Workspace Setup

A clear Workspace setup helps the firm keep access, drafting, and review aligned with responsibility for each matter.

Custom vocabulary

Add firm-specific names, acronyms, and legal phrases under Settings → Custom Dictionary to support Ardela Voice for desktop.

1. Open Settings → Custom Dictionary.
2. Add words or phrases your team uses often.
3. Save the changes.

Current automatic vocabulary prompting is specific to desktop dictation. Always review browser and mobile batch transcripts manually. See Vocabulary settings.

Templates

Templates define the structure of generated notes and documents.

• Ardela templates are maintained by Ardela.
• Workspace templates help a firm use its approved structure and wording.
• Personal templates are scoped to their owner.

The templates a member can create or use depend on the Workspace plan, permissions, and template status. Configure them under Settings → Templates, then select an accessible template when generating. See Templates.

Roles, permissions, and Matter access

Ardela provides Owner, Admin, Member, Read-only, and Transcriber role tiers, with custom roles where the Workspace needs a different permission set.

A role decides what kind of work a member may do. It does not open every client file. Each Matter has its own audience:

• the Matter owner;
• members or groups with a View, Work, or Manage grant;
• specialist transcribers, who see only assigned recordings.

Administrators do not receive a bypass of Matter content. See Permissions and Matter access.

Invite your team

Authorised Workspace administrators can invite members from Settings:

• Assign a built-in or custom role.
• Grant only the permissions needed for that person's work.
• Share each Matter separately from role membership.
• Use Enterprise SAML SSO or enforced MFA where the firm's plan and identity policy require it.

See Members and Permissions.

Document branding

Configure branding in the Document Branding section of Settings → Workspace. Where configured, it can add the firm's logo and document styling to generated PDF and DOCX exports. Branding does not turn a draft into approved legal work.

Plan and usage limits

Check Settings → Usage for the Workspace's current allowances, including:

• audio minutes and maximum recording duration;
• AI generations and edits;
• Clara messages;
• Pillar extractions;
• form fills and document reviews.

See Billing and plans for current entitlements. Contact the Workspace administrator or Ardela support if an expected feature is unavailable.

Recommended checklist

When setup is done, open your first matter.