For compliance professionals in regulated industries, there's a universal frustration: you know that compliance flowchart exists somewhere. It's in one of those 200 policy documents. Or maybe in that risk assessment PDF from Q3. You spend 45 minutes searching, only to find it buried on page 47 of a document titled "Q3 Strategic Review Appendix B."
HubSpot just changed the game. Their Breeze AI—integrated with Knowledge Vaults—can now search and retrieve embedded images within documents. This means your compliance diagrams, process flowcharts, organizational charts, and visual audit evidence are now as searchable as plain text.
For regulated businesses in financial services, healthcare, insurance, and beyond, this isn't just a convenience feature. It's a fundamental shift in how compliance documentation can be managed, searched, and surfaced during audits.
In this guide, we'll explore:
Knowledge Vaults are HubSpot's way of providing Breeze AI assistants and agents with contextual business information. Think of them as curated knowledge bases that power your AI tools.
Knowledge Vaults can contain:
| Content Type | Supported Formats | Size Limits |
|---|---|---|
| Documents | PDF, Word (.docx), PowerPoint (.pptx), Markdown, HTML, Text | Up to 50 MB per file |
| Images | JPEG, PNG, WebP | Up to 10 MB per file |
| CRM Content | Knowledge base articles, blog posts, landing pages | Automatically synced |
| Segments | Active or static lists of contacts, companies, deals, tickets | Real-time updates |
Here's what's new and powerful: When you upload supported documents to a Knowledge Vault, any images embedded in those documents are automatically searchable alongside the text content.
This means Breeze AI can:
For compliance teams, this transforms how institutional knowledge can be accessed and utilized.
Compliance documentation isn't just text. In reality, the most critical compliance artifacts are often visual:
Financial Services (SEC, FINRA, SOX)
Healthcare (HIPAA, HITECH)
Insurance (State Regulations, NAIC)
Banking & Credit Unions (OCC, NCUA, CFPB)
Before AI-powered image search, finding these visuals meant:
With HubSpot's Knowledge Vault image search, you can now query:
"Show me the customer data flow diagram for our wealth management clients"
And Breeze AI will surface the relevant visual from your compliance documentation—even if it was embedded in a PDF called "Q4 Systems Overview" with no mention of "data flow" in the text.
The Scenario: An SEC examiner requests documentation showing your firm's client order handling procedures.
Traditional Approach: Your compliance officer spends 3-4 hours searching through policy documents, procedure manuals, and system documentation to compile relevant visuals.
With Knowledge Vault Image Search:
Query: "Order handling workflow diagram for client securities transactions"
Breeze AI surfaces the exact process diagram embedded in your procedures manual, plus related organizational charts showing responsibilities.
Time Saved: Hours reduced to minutes
The Scenario: A new FINRA rule requires updating your suitability determination process.
Traditional Approach: Manually review all documents that might contain related diagrams or decision trees.
With Knowledge Vault Image Search:
Query: "Suitability determination flowchart and decision matrix"
AI surfaces all related visuals across your documentation, enabling comprehensive impact analysis.
The Scenario: New compliance staff need training on your firm's BSA/AML procedures.
Traditional Approach: Compile materials manually, hoping you don't miss critical visual explanations.
With Knowledge Vault Image Search:
Query: "Transaction monitoring diagrams and suspicious activity decision trees"
Instantly surface all relevant visual training materials.
The Scenario: A potential data breach requires immediate reference to your incident response procedures.
Traditional Approach: Frantically search for the incident response playbook.
With Knowledge Vault Image Search:
Query: "Data breach response flowchart and escalation matrix"
Immediate access to visual guidance during crisis moments.
To get the most value from Knowledge Vault image search, structure your compliance documents strategically:
1. Use Descriptive Captions
Good: "Figure 3.2: Client Onboarding KYC Verification Flowchart"
Poor: "Figure 3.2: Process Diagram"
2. Include Context Before and After Images
The AI uses surrounding text to understand image content. Include explanatory paragraphs near compliance visuals.
