--- sourceDocument: Australia Governance, Risk, and Compliance sourceDocumentLink: https://www.servicenow.com/docs/r/australia/governance-risk-compliance Release : - australia ft:locale : - en-US ft:publication_title : - Australia Governance, Risk, and Compliance ft:clusterId : - grc bundleId : - grc workflow : - Technology --- # AI-assisted questionnaire pre-fill # AI-assisted questionnaire pre-fill using the Document Management System {#ariaid-title1} Release version: Australia Updated September 10, 2026 ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 3 minutes to read Summarize ![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete. ## Summary of AI-assisted questionnaire pre-fill using the Document Management System The AI-assisted questionnaire pre-fill feature integrates the Document Management System (DMS) with the Smart Assessment Engine (SAE) to automatically generate draft responses for third-party risk assessment questionnaires. It leverages vendor documents stored in DMS and previously completed assessments to suggest answers, helping assessors streamline their workflow. Assessors retain full control to review, edit, and apply suggestions before submitting, as responses are never auto-submitted. This capability supports both internal and external assessments with a consistent user experience. Show full answer Show less ## How It Works * Assessors initiate AI draft response generation by selecting sources: previous assessments, documents, or both. * For documents, assessors can choose up to five relevant files from attachments or template-based retrieval. * The system marks questions with AI suggestions, offering up to three ranked suggestion cards per question showing their sources. * Assessors apply or discard suggestions and can edit applied responses prior to final submission. * Suggestions are unique per assessor, limited to one generation attempt per assessment, and sources selected cannot be changed after generation. * AI suggestions do not override manually entered responses and only include documents accessible by the assessor in DMS. ## Key Features * **Document-based drafting:** Extracts responses from vendor documents such as SOC 2 reports, security policies, and Data Processing Agreements stored in DMS. * **Previous assessment reuse:** Searches semantically similar questions in at least 50 completed assessments, focusing on the last 10, to propose relevant past answers based on assessment scope (vendor, engagement, or element level). * **Source transparency:** Each AI suggestion clearly shows whether it originated from a past smart assessment, classic assessment, or document, allowing quick verification without leaving the assessment. * **AI summary:** Provides a consolidated view of generated and applied responses, dynamically updating as assessors edit answers. * **Configurable document retrieval:** Organizations can customize document sourcing via template category settings and extend functionality using the Smart Assessment Response Extension Point. ## Practical Benefits for ServiceNow Customers This feature significantly reduces manual effort in completing risk assessment questionnaires by intelligently pre-filling answers based on existing knowledge and documentation. It helps maintain consistency across assessments and accelerates third-party risk management processes while preserving control and accuracy through assessor review. Customers can customize document retrieval to align with their organizational policies and document structures, ensuring relevant and secure AI assistance. ## Next Steps * Configure AI-assisted questionnaire pre-fill as part of your Third-party Risk Management (TPRM) assessments. * Use the feature during active assessments to generate and apply AI-assisted draft responses. * Manage vendor documents effectively in DMS to maximize the AI's ability to generate accurate suggestions. Use the Document Management System (DMS) with the Smart Assessment Engine (SAE) to automatically generate draft responses for third‑party risk assessment questionnaires using vendor documents and previously answered assessments. ## AI-assisted questionnaire pre-fill overview {#tprm-dms-sae__section_overview} The Smart Assessment Response Assist skill generates draft responses for assessment questionnaires from two sources: documents stored in the Document Management System (DMS) and previously completed assessments. Assessors review, edit, and apply suggestions before submitting --- responses are never submitted automatically. The skill is available for both internal and external assessments, with no difference in experience between the two. When a vendor document is uploaded or updated in DMS, the file and its metadata become available to the skill during active assessments. For previously answered questions, the skill searches completed smart and classic assessments with matching scope, compares questions semantically, and surfaces the most relevant past responses. When both sources are enabled, the skill runs both checks and combines the results. Note: A minimum of 50 completed assessments is required for the previous assessments source to return