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Maximising Value

Welcome to the first edition of this bi-monthly briefing. This update is designed to help you maximize your return on investment in Kim plus keep you up to speed with all developments.

It will cover any new or enhanced functionality released in the period; customer use cases with wider applications and insights into using existing functionality to solve common problems.

In this issue, we cover two new functionality releases: ‘Prefill Campaign’ and ‘Configure Email Templates.’ Prefill Campaign allows campaign forms to be pre-populated with individual recipients' data for their review and update. Configure Email Templates allows you to configure system emails by creating a template message for an action.

A 900-strong law firm ‘Case Study’ that reduced costs by over 50% is also summarized. There is also a ‘Use Case Focus’ on a powerful ‘Cyber Assessment’ application that you can access. And don't overlook our ‘Did you know’ snippet.


New Functionality - Released March 2024

Prefill Campaign

Kim’s ‘Campaign’ functionality lets you set up data capture forms for one-to-many distribution. It is designed for easy capture of new data for:

Internal compliance

e.g. user confirmation of attendance at mandatory training programs or attestations.

External compliance

e.g. annual confirmations from vendors that they have conducted pen testing, comply with anti-slavery laws … etc.

Data cleanse exercises

e.g. you need 16 data points on all your distributors but don’t have all data points.

Frequently used forms

e.g. supplier on-boarding or InfoSec questionnaires.

The ‘Prefill Campaign’ functionality enables you to pre-populate campaign forms with existing data you hold in Kim and/or other systems. Rather than sending blank forms and asking users to add data, you can now send forms with data that you already have and ask recipients to confirm, amend, or add data to the form.

For example, this functionality makes data cleanse exercises easier for you and recipients. Rather than send a blank form to a recipient and ask them to complete all fields, you can pre-populate the campaign form with the data you already have. Fewer fields for a user to complete and comprehensive data for you to update your systems post receipt.

Learn about Using Kim Prefill Campaign Functionality with this short video or download a step-by-step guide (PDF).

New Functionality - Released March 2024

Configure Email Templates

You can configure all system emails to your messaging by creating a template for any of these actions:

create operating procedures-1Wizard Submission Create
click buttonWizard Submission Update
automatic alertsDocument Create Notification
Web form by emailDocument Update Notification
Insurance TerminationDocument Delete Notification
Data Flow-1Document Share Notification
Bulk send webformRecord Share

You can watch this short explanatory video, How to Customize Email Notifications or view/download a PDF of the step-by-step guide.

Case Study (5)

900 Strong Conveyancing Team Deploys Kim and Reduces Costs by 50%

Kim was recently deployed by a leading law firm to replace its existing contract management tool for its 900-strong conveyancing team, which generate thousands of documents each month.

A key driver in this decision was Kim's ability to be invisible to users so that they did not need to learn another tool. Of the circa 900 users, only five see Kim and use its workspace. All other users click a link in their existing practice management system, and a form opens that users complete to generate the required documents. This makes deployment and user adoption easier.

Other factors that influenced the decision included Kim's no-code configuration, which reduced their total cost of ownership because it removed key-person dependency on experts who previously needed detailed product training.

A suite of five conveyancing documents was automated in under 45 elapsed days, with a rolling release seeing the first document go live on day 10. The largest of the documents is circa 150 pages with complex insertions and exclusions (a typical final version has circa 100 pages).

Kim's simple-to-use and maintain no-code rules engine defined all the dynamic content inserts. This engine enables over 200 assembly rules in a single document. Some rules perform multiple "if" statements against structured and unstructured fields in an intuitive user interface, and all the rules and inserts support the corporate-approved MS Word style - Table of Contents, List Styles with the continuation of level numbering, and bullet lists continue in sequence.

You can read the full case study here.

Use Case Focus

Cyber Assessment Framework

The Problem

Supplier Due Diligence is more important than ever. Collecting the necessary information from potential suppliers to assess the risk associated with working with that supplier, how they will handle data and ensuring they have robust procedures in place can be time-consuming and frustrating for everyone involved. The information required is comprehensive and typically requested via an MS Word document or Excel spreadsheet that is hard to fill in, difficult to review and prone to human error. Getting the information out of these documents and into reporting platforms and dashboards can involve manual rekeying, adding more time to the review process and increasing overall risk. Questions and format vary in length and depth and format, making the process difficult for all parties, however big or small.

