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AI and automation by role

How Compliance managers can use AI and automation

Below are 15 common tasks for Compliance managers, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Compliance Officer, Compliance Analyst, GRC Analyst, Risk and Compliance Manager, Privacy Manager, Security Compliance Manager

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Task 1 · typically 120 min, once a week

Collect evidence for audits and certifications like SOC 2 or ISO 27001

Software featureBest fix

Let a compliance platform collect evidence and run attestations

Vanta, Drata, Secureframe, Sprinto and AuditBoard connect to your cloud, HR and IT systems, collect evidence automatically, and run policy sign-offs and training tracking.

Typically saves about 55% of the time16 h to set up
  1. 1List the frameworks you need (SOC 2, ISO 27001, HIPAA, GDPR).
  2. 2Connect the platform to your HR system, identity provider, cloud and code tools.
  3. 3Fix the failing tests it shows, then let it monitor continuously.
  4. 4Run policy attestations and training through it, with automatic reminders.

Tools: Vanta · Drata · Secureframe · Sprinto · AuditBoard · OneTrust

One more way to fix it
Process fix

Collect evidence on a calendar all year, not at audit time

A control calendar with owners and monthly or quarterly evidence due dates turns the audit scramble into small routine tasks.

Typically saves about 30% of the time2 h to set up
  1. 1List each control, its owner and how often evidence is needed.
  2. 2Put due dates in a shared tracker with automatic reminders.
  3. 3Save evidence in one folder structure by control and period.
  4. 4Do a mini internal check each quarter.

Tools: Microsoft Planner, Asana or Smartsheet · SharePoint or Google Drive

How to automate this task

Task 2 · typically 90 min, once a week

Fill in customer security and compliance questionnaires

AIBest fix

Answer security questionnaires from an approved answer library with AI

AI questionnaire tools (in Vanta, Drata, SafeBase, Conveyor, Loopio, Responsive) or an AI assistant with your approved answers fill most questions; a person reviews every answer before it goes to the customer.

Typically saves about 55% of the time2 h to set up
  1. 1Build an answer library from your last five completed questionnaires and your policies.
  2. 2Use your GRC or RFP tool's AI questionnaire feature, or an approved AI with the prompt below.
  3. 3Review every answer; never let AI claim a control you do not have.
  4. 4Add new approved answers back to the library.
Prompt to copy
Answer the security questionnaire below using only our approved answers and policies attached. For each question give: the answer, the source document, and a confidence (high/medium/low). If the approved material does not cover it, write [NEEDS SME] and do not guess. Keep answers factual and short.

Questions:
[PASTE]

Tools: Vanta or Drata questionnaire AI · SafeBase · Conveyor · Loopio · Responsive · Enterprise ChatGPT, Claude, Gemini or Microsoft Copilot (approved for confidential data)

One more way to fix it
Software feature

Publish a trust center so customers serve themselves

A trust page with your certifications, policies and reports (behind an NDA click-through) answers many questionnaires before they are sent.

Typically saves about 40% of the time4 h to set up
  1. 1Collect your SOC 2 report, certifications, key policies and a standard questionnaire (SIG Lite or CAIQ).
  2. 2Publish them on SafeBase, Vanta Trust Center, Drata Trust Center or Conveyor.
  3. 3Gate sensitive documents behind an NDA click-through.
  4. 4Send the link to sales to share early in the deal.

Tools: SafeBase · Vanta Trust Center · Drata Trust Center · Conveyor

How to automate this task

Task 3 · typically 120 min, once a month

Run policy sign-offs and track compliance training

Software featureBest fix

Let a compliance platform collect evidence and run attestations

Vanta, Drata, Secureframe, Sprinto and AuditBoard connect to your cloud, HR and IT systems, collect evidence automatically, and run policy sign-offs and training tracking.

Typically saves about 55% of the time16 h to set up
  1. 1List the frameworks you need (SOC 2, ISO 27001, HIPAA, GDPR).
  2. 2Connect the platform to your HR system, identity provider, cloud and code tools.
  3. 3Fix the failing tests it shows, then let it monitor continuously.
  4. 4Run policy attestations and training through it, with automatic reminders.