suggestions. When generating suggestions, the skill draws from the last 10 completed assessments. The skill determines which past assessments to search based on the level at which the current assessment is being conducted: * For assessments conducted at the vendor level, the skill searches only past assessments completed at the vendor level. * For assessments conducted at the engagement or element level, the skill searches past assessments for the same engagement first. If no completed assessments are found at the engagement level, the skill falls back to vendor-level assessments. ## How it works {#tprm-dms-sae__section_how_it_works} When an assessor selects Draft responses with AI in an active assessment, they choose which sources to analyze --- previous assessments, documents, or both. For the documents source, assessors can select up to 5 documents from a list that includes attachments on the assessment instance and documents retrieved based on the template category configuration. Each question with an AI suggestion is marked with an AI Assistance tag. Up to three suggestion cards may appear per question, each ranked by relevance and showing its source. Assessors select Apply to insert a suggestion or Discard to remove it. Applied suggestions can be edited before submission. Important constraints to be aware of: * Each assessor can generate AI suggestions once per assessment. The sources selected at generation time are final and cannot be changed. * Suggestions are private to the assessor who generated them. Collaborators must each generate their own suggestions independently. * AI suggestions do not override responses already entered manually. * Only documents the assessor has permission to access in DMS are available for AI-assisted drafting. ## Key capabilities {#tprm-dms-sae__section_capabilities} * Document-based drafting: Retrieves and analyzes vendor documents from DMS, including SOC 2 reports, security policies, and Data Processing Agreements, to generate responses to matching questionnaire items. * Previous assessment reuse: Searches completed smart and classic assessments for semantically similar questions and surfaces the top matching responses, reducing repetition across recurring questionnaires. * Source transparency: Each suggestion card identifies its source --- a past smart assessment, a classic assessment, or a document. Assessors can select the source to open and verify it without leaving the assessment page. * AI summary: After generation, assessors can select View AI summary to see a consolidated count of generated and applied responses. The count updates as responses are manually edited. * Configurable document retrieval: Organizations can customize document retrieval behavior for a given assessment by configuring the template category. To further customize retrieval, use the Smart Assessment Response Extension Point (SmartAsmtResponseAssistExtensionPoint). For more information, see [Configure AI-assisted questionnaire pre-fill for TPRM](https://www.servicenow.com/docs/6~cuAhQtimBCFk5SqHOFFw "Turn on AI-assisted questionnaire pre-fill for a smart assessment template category by selecting the Is AI response enabled check box."). ## What to do next {#tprm-dms-sae__section_next_steps} To configure this feature for your TPRM assessments, see [Configure AI-assisted questionnaire pre-fill for TPRM](https://www.servicenow.com/docs/6~cuAhQtimBCFk5SqHOFFw "Turn on AI-assisted questionnaire pre-fill for a smart assessment template category by selecting the Is AI response enabled check box."). To use AI-assisted draft responses in an active assessment, see [Generate AI-assisted draft responses in a TPRM assessment](https://www.servicenow.com/docs/~Aa6vaW4r~lAHG9MoOvmWQ "Use the Smart Assessment Response Assist skill to generate draft responses for assessment questionnaires using vendor documents from the Document Management System (DMS) and previously completed assessments."). For information about uploading and managing vendor documents in DMS, see [Document Management system in Third-party Risk Management](https://www.servicenow.com/docs/UCVelcjq1LP9tkJ53E_usA "Learn how the enhanced Document Management system supports third-party collaboration and internal workflows in Third-party Risk Management (TPRM)."). **Related concepts** * [Document Management system in Third-party Risk Management](https://www.servicenow.com/docs/UCVelcjq1LP9tkJ53E_usA "Learn how the enhanced Document Management system supports third-party collaboration and internal workflows in Third-party Risk Management (TPRM).") **Related tasks** * [Configure AI-assisted questionnaire pre-fill for TPRM](https://www.servicenow.com/docs/6~cuAhQtimBCFk5SqHOFFw "Turn on AI-assisted questionnaire pre-fill for a smart assessment template category by selecting the Is AI response enabled check box.") * [Generate AI-assisted draft responses in a TPRM assessment](https://www.servicenow.com/docs/~Aa6vaW4r~lAHG9MoOvmWQ "Use the Smart Assessment Response Assist skill to generate draft responses for assessment questionnaires using vendor documents from the Document Management System (DMS) and previously completed assessments.")