Overview
SafeBase's Knowledge Base feature is a powerful tool that creates an internal source of truth for Security and Sales teams.
Uploading a Questionnaire to the Knowledge Base
When uploading past completed questionnaires into the SafeBase Knowledge Base, there are two ways to do so:
Questionnaire Upload
Import Template
When uploading questionnaires, you will have the opportunity to review the columns to ensure that the columns are correctly identified. If the questionnaire is simple, this is the easiest way to upload previously completed questions.
The import template will allow for more granularity when adding questions and answers into the Knowledge Base. The following columns are included in the import template:
question
answer
comment (optional) - additional comments that would show up alongside the answer
access (optional) - access level can take one of the following values: internal, private, or public. If the access column is missing or empty, the default access level will be internal.
products (optional) – product(s) can take one or more of the following product names: Byte Size - Product 1 or Byte Size - Product 2. Separate multiple products with a comma. If the products column or value is missing, the entry will be added to the Global product.
tags (optional) - comma separated list of tags to associate with the question
healthStatus (optional) - Can be None, Needs Review, or Verified
Note: if the value chosen is Needs Review or Verified, a reviewCadence value must be specified. Further, that means a nextReviewDate must also be specified.
reviewCadence (optional) - Can be Annual, Semi-annual, Quarterly, or Monthly
Note: If a value is chosen, a nextReviewDate must be specified.
nextReviewDate (optional) - The entry's next review date. Use the format YYYY-MM-DD.
By uploading questionnaires via the import template, you are able to leverage features like Health Status and Review Cadence to ensure that the information is kept up to date.
First, go to the Knowledge Base (FAQ) module on the left menu bar and click "+ Add entries" in the top right corner of the screen. Then choose "Import entries."
Once the questionnaire file has been uploaded, you will be guided through review steps to ensure that the columns and required data points are correctly mapped. Be sure to scroll down on each review screen to check all mappings.
The file will be initially staged, and the data can be reviewed. You can check how many rows were imported in the lower left, and if there are any invalid or missing values. The number of invalid rows or columns will be indicated in red to the upper right of the data table. Click on the "Invalid" button to review and correct these issues. You can make inline changes or delete values. As you correct items, the data will refresh and the invalid count will update. The invalid count must be zero for the import to be completed.
Once content is reviewed, click the green "Submit" button in the far upper right to complete the import.
Adding a Single Item to the Knowledge Base
Individual questions in the Knowledge Base can be enhanced with additional details, as shown above with the import template. You can also create individual question and answer entries from scratch.
Step 1: First, go to the Knowledge Base (FAQ) module on the left menu bar and click "+ Add entries" in the top right corner of the screen. Then choose "Add single entry."
Step 2: Fill out the Question and Answer fields, at a minimum. In addition to the Comment field, you can assign Owners, Access Level, Tags, Health Status, and Products to the new question, which will help with answering any future questionnaires.
How to Delete an Entire Questionnaire
To delete previously uploaded questionnaires, use these steps:
Step 1: Click on the "Manage sources" button within Knowledge Base (FAQ) section.
Step 2: You will be presented with the list of all previously uploaded questionnaires. Download and/or delete any questionnaires.
To delete, click on the Red Trash Can icon next to the questionnaire.
Step 3: Confirm that this questionnaire is meant to be deleted
When Delete source is clicked, the individual Knowledge Base entries associated with that corresponding questionnaire will be removed.
Navigating the Internal Knowledge Base
Typing a phrase or keyword in the search box will find answers within the Knowledge Base. Search results show up with the phrases or keywords highlighted and the date of when the item was last modified, as shown below.
You can filter the search results with the following options:
Favorites (starred)
Access
Products
Tags
Health status
Source
Member (i.e. an individual assignee)
Groups (i.e. a group assignee)
Clicking on a search result opens the side panel view that contains additional information and allows for any further editing.