Administrator Guide

Manage users, permissions, storage, languages, SMS, and system-wide settings for Workflow Docs.

1. LegalServer Integration

Connect Workflow Docs to your LegalServer instance.

Initial Setup & API Permissions

To ensure Workflow Docs functions correctly, you must properly configure an API user and grant specific permissions in LegalServer.

Common Gotcha: Missing API Permissions If advocates cannot launch interviews or data fails to load, verify the following:

1. Docassemble API Enabled: Ensure the Docassemble module is enabled on your LegalServer site.
2. Launch Permission: Advocates must have the "Generate Docassemble Interviews" permission assigned to their user role to see and launch workflows.

Setting up the Dedicated API User

You need a dedicated API user in LegalServer to authenticate requests from Workflow Docs:

1. Create a new User Role (e.g., "Docassemble API") and ensure all "API"-related permissions are checked.
2. Create a new User (e.g., username docassembleapi, Login Active: "No") assigned to this role.
3. Edit the user's profile to add the "Manage Personal Access Tokens" block.
4. Generate a Personal Access Token (labeled "Workflowdocs").

Connecting the Dashboard

Once you have your API token:

1. Navigate to Admin Settings in the Workflow Docs dashboard.
2. Configure your LegalServer endpoint URL and enter the API token.

2. Workflow Filters

Administrators can control which interviews are visible on specific LegalServer pages by default.

• Configure Filters: Use Workflow Filters to limit visibility by case type, advocate role, or other criteria.
• Advocate Experience: While advocates can manually "Remove Filters" in their UI to see hidden workflows, you should configure filters so that the most relevant tools are visible by default for each case type.

3. Managing Permissions

Workflow Docs permissions are managed by Lemma Legal. A client of WorkflowDocs who wants to be able to manage templates for their organization needs to be given the Docassemble privilege manage_templates. This needs to be done by asking the WorkflowDocs team.

Requesting Administrative Access

To request the manage_templates privilege or other administrative permissions for yourself or a colleague, please send an email to info@lemmalegal.com with:

1. The email address(es) used to log in to the server.
2. The server name (e.g., app.workflowdocs.com or your organization's dedicated host).
3. The specific privilege requested (e.g., manage_templates or Admin).

4. System Tools

• Admin Dashboard
• Template Editor
• Template Manager

Template Manager Privilege

The built-in template manager (/wfd/template-manager) checks Docassemble privileges:

• admin and developer can manage templates for all configured organizations.
• manage_templates can manage templates for organizations allowed by their email-domain mapping (defined in workflowdocs.clients).
• Only admin / developer can change S3 bucket versioning state from the manager API.

5. Client-Level Configuration

Workflow Docs is multi-tenant. Each LegalServer site you serve has its own entry under workflowdocs.clients, and the legalserver_site value is what selects the right entry at runtime. You can set defaults at the top level of the workflowdocs block too.

Per-Client Key Reference

Key	Default	Purpose
display name	none	Branded name shown in client-facing emails and templates.
organization phone number	inherited from default organization phone number	Phone number rendered in salutations / signature lines.
enable ai draft letter	True	When False, the "Create an AI draft letter" option is hidden in Assemble documents.
legalserver upload pdf	False (DOCX)	Controls whether generated documents inside the LegalServer ZIP are PDF or DOCX. Uploaded files retain their original formats.
sms	False	Must be True to enable any SMS-based flow for this client. See SMS / Twilio below.
languages	all 8 supported	Subset of client languages to offer for this organization.
exitpage	server default	URL the client is sent to when they press an "Exit" button or otherwise leave the interview.
storage	none	Storage backend for templates, companion files, and enclosure YAML.
questionnaire default ai field set	case_information	Default preset for the Send Questionnaire workflow: none, case_information, case_information_and_parties, case_information_and_parties_and_notes, or everything.

Resolution Order

Fallbacks are setting-specific. In general, a per-client value is preferred, followed by the applicable top-level setting and then that setting's built-in default; not every key has the same top-level fallback.

display name and organization phone number fall back to default organization name and default organization phone number. exitpage falls back to the top-level Docassemble exitpage. Other settings use the defaults shown above.

Developer Overrides

When developing or testing, set wfd configuration key in your Docassemble config to impersonate a different client. Only users with the developer or admin privilege can do this. This is useful for previewing what a different organization will see without spinning up a second server.

wfd configuration key: legalaid-demo

Storage Backends

Templates, companion files, and enclosure YAML are stored in an S3 bucket.

S3 Configuration

Each client points at one S3 config entry by name (the s3 configuration item value). The system looks for that key in your Docassemble config:

lso s3 bucket:
  bucket: lso-workflowdocs
  region: us-east-2
  access key id: A........................
  secret access key: a....................

workflowdocs:
  clients:
    legalaid-demo:
      storage:
        type: s3
        s3 configuration item: lso s3 bucket
        storage folder: "" # Optional. Sub-folder inside the bucket.

If s3 configuration item is omitted, the system falls back to a top-level workflowdocs s3 config, then to a generic s3 config.

The storage folder value lets you point multiple clients at the same bucket but with isolated prefixes (e.g. legalaid-demo/ and lso-staging/).

Removed: SharePoint and Box

Older Workflow Docs versions supported Microsoft SharePoint and Box as storage backends. These have been removed. S3 is the only supported backend.