3. Standardize Visual Naming Conventions
Create organizational standards for naming compliance diagrams:
Create purpose-built Knowledge Vaults for different compliance functions:
| Vault Name | Contents | Use Case |
|---|---|---|
| Regulatory Policies | Policy documents, procedure manuals | General compliance queries |
| Audit Evidence | Control documentation, testing results | Audit preparation |
| Training Materials | Onboarding guides, procedure visuals | Staff education |
| Incident Response | Playbooks, escalation procedures | Crisis management |
| Risk Assessments | Risk matrices, control assessments | Risk management queries |
Important for regulated industries: HubSpot Knowledge Vaults can be configured with appropriate access controls:
Review HubSpot's AI Trust guidelines to understand data handling: Your document content is used to power AI responses but is subject to HubSpot's data protection commitments.
PDFs: Best for formal compliance policies and procedures. Images are fully searchable. Ensure PDFs are not image-only (scanned documents may need OCR first).
Word Documents (.docx): Excellent for living documents that get updated frequently. Embedded images remain searchable through version updates.
PowerPoint (.pptx): Ideal for training materials and visual-heavy compliance presentations. Each slide's visuals become searchable.
For optimal AI analysis:
Maintain compliance documentation integrity by:
Books and Records Requirements (SEC Rule 17a-4)
FINRA Supervision (Rule 3110)
Privacy Rule Documentation
Security Rule Requirements
Customer Due Diligence
Transaction Monitoring
Track the value of Knowledge Vault image search through these metrics:
HubSpot supports embedded image search in PDF, Word (.docx), and PowerPoint (.pptx) documents up to 50 MB per file. Standalone images can also be uploaded in JPEG, PNG, or WebP format up to 10 MB.
Knowledge Vaults are available with Marketing Hub, Sales Hub, Service Hub, Data Hub, Content Hub, or Smart CRM at Starter, Professional, or Enterprise tiers. Some features like automatic file tagging require Professional or Enterprise.
Breeze AI analyzes both the visual content of embedded images and the surrounding text context in your documents. It can recognize and interpret diagrams, charts, flowcharts, and other visual elements when answering queries.
HubSpot follows strict data protection practices. Knowledge Vault content is processed to power AI responses but is subject to HubSpot's security commitments. Review their AI Trust documentation for specific compliance certifications and data handling practices.
Yes. You can create multiple Knowledge Vaults and assign specific vaults to specific assistants and agents. This allows you to segment sensitive compliance content and control access.
Use descriptive captions for images, include contextual text around visuals, standardize naming conventions, and organize documents into purpose-specific Knowledge Vaults for optimal searchability.
Knowledge Vaults support file uploads, knowledge base articles, blog posts, landing pages, and CRM segments. For deeper integration with compliance management systems, consider HubSpot's API capabilities or integration partners.
HubSpot's Knowledge Vault image search capability represents a significant advancement for compliance documentation management. The ability to query visual content—diagrams, flowcharts, charts, and process maps—using natural language transforms how regulated businesses can access their institutional knowledge.
For organizations in financial services, healthcare, insurance, and other regulated industries, this means:
The firms that will benefit most are those that invest in properly structuring their compliance documentation and organizing Knowledge Vaults for maximum AI effectiveness.
Ready to transform your compliance documentation management? Vantage Point specializes in HubSpot implementations for regulated industries. We understand the unique compliance requirements of financial services, healthcare, and other regulated sectors—and we can help you configure Knowledge Vaults to maximize their value for your compliance function.
Contact Vantage Point to discuss how HubSpot's AI-powered documentation search can strengthen your compliance operations.
Vantage Point is a strategic CRM and technology partner for regulated industries. Specializing in HubSpot CRM, Salesforce Financial Services Cloud, MuleSoft integration, and AI personalization, we help financial services firms, healthcare organizations, and other regulated businesses leverage technology while maintaining compliance. Our team understands the intersection of powerful CRM capabilities and rigorous regulatory requirements—delivering solutions that drive growth without compromising compliance.
Learn more at vantagepoint.io