Table of Contents
Summary
When adding a new vendor to Whistic, you may find that the vendor's domain already exists in your vendor list — for example, if you're tracking a second product or service from the same company. In these cases, Whistic can automatically pre-fill the intake form using data from the existing vendor record, saving you from re-entering the same information all over again.
This feature is especially helpful for organizations managing multiple products or services from the same vendor, reducing duplicate data entry and keeping your vendor catalog clean and accurate.
🚀 Getting Started
Requirements
Before using the auto-populate feature, confirm the following:
- You are logged in to your Whistic account as an authenticated user
- You have both Add Vendors and View Vendors List permissions
- The vendor's domain already exists in your vendor list
⚙️ How to Use Auto-Populate
Follow the steps below to add a new vendor using the auto-populate feature:
- Navigate to Add Vendor in your Whistic account.
- Enter the vendor's domain in the domain field.
- If the domain matches an existing vendor in your list, Whistic will present two options: Assess this vendor now or Create new using this info.
- Click on the Product/Service field. Matching vendor records will appear — select the record you'd like to use as the basis for your new entry.
- The intake form will open with fields pre-filled from the selected record.
- Review the pre-populated information, make any necessary adjustments, and click Submit.
🔄 Selecting a Different Record
If you selected the wrong vendor record, you can clear the Product/Service field and choose a different one. The form will re-populate with the newly selected record's data.
🔧 Troubleshooting
Auto-Populate Prompt Is Not Appearing
If you enter a domain and no auto-populate prompt appears, check the following:
- Confirm you are logged in — this feature is not available to external or unauthenticated users
- Verify your account has both the Add Vendors and View Vendors List permissions
- Confirm the domain you entered exactly matches a domain already in your vendor catalog
- If none of the above resolve the issue, contact your Customer Success Manager for assistance
❓ FAQ
Who can use the auto-populate feature?
Any authenticated (logged-in) Whistic user with both the Add Vendors and View Vendors List permissions can use this feature. It is available on all assessment and platform plans.
Can external users filling out a shared intake form link use auto-populate?
No. Auto-populate is only available to authenticated users logged into Whistic. This is an intentional design decision to protect vendor data from being exposed to unauthenticated users.
What happens if the domain I enter doesn't match any existing vendor?
If no match is found in your vendor catalog, the intake form opens as normal with all fields blank. No prompt will appear.
What if I have multiple products or services from the same vendor?
If the domain matches more than one existing record in your catalog, you will see a list of matching records under the Product/Service field. Select the one that best fits the new entry you are creating.
Can I change the record I selected after the form has pre-populated?
Yes. Clear the Product/Service field and select a different record. The form will update with the new selection's data.
What permissions do I need to use this feature?
At minimum, you need the Add Vendors and View Vendors List permissions. If you are unsure of your current permissions, contact your Whistic administrator.
Will using auto-populate create a duplicate vendor record?
No. Auto-populate creates a new vendor entry pre-filled with data from an existing record — it does not duplicate the original. Each submission results in its own separate vendor record in your catalog, which is useful when tracking multiple products or services from the same vendor.