When your firm connects a case management system to Quilia, you control who is assigned to each imported case and whether clients can see them. You configure this on your CMS integration page under the Staff section.
This section has two parts: a picker that sets the baseline rule for the caseload, and a Per-person overrides table to handle exceptions.
Choosing a picker mode
The picker mode decides how Quilia reads your CMS to build the default team for a case. To set this:
- Go to Settings and open your CMS integration, for example Clio.
- Scroll to the Staff section.
- Select one of the following modes:
- Auto-detect (recommended): Quilia automatically reads the staff assigned to the matter in your CMS and adds them to the case.
- Pick by role: You select specific roles (like Paralegal or Attorney) from your CMS. Only staff holding those roles on the matter are added.
- Pick by custom field: You pick custom fields from your CMS that hold staff names. Quilia reads those fields to determine who belongs on the case.
Using per-person overrides
Sometimes the baseline rule is not enough. You might want a specific person shown to clients, while back-office staff remain internal. The Per-person overrides table lists your Quilia team members, rather than your CMS users. Next to each person, you can choose whether they are visible to the client.
Crucially, per-person overrides only apply where the CMS already lists the person on the case; they never add anyone.
Visible to client
Leave Visible to client unticked unless you want the person shown to clients in the Quilia app.
Being on a case and being visible to the client are two different things. Someone can receive every notification while remaining invisible to clients, which is usually what you want for back-office staff. Ticking the box displays them to every client as part of the case team, but only on cases where they are already assigned.
Add to every case
The attorney of record is usually handled by the picker, but this leaves out the people who touch every file without being named on any of them: office managers, intake coordinators, executive assistants, and anyone who handles client communication across the whole caseload.
Because they are not on the case in your CMS, they do not receive Quilia notifications for it. The usual workaround is to add them to every matter in your CMS by hand, and to remember to do it again for each new matter.
To remove that work, you can add them to every case directly in Quilia:
- Go to Settings → Team.
- Select the pencil icon to edit the user.
- In the Access section, turn on Add to every case.
This works alongside your picker mode. The CMS still decides the main team, and anyone with this setting turned on is added on top. Good candidates are people whose jobs span the whole caseload: an office manager, a client communication lead, an intake coordinator, or a firm owner who wants visibility of everything.
Be deliberate about it. Everyone you add receives notifications for every case, so on a large caseload that is a lot of email. To add someone to one specific matter instead, see Adding a Team Member to a Case.
A new team member isn't showing on cases
When a new team member joins your firm, they will not automatically appear on cases just by having a Quilia account. If a team member is missing from a case they should be on, check the following:
- Email match: They have a Quilia team member account with the exact same email address as their user account in your CMS.
- CMS role: In the CMS, they are on the project team in a role that Quilia includes. You can verify which roles Quilia reads under the Staff section on your CMS integration page.
- Wait for sync: Once they are added to the matter in the CMS in an included role, the next sync picks them up. This happens nightly, automatically on case activity, or manually if you run a full sync.
- Firm-wide staff: If they need to be on every case regardless of the CMS (such as an office manager), use Add to every case on their Team profile instead.
When someone leaves
When someone leaves your firm, you must remove them in both places: remove them from the project teams in your CMS, and deactivate them in Quilia. Then, add their replacement to the projects in your CMS in the same role. For more on deactivating users, see Adding Your Team Members.
Stopping automatic assignment
To stop adding someone to every case automatically, go to their Team profile and turn off Add to every case. They stop being added to new cases straight away. They remain on cases they were already added to, and you can remove them from any of those individually from the case itself.
To remove someone completely when they leave the firm, see When someone leaves above.
When changes take effect
New cases pick up these settings as they are imported.
Cases you already have update the next time each one syncs with your CMS, meaning the staff changes arrive gradually. If you would like it applied across your existing caseload immediately, contact support and we can run it for you.