SmartFill AI streamlines activity entry by generating a pre-filled activity form from a source URL. Instead of starting from a blank form, you begin with a structured draft that can be reviewed and refined before submission.
Faculty and staff can leverage SmartFill AI in their activity creation and all users can leverage SmartFill AI via the proxy workflow.
Accessing SmartFill AI
SmartFill AI is enabled at the institutional level. Once activated, it is available to all users within your Collaboratory portal.
NOTE: To request activation, contact your Collaboratory Institutional Success Specialist or your on-campus Collaboratory administrator.
How SmartFill AI Works
Where to Access
You can access SmartFill AI anywhere activities are created, including:
Homepage
My Activities
Activities List
To create an activity, click Add Activity or Be a Proxy, then select:
Enter your Activity →SmartFill your Activity with AI
or
Be a Proxy → SmartFill an Activity for someone else with AI
Step-by-Step Process
Add a Source URL
Provide a publicly-available link to relevant content, such as a syllabus, event page, or news article. You may add up to 5 links to generate a single Activity. Multiple sources can help improve completeness and fill in missing details.Note: SmartFill AI only works with publicly accessible links and cannot access password-protected or restricted content.
AI Processes the Content
While your links are being processed, you’ll see a loading screen indicating that SmartFill AI is generating your draft. This may take a few moments, as the AI is analyzing and extracting information from your provided sources.
Draft Activity is Created
The system populates the activity form with suggested responses.
Review & Complete
After clicking Review Activity, your pre-filled activity draft will open for final review and editing. Be sure to review all AI-generated content to ensure accuracy and completeness before submitting.
AI-generated Activities are clearly labeled
Missing required fields are highlighted where applicable
All content remains fully editable
When to Use SmartFill AI
SmartFill AI works best when activity information already exists in a structured format, such as:
Course syllabi
Program or event webpages
News stories or announcements
Grant or project summaries
If you’re unsure whether a source will work well, try it out or reach out for guidance.
Tip: Using multiple source URLs can help fill in gaps and create a more complete activity.
Best Practices
Use high-quality, relevant source URLs to improve results
Align final entries with your institution’s data standards and reporting needs
Ensure all AI-generated content is accurate before submission
What to Expect from SmartFill AI
SmartFill AI is designed to assist with drafting activities—not to produce a perfect, submission-ready record.
It may not capture every detail from your source materials
Some fields may require manual input or correction
Output quality depends on the clarity and structure of the source content
Always review and refine your activity before submitting.
Feedback & Additional Resources
We encourage you to share feedback to help improve SmartFill AI.
Feedback can be submitted at the end of each SmartFill workflow, see Step 6 of the Activity Edit process. Simply click Give Feedback.
Why isn’t SmartFill AI working with my link?
SmartFill AI generates a draft activity by analyzing publicly accessible content from the URL you provide. If a link returns an error or incomplete result, it means the content cannot be accessed. This often occurs when a page:
Requires login or institutional access
Blocks automated tools from reading content
Uses formats or structures that are difficult to process
Restricts access based on location or permissions
In these cases, SmartFill AI may not be able to generate a draft. What can I do?
Confirm the link is publicly accessible (try opening it in an incognito or private browser)
Use an alternative URL with similar content, if available
If the issue persists, share the URL with our support team. We’re happy to review and help troubleshoot.
For more information about Collaboratory’s approach to AI, see the AI FAQ.
For questions related to campus-specific AI policies or data entry guidance, contact your on-campus Collaboratory administrator.
SmartFill AI is designed to reduce administrative effort while improving the consistency and quality of your institution’s activity data.