SafeBase's AI Questionnaire Assistance (AIQA) harnesses an organization's Trust Library content to answer new security questions received from customers and prospects. It can source answers from content that includes SafeBase's documents, Knowledge Base, Trust Center contents, Trust Center updates, external websites, policies synced from Drata, and controls synced from Drata.

The success of AI tools depends on the quality and completeness of the content you provide. Gathering and organizing the right content before beginning is vital to ensure accurate, consistent, and high-quality results. As you determine what content you should make available to AIQA, ask yourself, “What types of questionnaires have we been receiving?"

First things first—remove outdated content.

If it’s older than a year, it’s time to archive it.

When your AI has to sift through outdated info, it gets confused. Help it out—give it the good stuff only.

Next up—identify the types of questions you’re actually receiving.

This is one of the most important steps to leveling up your content.

The types of questionnaires you receive from prospects typically depend on your product’s functionality and the kinds of data you collect or process.

The five most common inbound questionnaire categories are:

For example, if you know you’re receiving more RFPs than security questionnaires, focus your efforts on populating and polishing the content that supports those RFPs first.

That way, your AI is trained where it matters most—and your team saves time where it counts.

Spoiler alert: A lot of vendors are asking about AI now. You’ve probably noticed that almost every tool these days has an AI assistant, co-pilot, or some kind of magic wizard baked in.

If your product uses AI—even a tiny bit—make sure your documentation covers it. We’re talking data flow diagrams, privacy impact assessments, how AI models are used, and whether or not third-party LLMs are involved.

If it’s not in your Trust Center yet—add it. Because if you’re getting asked these questions and don’t have answers ready, you’re leaving AI power on the table.

Gather your best stuff.

Pull up the last five questionnaires your team has completed—especially those with lots of back-and-forth between Legal, Security, Sales, and anyone else who weighed in.

Why? Two big reasons:

First, these are pure gold. They show how your team actually communicates—your tone, your style, and how you want your brand to come across to prospects.

Second, no one wants to keep reinventing the wheel. Re-using well-crafted answers means your team won’t be dragged into answering the same questions over and over again.

And here’s a solid rule of thumb for building high-quality responses:

Doing this not only improves your AI’s training, but it also helps prevent follow-up questions from prospects. So it’s a win-win for everyone involved.

Below is a list of how and what content to populate your Trust Center and Knowledge Base to optimize results.

*For more information on content structuring in Knowledge Base, navigate to https://help.safebase.io/en/articles/10139198-migrating-to-knowledge-base-kb-from-a-content-management-tool

Now, it’s time to populate your Trust Center and Knowledge Base.

All those strong answers, shiny new docs, and your team’s tone of voice? Upload them!

The more context you give the AI, the smarter and more accurate it becomes. If you just rely on one or two docs to answer every questionnaire, you’re basically handing the AI a flashlight and asking it to find a needle in the dark.

Give it a whole toolbox instead.

Examples: RFPs, SIGs, CAIQs, or other security/compliance questionnaires you’ve completed. These questionnaires should be well thought out responses. The more detail you can provide in the answer and comments for these questionnaires, the more helpful it will be for AIQA. A list of questions that are just answered with a simple “Yes”, “No”, “N/A” is not as powerful as answers that include comments and details that explain the answer for each question.
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Why: These provide a solid, verified foundation for AI responses and reduce the need for repetitive work.
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Action: Upload the most recent, approved versions of these documents to the Trust Center and Knowledge Base (FAQ)

Examples: Security certifications (SOC 2, ISO 27001), privacy policies, and compliance documentation.
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Why: Trust Center content is credible, vetted material that ensures the AI generates accurate responses.
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Action: Share links or files containing this information with the SafeBase team.

Examples: Whitepapers, policy summaries, product architecture diagrams, security, and privacy one-pagers.
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Why: These are essential reference materials for the AI to understand your business and practices.
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Action: Gather and upload up-to-date versions of these resources.

Examples: Product FAQs, security blogs, support documentation, company privacy pages, and a company’s website.

​Why: The AI can use public information to enrich responses while maintaining alignment with your brand.
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Action: Provide URLs or direct links to these webpages to the SafeBase team, and we will add these to the backend for our AI crawler.

Important to Note About URLs:

And finally—automate!

This is a five-step process: run, review, approve, complete, and add back to Knowledge Base.

So run those questionnaires, review the answers, approve the good stuff, edit what needs tweaking, hit complete and add back to Knowledge Base. Boom. AI, optimized.

Every time you review and tweak a response, the AI learns from you and gets better. And over time, it starts answering like you would.

Now I know we’re used to those thumbs-up/thumbs-down buttons in most AI apps… and hey, we all love a good emoji. BUT—we’ve taken that extra step out of your hands.

In our platform, approving an answer = 👍🏼, and editing an answer = 👎🏼

Following these steps and best practices will empower the AI to deliver accurate, comprehensive, and tailored outputs to your business needs.

Navigate to the Questionnaires Page by clicking on the Questionnaires tab in the Trust Inquiries section of the Trust Center. Click on Upload Questionnaire.

To upload a questionnaire, click the Upload Questionnaire button. It is in the top right corner of the Questionnaires Table
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If you have an “online” file like a google doc or word doc that is open in Office 365, download the file as a .docx or .pdf file first, and then upload it to SafeBase

The progress bar on the Questionnaires page indicates whether the questionnaire is still being processed or whether it is ready to be reviewed. Please note that there are 2 different progress bars:

If changes are needed to a fully approved questionnaire, simply click the Re-open button located at the top-right corner of the questionnaire table.
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This will unlock the questionnaire, allowing you to make the necessary edits before resubmitting it for approval.

How to navigate the AIQA Questionnaires page and Settings

Navigate to the Questionnaires Page by clicking on the Questionnaires tab in the Trust Inquiries section of the Trust Center. The entire table can be sorted and filtered by using the sort by and filter options at the top of the table.

Questionnaires must be associated with a Product (If your Trust Center has multi-prod enabled)and an Account. These fields are set when an account is

If an account is linked in Salesforce, and your organization takes advantage of our Enterprise Analytics feature, the Deal Status and Revenue will be visible in this table.
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The Date Added, Due Date, and Submitted By allow users to keep track of who and when a questionnaire is submitted. These fields are self-explanatory, however, one note that the Due Date is set in the Questionnaire View
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Navigate to the AIQA Settings by clicking the Gear icon on the right.

Note: These are global settings that apply to all subsequent questionnaires processed by AIQA. They will not impact questionnaires that have already run.