SMS / Twilio Configuration

To use any SMS-based workflow (e.g. "Send link via text message" in Request Documents or Send Questionnaire), you need to:

1. Configure Twilio at the server level.
2. Set sms: True in the per-client config (see Client-Level Configuration).

Twilio Config — Single Tenant

If you only have one Twilio account, use the simple top-level form:

twilio:
  sms: True
  account sid: "ACxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx"
  auth token: "your-auth-token"
  number: "+15551234567"

Twilio Config — Multi-Tenant

If different clients send SMS through different Twilio accounts, use the list form. The name must match a workflowdocs.clients.<key>:

twilio:
  - name: legalaid-demo
    sms: True
    account sid: "ACxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx"
    auth token: "..."
    number: "+15551234567"
  - name: lso-staging
    sms: False

can_use_sms(client_key)

The system computes whether SMS is enabled for a given client by checking:

1. The Twilio config (top-level sms: True, or a matching list entry with sms: True).
2. The per-client sms: True flag.

Both must be true. If either is missing or false, the SMS options are hidden in every interview for that client. The system validates this and surfaces a clear error if an advocate somehow selects SMS without it being enabled.

Languages

Each client can pick which client-facing languages to offer. The default set, when languages: is omitted, is all 8 supported languages:

Code	Language
en	English
es	Spanish
zh-CN	Chinese (Simplified)
zh-TW	Chinese (Traditional)
pt	Portuguese
ht	Haitian Creole
vi	Vietnamese
km	Khmer

To restrict a client to a subset:

workflowdocs:
  clients:
    legalaid-demo:
      languages:
        - en
        - es
        - vi

These codes are passed to Docassemble's al_interview_languages so every client-facing screen (assemble, request documents, questionnaire) renders in the chosen languages.

Default Language for a Client

When the client opens a link, the system picks a default language from their LegalServer profile in this order:

1. preferred_written_language
2. language
3. language_name (resolved to a code via the language-name table)
4. en

Chinese variants like zh_CN, zh_TW, zh-Hans, zh-Hant are normalized to the canonical zh-CN / zh-TW form.

Exit Page

exitpage controls where the client is sent when they press an Exit button or otherwise leave the interview (e.g. on a thank-you screen). The resolution order is:

1. workflowdocs.clients.<key>.exitpage
2. Top-level exitpage in your Docassemble config
3. No exit page (the standard Docassemble exit behavior)

Set this to a branded thank-you URL, your main website, or a survey page.

AI Features

Workflow Docs typically uses Azure OpenAI Service for:

• The "Create an AI draft letter" option in Assemble documents.
• The questionnaire workflow's suggested questions, follow-up questions, and response synthesis.
• Template auto-labeling can use Google Gemini.

Administrators can:

• Disable AI letter drafting per client with enable ai draft letter: False in the per-client config. The questionnaire and auto-labeling features are not affected.
• Disable all AI for a site by contacting Workflow Docs support to disable AI features at the server level.

Questionnaire AI Background Information

For a LegalServer-launched questionnaire, the advocate chooses an AI background preset for generating suggested questions: none, basic case information, case information and parties, case information and parties and notes, or everything. The default preset can be changed with questionnaire default ai field set.

Configure custom fields under workflowdocs.legalserver.custom fields:

workflowdocs:
  legalserver:
    custom fields:
      - problem_statement_130

These fields are also available to other LegalServer data consumers. The questionnaire sends only the fields in the selected preset for advocate-facing suggestion generation; they are not sent to the client.

Server administrators may configure OpenAI directly. Customer data is not used to train AI models and is encrypted in transit and at rest. Handling and retention follow the configured provider's enterprise privacy and retention terms.

Complete Example

Here is a complete example showing every supported per-client key:

workflowdocs:
  # Optional: used when a per-client value is missing
  default organization name: "Default Organization"
  default organization phone number: "(555) 555-1234"

  clients:
    legalaid-demo:
      display name: "Legal Aid Demo" # Optional: shown in emails / brand
      organization phone number: (617) 555-1234
      email domains: # Exact email-domain matches authorized for manage_templates
        - legalaid-demo.org

      # Feature toggles
      enable ai draft letter: True # Default True. Set False to hide the AI draft letter option from "Assemble documents"
      questionnaire default ai field set: case_information # Default. One of: none, case_information, case_information_and_parties, case_information_and_parties_and_notes, everything
      legalserver upload pdf: False # Default False. True selects PDF instead of DOCX for generated documents in the LegalServer ZIP; supporting files keep their original formats.
      sms: True # Required True to enable any SMS / Twilio workflow for this client

      # Localization & branding
      languages: # Optional. Defaults to all 8 supported languages
        - en
        - es
        - vi
      exitpage: "https://legalaid-demo.org/thank-you" # Optional. Where "Exit" buttons send the client

      # Storage
      storage:
        type: s3
        s3 configuration item: lso s3 bucket # Points to a separate s3 config entry below
        storage folder: "" # Optional. Sub-folder inside the bucket

lso s3 bucket:
  bucket: lso-workflowdocs
  region: us-east-2
  # IAM User: lso-workflow-docs-user # Good idea to identify the login name associated with access/secret access key in a comment
  access key id: A........................
  secret access key: a....................