Add reset-to-default button and how-to docs to system prompt editor

Each service prompt card now shows:
- A collapsible how-to panel with placeholder docs, required JSON
  response keys, and usage notes
- A "Reset to Default" button (with confirmation step) that restores
  the built-in prompt without saving, letting the admin review first
- A "Using the built-in default prompt" indicator when unchanged

Backend includes default_system / default_user_template in the
system-prompts API response so the frontend never duplicates defaults.

Co-Authored-By: Claude Sonnet 4.6 <noreply@anthropic.com>

backend/app/core/app_config.py

@@ -179,7 +179,7 @@ SYSTEM_PROMPT_SERVICES: dict[str, str] = {
 
 
 def load_all_system_prompts() -> dict:
-    """Return {service_id: {label, system, user_template}} for all registered services."""
+    """Return {service_id: {label, system, user_template, default_system, default_user_template}}."""
     result: dict = {}
     for service_id, label in SYSTEM_PROMPT_SERVICES.items():
         config = load_service_config(service_id)
@@ -189,6 +189,8 @@ def load_all_system_prompts() -> dict:
             "label": label,
             "system": prompts.get("system", defaults["system"]),
             "user_template": prompts.get("user_template", defaults["user_template"]),
+            "default_system": defaults["system"],
+            "default_user_template": defaults["user_template"],
         }
     return result
 

frontend/src/api/client.ts

@@ -225,6 +225,8 @@ export interface ServiceSystemPrompt {
   label: string;
   system: string;
   user_template: string;
+  default_system: string;
+  default_user_template: string;
 }
 
 export type SystemPromptsData = Record<string, ServiceSystemPrompt>;

frontend/src/pages/AIAdminSettingsPage.tsx

@@ -12,6 +12,53 @@ import {
 type Provider = "anthropic" | "ollama" | "lmstudio";
 type Tab = "general" | "system-prompts";
 
+// ── Static per-service documentation ──────────────────────────────────────────
+
+interface ServiceDoc {
+  description: string;
+  placeholders: { name: string; required: boolean; description: string }[];
+  requiredResponseKeys: string[];
+  notes: string[];
+}
+
+const SERVICE_DOCS: Record<string, ServiceDoc> = {
+  doc_service: {
+    description:
+      "Extracts structured data from uploaded PDF documents. The system prompt instructs the model to return ONLY a JSON object. The user template is sent once per document with the extracted text injected at {text}.",
+    placeholders: [
+      {
+        name: "{text}",
+        required: true,
+        description:
+          "The first 50 000 characters of text extracted from the PDF. Must be present in the user template.",
+      },
+    ],
+    requiredResponseKeys: [
+      "title",
+      "document_type",
+      "total_amount",
+      "currency",
+      "vendor_name",
+      "customer_name",
+      "billing_address",
+      "customer_address",
+      "invoice_number",
+      "invoice_date",
+      "due_date",
+      "tags",
+      "line_items",
+      "suggested_categories",
+    ],
+    notes: [
+      'The system prompt should instruct the model to return ONLY a JSON object — no markdown, no code fences, no explanation.',
+      'document_type must be one of: invoice, bill, receipt, order, expense, revenue, unknown.',
+      'tags and suggested_categories must be JSON arrays of strings.',
+      'line_items must be a JSON array of objects, each with keys description and amount.',
+      'Missing keys will be stored as null — the service will not error on absent optional fields.',
+    ],
+  },
+};
+
 // ── Shared layout helpers ──────────────────────────────────────────────────────
 
 function Section({ title, children }: { title: string; children: React.ReactNode }) {
@@ -46,10 +93,135 @@ const inputStyle: React.CSSProperties = {
 const textareaStyle: React.CSSProperties = {
   ...inputStyle,
   fontFamily: "monospace",
+  fontSize: 13,
   resize: "vertical",
   minHeight: 120,
 };
 
