Independent knowledge base software guide Evidence-led Updated 2026
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Knowledge Base Software Evaluation Scorecard
Compare up to four shortlisted platforms without turning vendor claims into facts. The workbook separates fit, evidence coverage, mandatory gaps, risk, cost, and the final human decision.
Independent and vendor-neutral: no vendor names, affiliate ranking, prefilled scores, or email gate are built into the file.
Start HereInputsSummaryLists
IDAreaEvidence / taskStatus
01SearchRun the fixed query and preserve proofNot tested
02AccessVerify restricted content with two personasEvidence
03ExportReconcile reusable content and metadataReview
04DecisionKeep blockers separate from averagesHuman
Illustrative preview of the file structure. The download contains the full editable template.
Excel .xlsxeditable download
Version 1.0clear change control
August 10, 2026last updated
No signupdirect download
Inside the download
What the evaluation scorecard keeps separate
The value is in the method, evidence fields, visible limits, and decision controls—not in decorative blank cells.
Authoring, search, AI answers, security, migration, integrations, UX, analytics, support, and commercial fit.
Category weights, criterion importance, formulas, and thresholds remain visible and editable.
Every score records evidence level, method, URL or file, date, risk, and notes.
Unknown and failed mandatory criteria stay visible and cannot be averaged away.
Gross fit, evaluated fit, coverage, strong evidence, blockers, risk, and year-one cost.
Preserve the owner, rationale, evidence, approver, and revisit date.
How to use it
Four steps from blank template to evidence
Adjust importance and mandatory flags before viewing scores.
Name the edition, build, region, trial dates, and quote.
Leave untested cells blank; add the evidence behind every 1–5 score.
Read coverage and blockers with fit, cost, and risk—never the average alone.
What this template does not prove
It does not identify the “best” platform for everyone. Scores change with your requirements, plan, region, configuration, data, and evidence date.
Use it with evidence
Related guides and companion templates
File-specific questions
Frequently asked questions
Does the scorecard name a winner?
No. It calculates fit and coverage but keeps mandatory gaps, risks, cost, and the decision separate. A human must approve the outcome.
Should an untested criterion receive zero?
No. Leave it blank. The workbook shows both gross fit and evaluated fit so missing evidence is visible instead of silently becoming a score.
Can I change the weights?
Yes. Change them before scoring and document why. The category-weight check should remain at 100%.
Can I compare more than four vendors?
The starter workbook is designed for four serious candidates. Duplicate the scoring rows carefully if your longlist is larger, or narrow the list before a full trial.
Download, adapt, and preserve the evidence
We keep each download URL stable across version updates so your bookmarks and citations continue to work. No email address or account is required.
Published by Knowledge-Base.software · Template v1.0 · Updated August 10, 2026 · Free to adapt for internal evaluation; no resale · Editorial standards · Corrections