The Solution

Using the National Cyber Security Centre's (NCSC's) Cyber Assessment Framework (CAF), Kim created a standard CAF questionnaire. Organizations can use this automated questionnaire to send to potential suppliers via a link (i.e. the recipient never sees Kim - they just see the CAF form). The recipient clicks the link, is authenticated, completes the form (saving drafts and adding attachments as required) and submits. Once submitted, the supplier receives an email acknowledging receipt with a PDF of their response attached for their records. The company supplying the questionnaire receives the completed record from the supplier and all the data points. The data can be used to enable analysis, compare responses between suppliers, populate other systems and/or update dashboards or reporting systems automatically. 

The Benefits

Standardization across suppliers' due diligence makes it easier for everyone involved while maintaining essential checks to ensure cybersecurity standards. Standard questions make it easier for suppliers to work towards compliance and the required standards. The automated form provides a better user experience and can be sent to more than one person to complete at the supplier. It can be pre-filled with last year's answers for suppliers to quickly update annually. Time to review can be significantly reduced with the data from the security questionnaire being used to flag any risks. The Cyber Assessment Framework (CAF) is a comprehensive cyber resilience evaluation tool developed by the UK's National Cyber Security Centre (NCSC). Designed to be used by organizations themselves or independent regulators, the CAF provides a systematic approach to assessing cyber risk management. It builds on the NCSC's 14 high-level cyber security principles and includes detailed Indicators of Good Practice to evaluate whether desired outcomes are being achieved.

Discover This Functionality

Publish Webform Link

What it does

Having created an application in Kim, you can create and publish a link to the application in any location for users to access (e.g. in another system (Salesforce, iManage, ServiceNow, Teams, Workday …), as part of an email footer at the end of FAQs, or just email the link …). Users are presented with the Webform to complete when they click the link. When the user submits, they receive a confirmation email with a Word/PDF attachment (if you enable this functionality). You receive the completed record and the data that you can then use to generate one or more documents and/or populate other systems.

Typical use cases

Support request forms, compliance forms, self-service documents (letters, contracts, checklists, etc.), supplier questionnaires and other IT documents such as annual confirmations that penetration testing has been conducted by vendors, client onboarding, wills (and other) questionnaires …

Why it is useful

It enables the easy capture of data that then enables the next step in the process, avoiding the need to rekey data (e.g., document generation and use of the data with other systems). Users never see Kim. Users simply click a link and complete and submit a form. Kim is invisible, so there is no tool to learn. This is a quick solution to deploy, and internal and external users who only use these links (and not the Kim workspace) pay no license fees.

How you use it

Please see this short explanatory video, Publish Webform Link, or view/download a PDF of the step-by-step guide.

Discover This Functionality

Campaigns

What it does

Kim’s ‘Campaign’ functionality lets you set up data capture forms for one-to-many distribution. It is designed for the easy capture of new data from team members, customers, suppliers and/or partners and has many use cases, including:

  1. Internal compliance
  2. External compliance
  3. Data cleanse exercises
  4. Frequently issued forms, letters, checklists  

Typical use cases

User confirmation of attendance at mandatory training programs or attestations, annual confirmations from vendors that they have conducted pen testing, compliance with anti-slavery laws … etc.; you need 16 data points on all your distributors but don’t have all data points, supplier on-boarding or InfoSec questionnaires.

Why it is useful

Campaign management is easy. Upload the application once and distribute it to up to 2,000 recipients at a time. Track response rates, send reminder emails to laggards, and analyze and report on responses. The recipient experience is easy. Just click a link, enter the separately provided access code for security reasons (if SSO is not enabled), complete and submit the form, and receive an acknowledgement of receipt email with an attachment (if attachment enabled). Recipients never see Kim. Users simply click a link. Kim is invisible, so there is no tool to learn. This is a quick solution to deploy, and internal and external users who only use these links (and not the Kim Workspace) pay no license fees.

How you use it

Please see this short explanatory video, How to create a campaign, or view/download a PDF of the step-by-step guide.

Did You Know...

You can bulk download all the data for one or all of your applications by clicking on your profile name.

Bulk Downloads

 

 

 

Kim

Kim addresses a big, universal and strategic problem that plagues organizations of every size: data capture, document automation and the reuse of the data captured to populate other systems. We remove the need to rekey the data! This is big because documents are the heartbeat of every organization. Those letters, forms, checklists, compliance records and contracts. Kim activates the data in the forms and documents that we generate so that our customers can save time, money and hassle and in the process increase profits and customer and colleague satisfaction. Kim is not just an addition to an organization’s tech stack, it is a transformative force, propelling businesses towards a more integrated, automated, and data-driven future. Successful organizations strive to activate their documents and the data in them. Kim helps them do this by solving real word problems today and, in the process, making them GenAI ready.

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