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KAIA Autofill

KAIA’s Autofill feature automates the population of key fields in forms in the Kertos platform, saving users time and reducing errors in compliance documentation. By pulling data from trusted sources, KAIA ensures consistent, accurate information and speeds up the process of filling out forms. This feature helps streamline compliance workflows, making tasks like vendor management and audit prep more efficient.

Autofill

KAIA’s Autofill feature automates the process of filling in key information across the platform, saving users time, reducing manual data entry errors, and ensuring consistent, accurate records. By pulling relevant data from internal and external sources, KAIA simplifies tasks like form completion and documentation.

Key Benefits:

  • Saves Time: Automates repetitive data entry tasks, allowing users to focus on more strategic compliance activities.
  • Reduces Errors: Improves data accuracy and consistency by automatically filling in standard fields, reducing human error.
  • Increases Efficiency: Speeds up the process of completing compliance forms and vendor/system documentation.
  • Scalable: As more autofill capabilities are added across the platform, users will continue to benefit from a streamlined and automated compliance process.

Vendors and Systems Autofill:

Currently, KAIA’s autofill feature is available for vendors and systems, automatically populating fields. This helps streamline the management of vendor and system information, accelerating compliance documentation and reducing repetitive tasks.

1. Add a New System: By clicking on Systems in the navigation, users will see an “Add New System” button at the top-right of the platform. This button allows users to quickly add new systems.

2. Ask KAIA to Fill Data for a New System: As users type the system name, KAIA becomes enabled and offers an option: "Ask KAIA to fill data for [system]". Once the user clicks on this option, KAIA automatically will fills in relevant fieldswith accurate data.

3. System Autofill: KAIA quickly pulls relevant data from internal and external sources, including:

  • URL: The system’s web address.
  • Description: A brief overview of the system’s function and relevance.
  • Departments: The departments within the organization that use or manage the system.

This process takes less than 3 seconds, providing users with accurate, up-to-date data and reducing manual input for compliance-related forms.

4. System Autofill Undo: KAIA offers users the ability to undo autofilled fields with ease. If the autofilled data is incorrect or needs adjustment, users can simply click the undo button that appears on the pop-up on the right side of the screen. This action will revert the autofilled fields back to their original state, allowing the user to make manual adjustments quickly.

 

1. Add a New Vendor: By clicking on Vendors in the navigation, users will see an “Add New Vendor” button at the top-right of the platform. This button allows users to quickly add new vendors, streamlining the process and ensuring that vendor information is integrated seamlessly into the platform.

2. Ask KAIA to Fill Data for a New Vendor: As users type the vendor name, KAIA becomes enabled and offers an option: "Ask KAIA to fill data for [vendor]". Once the user clicks on this option, KAIA automatically will fill in relevant fields (such as address, region/country, description, and more) with accurate data pulled from available sources.

3. Vendor Autofill: KAIA quickly pulls relevant data from internal and external sources to autofill key vendor information, including:

  • Address: The vendor's physical address.
  • Region/Country: The location of the vendor.
  • Description: A brief overview of the vendor’s role or service.
  • Department: The departments within the organization that interact with the vendor.
  • Compliance Standards: Relevant regulatory standards the vendor complies with.
  • Data Processing Agreement: The associated agreement outlining data processing terms.

This process takes less than 3 seconds, providing users with accurate, up-to-date data and reducing manual input for compliance-related forms.

4. Vendors Autofill Undo: KAIA offers users the ability to undo autofilled fields with ease. If the autofilled data is incorrect or needs adjustment, users can simply click the undo button that appears on the pop-up on the right side of the screen. This action will revert the autofilled fields back to their original state, allowing the user to make manual adjustments quickly.

FAQs – Autofill Feature
Q1: How does KAIA know which vendor or system details to autofill?
A1: KAIA pulls information from internal databases and trusted external sources to populate fields like address, region, description, and more. It ensures that the autofilled data is accurate and up-to-date, saving you time and effort.

Q2: Can I manually edit or change the autofilled data?
A2: Yes! You can edit or undo any autofilled data. KAIA allows you to click the undo button if you wish to revert to the original state, and you can make manual adjustments to any field.

Q3: Is KAIA able to autofill all vendor and system information?
A3: KAIA can autofill most of the key fields like address, description, region, and compliance standards. However, some fields may require manual input if data is not available or the system requires additional context.

Q4: How long does it take for KAIA to autofill vendor or system information?
A4: The autofill process takes less than 3 seconds, ensuring quick and accurate population of fields, allowing you to move forward with your compliance tasks without delay.

Q5: What happens if the autofilled data is incorrect?
A5: KAIA allows you to undo any incorrect autofill and make the necessary manual changes. You always have control over the final data entered into the system.

Q6: Can KAIA autofill data for all types of forms?
A6: Currently, KAIA autofills data for vendor and system forms. We are planning to expand the autofill feature to other compliance-related forms in the future.

 

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