Tools: Vanta · Drata · Secureframe · Sprinto · AuditBoard · OneTrust

How to automate this task

Task 4 · typically 60 min, once a week

Keep up with new laws and regulatory changes

Software featureBest fix

Set up regulatory alerts and an AI weekly summary

Regulator email lists, law firm alerts and regulatory intelligence tools bring changes to you; AI condenses them into one weekly page.

Typically saves about 40% of the time1 h to set up
  1. 1Subscribe to your regulators' updates and two or three law firm alert lists.
  2. 2Route them to one folder or feed (Outlook rule, Feedly).
  3. 3For heavy regulatory load, consider Thomson Reuters Regulatory Intelligence, Compliance.ai or your GRC tool's regulatory feed.
  4. 4Each week, paste the new items into AI and ask for a one-page "what changed and does it apply to us" summary, then check the sources.

Tools: Regulator email lists · Feedly · Thomson Reuters Regulatory Intelligence · Compliance.ai · ChatGPT, Claude, Gemini or Microsoft Copilot

One more way to fix it
AI

Use AI research mode and check the sources

Deep Research modes in ChatGPT, Claude, Gemini and Perplexity read dozens of pages and give you a cited summary.

Typically saves about 55% of the time5 min to set up
  1. 1Write the exact question and what you will use the answer for.
  2. 2Run it in a research mode (ChatGPT Deep Research, Claude Research, Gemini Deep Research or Perplexity).
  3. 3Open the two or three key sources it cites and confirm them.
  4. 4Save the summary where your team can find it.
Prompt to copy
Research [QUESTION]. I need this to [DECISION OR USE]. Give me a one-paragraph answer first, then the key facts as bullets with a source link for each, then what is uncertain or disputed.

Tools: ChatGPT Deep Research · Claude Research · Gemini Deep Research · Perplexity

How to automate this task

Task 5 · typically 120 min, once a month

Run risk assessments and update the risk register

AIBest fix

Have AI draft risk entries and controls for the owner to validate

AI can turn interview notes or a process description into draft risk statements with likely controls; the risk owner sets the final ratings.

Typically saves about 35% of the time10 min to set up
  1. 1Gather notes from the risk owner and your risk rating scale.
  2. 2Use the prompt below.
  3. 3Review each risk with the owner and set likelihood and impact together.
Prompt to copy
From the notes below about [PROCESS OR AREA], draft risk register entries. For each: risk statement ("There is a risk that... caused by... resulting in..."), category, existing controls mentioned, suggested additional controls, and a proposed likelihood and impact on our scale [DESCRIBE SCALE] marked [PROPOSED]. Only use what is in the notes; list open questions separately.

Notes:
[PASTE]

Tools: Enterprise ChatGPT, Claude, Gemini or Microsoft Copilot (approved for confidential data)

One more way to fix it
Software feature

Let a compliance platform collect evidence and run attestations

Vanta, Drata, Secureframe, Sprinto and AuditBoard connect to your cloud, HR and IT systems, collect evidence automatically, and run policy sign-offs and training tracking.

Typically saves about 55% of the time16 h to set up
  1. 1List the frameworks you need (SOC 2, ISO 27001, HIPAA, GDPR).
  2. 2Connect the platform to your HR system, identity provider, cloud and code tools.
  3. 3Fix the failing tests it shows, then let it monitor continuously.
  4. 4Run policy attestations and training through it, with automatic reminders.

Tools: Vanta · Drata · Secureframe · Sprinto · AuditBoard · OneTrust

How to automate this task

Task 6 · typically 60 min, once a week

Run risk and due diligence checks on new vendors

Software featureBest fix

Tier vendors and run due diligence in a vendor risk tool

Vendor risk tools send the right questionnaire by risk tier, collect certificates and insurance, and remind you when they expire, so low-risk vendors do not get the full treatment.

