User Agreement Feature

User Agreement Feature

Overview

The User Agreement feature allows administrators to configure a global agreement that users must accept before uploading files to workspaces. This provides organizations with a mechanism to ensure users acknowledge terms, policies, or guidelines before contributing documents to the system.

Version Implemented: v0.237.001

Key Features

• Global Admin Configuration: Single configuration point in Admin Settings → Workspaces tab
• Workspace Type Selection: Apply agreement to personal workspaces, group workspaces, public workspaces, and/or chat
• Markdown Support: Agreement text supports Markdown formatting for rich content
• Word Limit: 200-word limit with real-time word count display
• Daily Acceptance Option: Optional setting to only prompt users once per day
• Activity Logging: All acceptances are logged for compliance tracking

Configuration

Accessing User Agreement Settings

1. Navigate to Admin Settings from the sidebar
2. Select the Workspaces tab
3. Scroll to the User Agreement section

Configuration Options

Example Agreement Text

## File Upload Agreement

By uploading files to this workspace, you agree to the following:

1. **Ownership**: You have the right to share this content
2. **Confidentiality**: You will not upload confidential information without authorization
3. **Compliance**: All uploads comply with organizational policies

For questions, contact your administrator.

User Experience

File Upload Flow

1. User initiates a file upload (drag-and-drop or file picker)
2. System checks if User Agreement is enabled for that workspace type
3. If enabled and user hasn't accepted today (when daily acceptance is on):
   • Modal appears with agreement text
   • User can Accept & Upload or Cancel
4. Upon acceptance:
   • Acceptance is logged to activity logs
   • File upload proceeds normally
5. If cancelled:
   • Upload is aborted
   • No files are uploaded

Modal Interface

The User Agreement modal displays:

• Agreement title
• Rendered Markdown content (sanitized via DOMPurify)
• Daily acceptance info (when enabled): "You only need to accept once per day"
• Cancel button - Dismisses modal, cancels upload
• Accept & Upload button - Records acceptance, proceeds with upload

Technical Architecture

Backend Components

Frontend Components

API Endpoints

Check Agreement Status

GET /api/user_agreement/check?workspace_type={type}&workspace_id={id}&action_context=file_upload

Response:

{
    "needsAgreement": true,
    "agreementText": "## Agreement\n\nYour agreement text...",
    "enableDailyAcceptance": true
}

Record Acceptance

POST /api/user_agreement/accept
Content-Type: application/json

{
    "workspace_type": "personal",
    "workspace_id": "default",
    "action_context": "file_upload"
}

Response:

{
    "success": true,
    "message": "User agreement accepted"
}

Settings Data Model

Settings are stored in app_settings with the following keys:

{
    "enable_user_agreement": False,  # Master toggle
    "user_agreement_text": "",       # Markdown content
    "user_agreement_apply_to": [],   # List: ["personal", "group", "public", "chat"]
    "enable_user_agreement_daily": False  # Daily acceptance toggle
}

Activity Log Entry

When a user accepts the agreement, an activity log entry is created:

{
    "activity_type": "user_agreement_accepted",
    "user_id": "user@example.com",
    "workspace_type": "personal",
    "workspace_id": "default",
    "action_context": "file_upload",
    "timestamp": "2026-01-21T10:30:00Z"
}

Integration Points

Workspace Upload Handlers

The following files integrate with UserAgreementManager:

Usage Pattern

// Example integration in upload handler
async function handleFileUpload(files) {
    // Check user agreement before upload
    UserAgreementManager.checkBeforeUpload(
        'personal',           // workspace type
        'default',            // workspace id
        files,                // files to upload
        function(approvedFiles) {
            // This callback runs after user accepts
            proceedWithUpload(approvedFiles);
        }
    );
}

Security Considerations

• Agreement text is sanitized using DOMPurify before rendering
• All API endpoints require user authentication
• Admin settings are protected by @admin_required decorator
• Activity logs provide audit trail for compliance

Dependencies

• marked.js: Markdown parsing
• DOMPurify: HTML sanitization
• Bootstrap 5: Modal component

Sidebar Navigation

The User Agreement settings are accessible via:

• Admin Settings → Workspaces submenu → User Agreement

This follows the same pattern as other workspace-related admin settings like Retention Policy.

Testing

To test the feature:

1. Enable User Agreement in Admin Settings → Workspaces
2. Select at least one workspace type (e.g., Personal Workspaces)
3. Enter agreement text
4. Navigate to a personal workspace
5. Attempt to upload a file
6. Verify the agreement modal appears
7. Accept and verify the upload proceeds
8. Check Activity Logs for acceptance entry

Related Features

• Activity Logging - Acceptance tracking
• Public Workspaces - Workspace types