What is Smart Docs? How do I use the Smart Docs feature?

1. What is Smart Docs?

2. How to run Smart Docs

3. Reviewing source references

4. Best Practices

What is Smart Docs

Smart Docs is an AI-powered feature that allows users to automatically respond to questionnaire questions based on uploaded documents, significantly reducing response times while maintaining traceability and accuracy. Instead of manually reviewing documents and drafting answers, Smart Docs:

• Analyzes uploaded documents
• Extracts relevant content
• Automatically populates questionnaire responses
• Provides references showing exactly where answers were found

Please Note: All Smart Docs generated answers are editable by the responding team. Users retain control, any outputs generated by Smart Docs are only visible to you and your colleagues with access to the request until submitted to the requestor.  

How to Run Smart Docs

Step 1: Open the Questionnaire

• Navigate to the questionnaire you received and open it from the platform.
• You will see the full list of sections, subsections, and questions.

Step 2: Select What You Want Smart Docs to Process
You may choose one of the following options:

• Select one or multiple sections (or subsections)
• Select one or multiple individual questions
• Run on full response (max. 400 questions)
  Use the checkboxes next to sections, subsections, or questions to make your selection.
  If no selection is made, Smart Docs will run on all questions.
  

Step 3: Open the Smart Docs Option
In the top-right corner of the questionnaire window, click the dropdown arrow next to Autofill and select “Autofill with Smart Docs.”

Step 4: Select your Smart Docs inputs
A Smart Docs panel will open on the right-hand side of the screen. You must configure the following options:

1. Choose the Extraction Type:
   • Verbatim Extraction: Returns exact excerpts found in the document with no AI rewriting or summarization. Best for compliance-sensitive responses
   • Generative Extraction: Generates a contextual answer based on document content and synthesizes relevant information. Best for narrative-style responses
2. Upload your documents one or multiple documents (Supported document types PDF and MS Word):
   • Drag and drop files directly into the panel
   • Click Choose from PC to browse your computer
   • Click From Uploaded Files to select documents already stored in your environment or previously used with Smart Docs
3. Select or unselect overwrite existing answers:
   • Selected → Smart Docs will replace any text already written
   • Unselected → Smart Docs will only populate unanswered questions
4. Select or unselect notify by email:
   • Selected → You will receive an email once processing is complete
   • Unselected → No email notification will be sent
5. Start the Process
   Once initiated, a message appears at the top of the screen: “Smart Docs process initiated by [User].”  The process status can be viewed under the Smart Docs Status tab and will show: In Progress
   
   
   Important:
   • While Smart Docs is running, responses cannot be edited. Processing may take several minutes with duration depending on the number of questions selected and length/number of uploaded documents.
   • Smart Docs will continue to run in the background, so feel free to leave the platform or continue with other tasks.
   • Once Smart Docs finishes, the initiation message disappears and the status updates to “Completed.” Responses are automatically populated in the questionnaire and you may now review and edit responses.

Reviewing source references

Only questions which Smart Docs can answer will be populated and you can select “See References” to navigate through to the source.

References now automatically display an (Edited) indicator the moment a SmartDocs source has been modified, preserving full transparency over every change.

Reviewers gain instant visibility into which sources have been altered, supporting more confident audit and oversight cycles, and giving compliance teams a clearer picture of how content has evolved between revisions.

Upon selecting “See references”, you will be shown the response and;

• The document name & page number
• The specific text excerpt used
  

When an answer cannot be found and you click “Not available”, an explanation will be displayed.

• Clickable References

  Users can click through to the exact reference within a file that Smart Docs used to generate a response.

  

• Multiple References
  When applicable, Smart Docs may display multiple references for a single answer, offering a clearer understanding of the data sources.

  

• Confidence Rating
  Each populated response includes a confidence indicator showing how certain the AI is in its generated answer.

  

Follow up or Chat with Document(s)
You can also click “Start Conversation” to interact directly with the uploaded document(s) using AI:

The Start Conversation feature allows users to interact with their uploaded documents using natural language prompts.

• Users can enter a prompt to explore document content, identify key data, or verify sources extracted by Smart Docs.

Users can also save frequently used prompts for future reference, making it easier to review and extract relevant data across multiple requests.

• Ask follow-up questions
• Clarify document content
• Explore information not directly extracted into the questionnaire

Best Practices

• Upload clean, final versions of documents
• Avoid scanned PDFs without OCR text
• Use Generative mode for synthesized narrative responses
• Use Verbatim mode for extracting direct content
• Review all answers before submission
   

 

 

 

 

 

 

 

 

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