+// ── Service documentation panel ────────────────────────────────────────────────
+
+function ServiceDocsPanel({ serviceId }: { serviceId: string }) {
+  const [open, setOpen] = useState(false);
+  const doc = SERVICE_DOCS[serviceId];
+  if (!doc) return null;
+
+  return (
+    <div style={{ marginBottom: 16 }}>
+      <button
+        onClick={() => setOpen((v) => !v)}
+        style={{
+          background: "none",
+          border: "none",
+          cursor: "pointer",
+          fontSize: 13,
+          color: "#555",
+          padding: 0,
+          display: "flex",
+          alignItems: "center",
+          gap: 6,
+        }}
+      >
+        <span style={{ fontSize: 11 }}>{open ? "▼" : "▶"}</span>
+        How-to &amp; required keys
+      </button>
+
+      {open && (
+        <div
+          style={{
+            marginTop: 10,
+            padding: "14px 16px",
+            background: "#f8f9fa",
+            border: "1px solid #e0e0e0",
+            borderRadius: 5,
+            fontSize: 13,
+            lineHeight: 1.6,
+          }}
+        >
+          <p style={{ marginBottom: 10 }}>{doc.description}</p>
+
+          {doc.placeholders.length > 0 && (
+            <>
+              <p style={{ fontWeight: 600, marginBottom: 6 }}>Template placeholders</p>
+              <table style={{ width: "100%", borderCollapse: "collapse", marginBottom: 12 }}>
+                <thead>
+                  <tr style={{ background: "#eee" }}>
+                    <th style={thStyle}>Placeholder</th>
+                    <th style={thStyle}>Required</th>
+                    <th style={thStyle}>Description</th>
+                  </tr>
+                </thead>
+                <tbody>
+                  {doc.placeholders.map((p) => (
+                    <tr key={p.name}>
+                      <td style={tdStyle}>
+                        <code style={codeStyle}>{p.name}</code>
+                      </td>
+                      <td style={{ ...tdStyle, textAlign: "center" }}>
+                        {p.required ? (
+                          <span style={{ color: "#c00", fontWeight: 600 }}>Yes</span>
+                        ) : (
+                          "No"
+                        )}
+                      </td>
+                      <td style={tdStyle}>{p.description}</td>
+                    </tr>
+                  ))}
+                </tbody>
+              </table>
+            </>
+          )}
+
+          {doc.requiredResponseKeys.length > 0 && (
+            <>
+              <p style={{ fontWeight: 600, marginBottom: 6 }}>Expected JSON response keys</p>
+              <div style={{ display: "flex", flexWrap: "wrap", gap: 6, marginBottom: 12 }}>
+                {doc.requiredResponseKeys.map((k) => (
+                  <code key={k} style={codeStyle}>
+                    {k}
+                  </code>
+                ))}
+              </div>
+            </>
+          )}
+
+          {doc.notes.length > 0 && (
+            <>
+              <p style={{ fontWeight: 600, marginBottom: 6 }}>Notes</p>
+              <ul style={{ paddingLeft: 18, margin: 0 }}>
+                {doc.notes.map((n, i) => (
+                  <li key={i} style={{ marginBottom: 4 }}>
+                    {n}
+                  </li>
+                ))}
+              </ul>
+            </>
+          )}
+        </div>
+      )}
+    </div>
+  );
+}
+
+const thStyle: React.CSSProperties = {
+  padding: "5px 10px",
+  textAlign: "left",
+  fontWeight: 600,
+  fontSize: 12,
+  borderBottom: "1px solid #ddd",
+};
+const tdStyle: React.CSSProperties = {
+  padding: "5px 10px",
+  verticalAlign: "top",
+  borderBottom: "1px solid #eee",
+};
+const codeStyle: React.CSSProperties = {
+  background: "#ececec",
+  padding: "1px 5px",
+  borderRadius: 3,
+  fontFamily: "monospace",
+  fontSize: 12,
+};
+
 // ── General tab ────────────────────────────────────────────────────────────────
 
 function GeneralTab() {
@@ -265,15 +437,29 @@ function ServicePromptCard({
   label,
   initialSystem,
   initialUserTemplate,
+  defaultSystem,
+  defaultUserTemplate,
 }: {
   serviceId: string;
   label: string;
   initialSystem: string;
   initialUserTemplate: string;
+  defaultSystem: string;
+  defaultUserTemplate: string;
 }) {
   const queryClient = useQueryClient();
   const [system, setSystem] = useState(initialSystem);
   const [userTemplate, setUserTemplate] = useState(initialUserTemplate);
+  const [showResetConfirm, setShowResetConfirm] = useState(false);
+
+  const isAtDefault =
+    system === defaultSystem && userTemplate === defaultUserTemplate;
+
+  const handleReset = () => {
+    setSystem(defaultSystem);
+    setUserTemplate(defaultUserTemplate);
+    setShowResetConfirm(false);
+  };
 
   const mut = useMutation({
     mutationFn: () => updateSystemPrompt(serviceId, { system, user_template: userTemplate }),
@@ -289,7 +475,9 @@ function ServicePromptCard({
         marginBottom: 24,
       }}
     >
-      <h3 style={{ fontSize: 16, marginBottom: 16 }}>{label}</h3>
+      <h3 style={{ fontSize: 16, marginBottom: 14 }}>{label}</h3>
+
+      <ServiceDocsPanel serviceId={serviceId} />
 