Typically saves about 45% of the time6 h to set up
  1. 1Define three tiers (e.g. data access, spend, criticality) and what each needs.
  2. 2Use Vanta, Drata or OneTrust vendor risk, Whistic, Mitratech Prevalent or UpGuard.
  3. 3Let vendors upload documents through the portal.
  4. 4Set expiry alerts for certificates and reports.

Tools: Vanta Vendor Risk Management · OneTrust Third-Party Risk · Whistic · Mitratech Prevalent · UpGuard

One more way to fix it
AI

Have AI summarize a vendor's SOC 2 report and flag exceptions

AI can read a 100-page SOC 2 or questionnaire and pull out scope, exceptions, carve-outs and the controls you are expected to run. You decide whether the risk is acceptable.

Typically saves about 45% of the time5 min to set up
  1. 1Use an AI tool approved for confidential documents (vendor reports are under NDA).
  2. 2Upload the report and use the prompt below.
  3. 3Check every exception it lists against the report.
  4. 4Record your decision and any follow-ups in the vendor file.
Prompt to copy
Summarize the attached [SOC 2 TYPE II / ISO / QUESTIONNAIRE] for [VENDOR]. Give: report period and scope, which systems are covered and excluded, subservice organizations carved out, every exception or qualified opinion with page reference, complementary user entity controls we must run, and anything relevant to our use case: [DESCRIBE WHAT DATA THEY WILL HANDLE]. Do not give an overall approve/reject.

Tools: Enterprise ChatGPT, Claude, Gemini or Microsoft Copilot (approved for confidential data) · Vanta or Drata AI document review

How to automate this task

Task 7 · typically 15 min, a few times a week

Chase people for approvals or sign-offs

AutomationBest fix

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

How to automate this task

Task 8 · typically 60 min, once a week

Review hotline reports and compliance incidents

Software featureBest fix

Handle hotline reports in a case management tool with a standard process

A case tool keeps intake, triage, investigation notes and outcomes in one confidential record with deadlines, which saves time and protects the company and reporters.

Typically saves about 30% of the time4 h to set up
  1. 1Use your hotline provider's case module (NAVEX EthicsPoint, Case IQ, OneTrust Ethics, HR Acuity).
  2. 2Set triage rules: who sees what, timelines, when to involve counsel.
  3. 3Use one investigation template for every case.
  4. 4Report trends, not individual cases, to the board or audit committee.

Tools: NAVEX EthicsPoint · Case IQ · OneTrust Ethics · HR Acuity

How to automate this task

Task 9 · typically 60 min, once a week

Write documents, proposals or long emails from scratch

AIBest fix

Start from an AI first draft, never a blank page

Give the AI your notes, the audience and an example you liked; you spend your time editing, which is faster and better.

Typically saves about 45% of the time5 min to set up
  1. 1Gather your notes, bullet points and a past document you liked.
  2. 2Tell the AI who it is for and what it must achieve.
  3. 3Ask for an outline first, adjust it, then ask for the full draft.
  4. 4Edit for facts and your voice.
Prompt to copy
You are helping me write a [TYPE OF DOCUMENT] for [AUDIENCE]. The goal is [WHAT IT MUST ACHIEVE]. Here are my notes: [PASTE]. Here is an example I like the style of: [PASTE]. First give me an outline. After I approve it, write the full draft. Don't invent facts; mark anything you are unsure of with [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 10 · typically 90 min, once a month

Write how-to guides or training material

AIBest fix

Record yourself doing it once and let AI write the guide

Record your screen while you talk through the task; AI turns the transcript into a step-by-step guide.

Typically saves about 60% of the time10 min to set up
  1. 1Record your screen and voice doing the task once (Loom, Teams, Zoom or Scribe).
  2. 2Get the transcript.
  3. 3Paste it into AI with the prompt below.
  4. 4Add screenshots where it says [SCREENSHOT].
Prompt to copy
Turn this transcript of me doing [TASK] into a step-by-step how-to guide for a new hire. Number the steps, keep each to one action, mark where a screenshot helps with [SCREENSHOT], and list common mistakes at the end.

