Most US law firms don’t struggle with the idea of automation—they struggle with the last 20%: getting a Docassemble interview from “it works on my laptop” to “staff can run it daily, clients can’t break it, and the PDF looks court-ready.”
That’s exactly what docassemble implementation is: not just building an interview, but delivering a complete, reliable workflow—from intake to a clean PDF/DOCX output, deployed securely, with testing, versioning, and maintenance baked in.
Docassemble itself is a free, open-source platform for guided interviews and document assembly that can generate outputs like PDF, RTF, and DOCX based on user input.Below is a practical checklist you can use to plan, build, and launch Docassemble inside a US law firm-whether you do it internally or through docassemble implementation services / docassemble consulting.
Why implementations fail (and how this checklist prevents it)
Here are the common failure modes we see:
- Intake questions aren’t mapped to real case workflows (so staff “work around” the tool)
- Data structures aren’t planned (so adding one feature breaks five screens)
- PDFs look fine in one case, then collapse with edge cases (blank fields, long names, multiple parties)
- Deployment is treated like an afterthought (no backups, no updates, no monitoring)
A legal automation tool isn’t “done” when the YAML runs. It’s done when your team trusts it enough to use it with real clients.
The Docassemble implementation checklist (Intake → PDF)
1) Define the workflow like a paralegal would
Before you write a line of YAML, document:
- What triggers the workflow? (new client intake, court form, demand letter, QDRO, etc.)
- Who uses it? (client, intake staff, attorney)
- What decisions exist? (eligibility, jurisdiction, filing type, fee structure)
- What’s the output? (PDF, DOCX, a package of documents, email summaries)
This is where docassemble consulting pays off-translating legal reality into automation logic.
2) Turn your intake into a data map (not “a list of questions”)
Create a simple data dictionary:
- Fields (first_name, spouse_name, case_number, county, minor_children, etc.)
- Data type (text, date, number, yes/no)
- Validation rules (required, format, min/max)
- Where it appears (screen, document, email, API)
This becomes your foundation for clean docassemble configuration later.
3) Design the interview flow (happy path + edge cases)
US law firm flows always have forks:
- multiple parties
- multiple addresses
- unknown dates (“approximate”)
- safety/confidentiality needs
- language access needs
Write the “happy path,” then add the top 10 edge cases your staff sees weekly.
4) Build the interview in Docassemble (YAML structure)
Use a consistent file structure:
- intake.yml (questions + flow)
- objects.yml (data models, lists)
- logic.yml (decision rules)
- templates/ (docx/pdf templates)
Docassemble has a built-in Playground where developers can write and test YAML interviews quickly.
5) Add strong validations (your future self will thank you)
Examples:
- phone/email format checks
- required fields only when relevant
- date logic (filing date can’t be before marriage date)
- “none/unknown” patterns for missing information
Validations reduce staff cleanup time and prevent garbage-in/garbage-out documents.
6) Build the document template like a “court-ready output”
Docassemble supports document generation in PDF, RTF, and DOCX formats.
Your template checklist:
- consistent spacing and indentation
- conditional paragraphs (only show if answered)
- repeating sections for multiple parties/children
clean fallbacks for blanks (“N/A” or omitted text)
# intake.yml
metadata:
title: Client Intake (Example)
---
objects:
- client: Individual
---
question: Client details
fields:
- First name: client.name.first
- Last name: client.name.last
- Email: client.email
datatype: email
- Phone: client.phone_number
---
question: Case basics
fields:
- Matter type: matter_type
choices:
- Family law
- Estate planning
- Civil dispute
---
attachment:
name: Intake Summary
filename: intake_summary
docx template file: intake_summary.docx
---
mandatory: True
question: Done
subquestion: |
Your intake summary is ready.
attachments:
- name: Intake Summary
7) Plan integrations early (so you don’t rebuild later)
Common integrations for US law firms:
- CRM/case management (Clio, PracticePanther, LegalServer, custom)
- payments (if collecting fees)
- e-sign / identity verification (depending on workflow)
- email + document storage
If you’re hiring a partner, look for teams that specifically mention API integrations as part of their end-to-end delivery.
8) Pick a deployment approach (prototype vs production)
This is the docassemble deployment reality check:
- Where will it run? (AWS, Azure, on-prem)
- Who maintains it?
- How are updates applied?
- How are backups handled?
If you’re building for real clients, treat infrastructure as part of the product—not a checkbox.
9) Security basics (minimum bar for US legal workflows)
At a minimum:
- HTTPS everywhere
- role-based access (staff vs client)
- least-privilege credentials for integrations
- backups + retention policy
- audit-friendly logging (without leaking sensitive data)
10) Create a testing plan (don’t rely on “it seems fine”)
Build a small test matrix:
- 20 sample intakes (realistic variety)
- edge cases (long names, missing dates, multiple parties)
- regression tests (after each change)
- template rendering checks (PDF/DOCX formatting)
11) Go-live rollout plan (make adoption easy)
The smoothest launches:
- start with 1 practice area / 1 document type
- train one internal “champion”
- collect feedback for 2 weeks
- expand to other workflows once stable
12) Ongoing maintenance (the part firms forget to budget for)
Plan for:
- monthly upgrades
- bug fixes + small enhancements
- template changes as laws/forms evolve
- security patching and monitoring
FAQs
1) How long does a docassemble implementation take for a US law firm?
A simple intake + 1–2 documents can move quickly, but timelines depend on complexity (multiple parties, court formatting, integrations, approvals). The biggest variable is usually document rules and edge-case testing.
2) What’s the difference between docassemble setup vs implementation?
Docassemble setup is getting the environment and basic interview running. Docassemble implementation includes the full workflow: validations, production-ready templates, deployment, testing, and maintenance.
3) Can Docassemble generate court-ready PDFs?
Yes—Docassemble can generate PDF/DOCX outputs, but “court-ready” requires careful template design, conditional logic, and formatting checks across edge cases.
4) Do we need a developer, or can staff build it?
Staff can often prototype. But once you need integrations, robust validations, clean templates, and production docassemble deployment, a developer (or docassemble consulting partner) typically saves time and prevents costly rework.
5) What should we ask a vendor offering docassemble implementation services?
Ask about: interview architecture, template strategy, deployment/security approach, testing process, and how they handle updates after go-live (retainers/support).
6) What are the biggest red flags in a Docassemble project?
No test plan, weak validations, messy data structure, “we’ll figure deployment later,” and no clear ownership for maintenance once real users start using the system.
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