       <Field label="System Prompt">
         <textarea
@@ -300,9 +488,6 @@ function ServicePromptCard({
       </Field>
 
       <Field label="User Prompt Template">
-        <p style={{ fontSize: 12, color: "#888", marginBottom: 6 }}>
-          Use <code style={{ background: "#f4f4f4", padding: "1px 4px", borderRadius: 3 }}>{"{text}"}</code> as the placeholder for the document text.
-        </p>
         <textarea
           value={userTemplate}
           onChange={(e) => setUserTemplate(e.target.value)}
@@ -310,7 +495,7 @@ function ServicePromptCard({
         />
       </Field>
 
-      <div style={{ display: "flex", alignItems: "center", gap: 12, marginTop: 12 }}>
+      <div style={{ display: "flex", alignItems: "center", gap: 10, marginTop: 12, flexWrap: "wrap" }}>
         <button
           onClick={() => mut.mutate()}
           disabled={mut.isPending}
@@ -325,6 +510,56 @@ function ServicePromptCard({
         >
           {mut.isPending ? "Saving…" : "Save"}
         </button>
+
+        {!isAtDefault && !showResetConfirm && (
+          <button
+            onClick={() => setShowResetConfirm(true)}
+            style={{
+              padding: "8px 16px",
+              cursor: "pointer",
+              borderRadius: 4,
+              border: "1px solid #ccc",
+              background: "transparent",
+              fontSize: 14,
+            }}
+          >
+            Reset to Default
+          </button>
+        )}
+
+        {showResetConfirm && (
+          <span style={{ fontSize: 13, display: "flex", alignItems: "center", gap: 8 }}>
+            <span style={{ color: "#555" }}>Discard changes and restore the built-in default?</span>
+            <button
+              onClick={handleReset}
+              style={{
+                padding: "4px 12px",
+                cursor: "pointer",
+                borderRadius: 4,
+                border: "1px solid #c00",
+                color: "#c00",
+                background: "transparent",
+                fontSize: 13,
+              }}
+            >
+              Yes, reset
+            </button>
+            <button
+              onClick={() => setShowResetConfirm(false)}
+              style={{
+                padding: "4px 12px",
+                cursor: "pointer",
+                borderRadius: 4,
+                border: "1px solid #ccc",
+                background: "transparent",
+                fontSize: 13,
+              }}
+            >
+              Cancel
+            </button>
+          </span>
+        )}
+
         {mut.isSuccess && (
           <span style={{ fontSize: 13, color: "#2a9d8f" }}>Saved.</span>
         )}
@@ -332,6 +567,12 @@ function ServicePromptCard({
           <span style={{ fontSize: 13, color: "#c00" }}>Failed to save.</span>
         )}
       </div>
+
+      {isAtDefault && (
+        <p style={{ marginTop: 8, fontSize: 12, color: "#aaa" }}>
+          Using the built-in default prompt.
+        </p>
+      )}
     </div>
   );
 }
@@ -343,22 +584,27 @@ function SystemPromptsTab() {
   });
 
   if (isLoading) return <div style={{ padding: 16 }}>Loading…</div>;
-  if (isError || !data) return <div style={{ padding: 16, color: "#c00" }}>Failed to load system prompts.</div>;
+  if (isError || !data)
+    return <div style={{ padding: 16, color: "#c00" }}>Failed to load system prompts.</div>;
 
   return (
     <Section title="Service System Prompts">
       <p style={{ fontSize: 13, color: "#666", marginBottom: 20 }}>
         Each service sends its own system prompt to the AI model. Changes take effect within 30 seconds (config cache TTL).
       </p>
-      {Object.entries(data).map(([serviceId, { label, system, user_template }]) => (
-        <ServicePromptCard
-          key={serviceId}
-          serviceId={serviceId}
-          label={label}
-          initialSystem={system}
-          initialUserTemplate={user_template}
-        />
-      ))}
+      {Object.entries(data).map(
+        ([serviceId, { label, system, user_template, default_system, default_user_template }]) => (
+          <ServicePromptCard
+            key={serviceId}
+            serviceId={serviceId}
+            label={label}
+            initialSystem={system}
+            initialUserTemplate={user_template}
+            defaultSystem={default_system}
+            defaultUserTemplate={default_user_template}
+          />
+        )
+      )}
     </Section>
   );
 }