   • For knowledge base articles, landing pages, blog posts, and calls, select the checkbox next to each asset you want to add, then click Add [asset].
   • For segments, click Add, clear or select the checkbox next to the segment. Then click Add segments.
6. To remove a file, asset or segment, click the remove remove icon next to its name. 
7. When finished, click Save.

Delete knowledge vaults

When you remove a knowledge vault from a project or agent, that knowledge vault stays in your account. To permanently delete a knowledge vault:

1. In your HubSpot account, navigate to Breeze > Context. 
2. Click a knowledge vault card.
3. In the right panel, click the ellipsesIcon three horizontal dots icon and select Delete.
4. In the dialog box, click Delete vault.

Manage a project or agents knowledge vaults

After you've created knowledge vaults, add them to any project or agent. 

Manage a project's knowledge vaults

1. In the top navigation bar, click breezeSingleStarIcon Assistant.
2. In the sidebar, at the top right, click the folderIcon open projects icon.
3. In the dialog box, click the verticalMenuIcon three vertical dots icon next to a project. Then, click Edit. 
4. In the Context section, click the + plus icon and select Add knowledge vault.
5. Select an existing knowledge vault or click Create a knowledge vault.
6. When finished, click Save.

Manage an agent's knowledge vaults

1. In your HubSpot account, click More, then navigate to Breeze > Breeze Studio. If More doesn't appear in your account, navigate to Breeze > Breeze Studio directly.
2. Hover over the agent and click theverticalMenuthree vertical dots icon, then select Configure. 
3. In the What this agent knows section of the editor, click Add knowledge. 
4. In the right panel, hover over a knowledge vault and click Add. Repeat for each knowledge vault you want to use. 
5. To review the contents of a knowledge vault, hover over the knowledge vault and click View details or View in settings. 

6. To remove a knowledge vault from the agent, hover over the knowledge vault and click Remove. 
7. When finished, click X to close the right side panel. Then click Publish in the top right.

Understand knowledge vault citations

When a project or agent references content from knowledge vault documents in its responses, the citation includes specific details from the source file.

Citations display the document name along with the relevant page number or section, when available. This helps you locate and verify the referenced content within the original document. Supported formats include .pdf or .docx.

Understand default properties included in knowledge vaults

Knowledge vaults include HubSpot default properties. Learn more about default contact, company, deal, and ticket properties. To view the properties for each object, click to expand the applicable section:

Example: Use a segment-based knowledge vault in a project

Build a project that helps users surface insights from recent support tickets. For example, summarizing frequent issues reported in the past week, spotting regional trends, or identifying spikes in certain ticket types.

Create a segment for recent tickets

1. In your HubSpot account, click More, then navigate to CRM > Segments. If More doesn't appear in your account, navigate to CRM > Segments directly.
2. Create an active segment on “Tickets” filtered to only include tickets created in the last 30 days (or “last 7 days,” depending on how fresh you want the data).

Learn more about creating segments.

Create a knowledge vault using the segment

1. In your HubSpot account, navigate to Breeze > Context.
2. In the top right, click Create vault. 
3. Enter the knowledge vault details:
   • Name: Recent tickets in [X] region.
   • Description: Support tickets within the last 30 days filed in [X] region.
4. In the Segments section, click Add, and select the new segment. You can add more than one segment to a knowledge vault, but the other segments need to be a different object type. For example, one segment on tickets and one on contacts.

Attach the knowledge vault to a project

1. In the top navigation bar, click breezeSingleStarIcon Assistant.
2. In the sidebar, at the top right, click the folderIcon open projects icon.
3. In the dialog box, click the verticalMenuIcon three vertical dots icon next to an existing project and then select Edit. To  create a new project, click New project. Learn more about creating projects.
4. In the Context section, click the + plus icon and select Add knowledge vault.
5. Select the knowledge vault.
6. When finished, click Save.

Learn more about creating and managing projects.