Create Vault Files Using Our Given Prompts

Modified on Wed, 15 Jul at 7:29 PM

A Vault file is nothing but your business information — the same information you would hand to a new sales team member or support team member on their first day. To make creating these files fast and thorough, we've built ready-made prompts that do the hard work for you.

Think of the prompt as a professional interviewer. Instead of staring at a blank page wondering what to write, you sit down with an interviewer who already knows exactly which questions matter for a sales agent or a support agent. It asks, you answer, and at the end it hands you a perfectly structured knowledge file — ready to upload to the Vault.

The Two Prompts

You'll find two prompt files provided to you:

Sales prompt — trained to create the Vault file for your Sales Chat Agent
Support prompt — trained to create the Vault file(s) for your Support Chat Agent

You can access both here: Vault Knowledge Builder for Sales & Support Agents →
https://docs.google.com/document/d/1Ujn8JEz9Qs0iuQlDF9HP8ZRgjm187oVf8xSIBks0MFI/edit?usp=sharing

⚠️ Important: Match the prompt to the agentWhen you are creating the Support Chat Agent's Vault file, use the support prompt. When you are creating the Sales Chat Agent's Vault file, use the sales prompt. Each prompt is trained specifically for its agent's job — mixing them up gives you a file that doesn't match the agent's responsibilities.

Follow These Steps

Step 1: Download Both Prompt Files

Download the sales prompt file and the support prompt file (both are .md files) to your computer.

Step 2: Open the AI Assistant You Use

Go to whichever AI you use — Claude, ChatGPT, or Gemini — whatever platform you prefer. The prompts work the same way in all of them.

Step 3: Attach the Prompt File

In a new chat, attach the prompt .md file for the agent you're working on (sales or support) — the same way you'd attach any file to a message.

Step 4: Paste the Kickoff Message

After attaching the file, copy the kickoff message provided with the prompts and paste it into the chat, then send.

? NoteThe same kickoff message works for both prompt files — you don't need a different message for sales and support. Attach the right file, paste the same message, and send.

Step 5: Give the AI Your Business Information

The AI will start by asking for information about your business. You can give it any of the following — whichever you have:

Your website URL — the AI will visit it and fetch all the details it can
A help desk / knowledge base link
An existing document with your business information
Or simply type the notes from your head — no website needed; just describe your business in the chat

✅ Why this mattersThis is what makes the prompt approach so much easier than writing a file from scratch: you don't need to have anything prepared. Have a website? One link does most of the work. Have nothing but knowledge in your head? Type it conversationally, and the AI organizes it for you. Either way, you end up with a professionally structured Vault file.

Step 6: Answer the AI's Questions

After receiving your initial information, the AI will come back with follow-up questions — "These are the questions which are left. I want you to answer them." Answer them, and it may ask a few more rounds: more questions, more answers.

This is normal and by design. The AI will keep asking questions until it has gathered everything the prompt requires for a complete knowledge base.

? Tip: Give detailed answersShort answers work, but detailed replies produce a much better Vault file. You're describing your own business — the more specifics you give (exact prices, real policies, actual timelines), the more accurately your agent will answer customers later.

Step 7: Download the Generated MD File(s)

Once the AI has all the information it needs, it will give you your Vault file(s) in Markdown format:

Sales Chat Agent — typically one MD file. (If your business has multiple products, it may give you multiple MD files — one per product.)
Support Chat Agent — typically multiple MD files, covering the different support topics.

Download all the file(s) it generates.

Step 8: Upload the File(s) to the Vault

Simply download and upload inside the Vault — job done. Open the Vault, click the + (Add) button, select the matching agent, and upload the file. If you received multiple MD files, upload all of them for that agent.

The Vault toolbar with the + Add button in the top-right corner The Upload to Vault window where you select the matching agent and upload the generated .md file

For the full upload walkthrough — including the enrichment process and how to verify the upload — see the dedicated guide in Related Articles below.

Common Situations & Quick Fixes

❓ "I don't have a website — can I still use the prompts?"Absolutely. A website is just the fastest option. You can paste a help desk link, share an existing document with your business information, or simply type your notes directly in the chat. The AI will run the same question-and-answer process either way.

❓ "The AI keeps asking me more questions — is something wrong?"No — that's exactly how it's supposed to work. The prompt instructs the AI to keep asking until it has every piece of information a complete knowledge base needs. Keep answering; when it's satisfied, it will generate your MD file(s).

❓ "I got multiple MD files — which one do I upload?"All of them. Support agents typically get multiple files (one per support topic), and sales agents with multiple products can too. Upload every generated file to the Vault for the matching agent.

❓ "Do I have to use Claude, or can I use ChatGPT or Gemini?"Use whichever AI you prefer — Claude, ChatGPT, or Gemini all work. Attach the prompt file, paste the kickoff message, and the process is the same on every platform.

❓ "I gave short answers in a hurry — can I improve the file later?"Yes. You can re-run the prompt with more detailed answers and replace the file in the Vault, or update the generated .md file directly and replace the old version. See the "Replace Your Old Product Knowledge Base File" guide in Related Articles.

❓ "Can I skip the prompts and just write the file myself?"You can — the prompts exist to make the file more optimized and to make sure nothing important is forgotten. If you write your own, keep it structured with clear headings and save it as a .md file before uploading.