[PASTE TRANSCRIPT]

Tools: Loom · Scribe · Tango · ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 11 · typically 15 min, every day

Answer the same questions from coworkers again and again

AIBest fix

Write the answers down once and point people (or a bot) at them

Collect the questions you keep answering into one page; a workspace AI or a ChatGPT Project, Claude Project or Gem can answer from it.

Typically saves about 50% of the time1 h to set up
  1. 1For one week, paste every repeat question into a doc.
  2. 2Write the answer under each (or have AI draft it from your replies).
  3. 3Share the page, pin it in chat, and add it to a Claude Project, ChatGPT Project, Gemini Gem or Copilot agent.
  4. 4Reply to repeat questions with the link.
Prompt to copy
Below are questions coworkers keep asking me and my past answers. Turn them into a clear FAQ page grouped by topic. Keep each answer under 80 words and keep any links I gave.

[PASTE QUESTIONS AND ANSWERS]

Tools: Claude Projects · ChatGPT Projects · Gemini Gems · Copilot agents · Notion or Confluence

One more way to fix it
Software feature

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up
  1. 1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
  2. 2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
  3. 3Open the source it cites to confirm.
  4. 4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

How to automate this task

Task 12 · typically 45 min, once a week

Sit in status or update meetings

Process fixBest fix

Replace the status meeting with a written update

Everyone posts three lines in a shared thread before a set time; you only meet when something is blocked.

Typically saves about 60% of the time15 min to set up
  1. 1Agree a format: done, next, blocked.
  2. 2Create a channel or a thread that repeats every week.
  3. 3Ask everyone to post by a set time; the lead reads them and replies to the blockers.
  4. 4Keep a shorter meeting only for the blockers, or cancel it outright.

Tools: Slack, Teams or email

How to automate this task

Task 13 · typically 60 min, once a week

Build or update spreadsheet reports by hand

AIBest fix

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

One more way to fix it
Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 14 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Task 15 · typically 30 min, a few times a week

Research a topic, company or question online

AIBest fix

Use AI research mode and check the sources

Deep Research modes in ChatGPT, Claude, Gemini and Perplexity read dozens of pages and give you a cited summary.

Typically saves about 55% of the time5 min to set up
  1. 1Write the exact question and what you will use the answer for.
  2. 2Run it in a research mode (ChatGPT Deep Research, Claude Research, Gemini Deep Research or Perplexity).
  3. 3Open the two or three key sources it cites and confirm them.
  4. 4Save the summary where your team can find it.
Prompt to copy
Research [QUESTION]. I need this to [DECISION OR USE]. Give me a one-paragraph answer first, then the key facts as bullets with a source link for each, then what is uncertain or disputed.

Tools: ChatGPT Deep Research · Claude Research · Gemini Deep Research · Perplexity

How to automate this task

Quick wins

Have you tried…

Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Have you asked AI to build a spreadsheet formula, pivot or chart for you?
You describe the result you want in plain words, and Copilot in Excel or Gemini in Sheets builds it. ChatGPT or Claude can also analyze an uploaded file.
Have you used an AI "deep research" mode that reads dozens of sources for you?
Research modes in ChatGPT, Claude, Gemini and Perplexity spend a few minutes reading the web and return a summary with links to every source.
Have you asked an AI that can see your company files a question, instead of digging through folders?
Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean and similar tools search your email, chats and files and answer with links to the source.
Have you set up a ChatGPT Project, Claude Project or Gem loaded with your team's documents?
You upload your guides and FAQs once, and the assistant answers questions using them, so you stop answering the same thing twice.
Have you recorded yourself doing a task and had AI turn it into a written guide?
Record your screen while you talk, and AI writes the step-by-step guide from the transcript. Tools like Scribe even grab the screenshots.
Do you start long documents from an AI first draft built on your own notes?
Give the AI your notes, the audience and an example you like. Editing a draft is much faster than writing from a blank page.

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