How to Connect Quilia + Filevine

To integrate Filevine with Quilia, you need to activate the Quilia integration in Filevine, create a Personal Access Token, and then enter it in the Quilia Portal. The setup takes about 5 minutes and enables automatic syncing of project and client activity between the two platforms.

What you need

• A Filevine account with Org Admin access
• A Quilia Portal admin account
• About 5 minutes

Step 1: Activate the Quilia Integration in Filevine

Before you can generate a Personal Access Token for Quilia, you first need to activate Quilia as a certified partner integration in your Filevine organization.

1. Log into Filevine and click the hamburger menu (three lines) in the top-left corner
2. Scroll down and click "Advanced" to open the Advanced settings area
3. In the left sidebar, click "Integrations"
4. Scroll down through the list of certified partner integrations until you find "Quilia"
5. Click the green "Activate" button next to Quilia

Step 2: Create a Service Account

Now that Quilia is activated, you need to create a Service Account for Quilia.

1. Click "Service Accounts" on the Advanced sidebar
2. Select your Org from the dropdown
3. Click "+ New"

1. In the New Service Account panel, select "Quilia" from the dropdown
2. Leave "All Permissions" selected
3. Click "Create" in the bottom-right corner

Step 3: Find your Filevine Org ID

Quilia needs your Filevine Org ID along with a Personal Access Token to connect. Grab the Org ID first, since the token lives on a different screen.

1. Click your profile avatar in the top-right corner of Filevine
2. Select "Filevine Settings" from the dropdown
3. In the left sidebar, click "Orgs"
4. On the Basic Info tab, find the "ID" field (a number like 990000532)
5. Copy the Org ID and keep it handy. You will paste it in Step 5

Step 4: Create a Personal Access Token in Filevine

With the Org ID saved, create a Personal Access Token (PAT) that Quilia will use to securely connect to your Filevine account.

Open the Account Manager

1. Click your profile avatar in the top-right corner of Filevine
2. Select "Manage My Account" from the dropdown to open the Account Manager

Create a Personal Access Token

1. In the Account Manager left sidebar, click "Access Tokens"
2. Click "+ New" to open the New Token panel
3. In the Name field, type "Quilia"
4. In the User dropdown, select the Quilia service account (ends in @filevine-cpi-service-accounts.com). If it is not listed, go back and complete Step 2 first
5. Under Scopes, check Filevine API Access
6. Also check Webhook API Access
7. Click "Create" in the bottom-right corner
8. Copy the token value immediately. You will not be able to view it again after leaving this page

Step 5: Connect Filevine in Quilia

With your Personal Access Token and Org ID ready, head over to the Quilia Portal to complete the connection.

1. Open Connect Filevine in Quilia and sign in with your admin account. The Filevine connection page opens automatically.
2. Enter your Filevine Org ID from Step 3
3. Paste your Personal Access Token
4. Click Save

When does information sync?

Filevine → Quilia

• New projects: appear in Quilia within minutes
• Project changes (phase, status): synced when updated
• Contacts and emergency contact: synced when changed in Filevine
• Case team: assigned staff are invited to Quilia when the case imports
• Medical providers: optional. When set up for your case type, providers from the case's medical section sync into Quilia

Quilia → Filevine

• Client activity: sent as it happens, to a pinned Quilia note on the project (or to the Quilia section, if you've added it)
• Activity includes pain scores, treatment updates, photos, and documents
• Client files: uploaded to the project's Quilia folder in Filevine Docs
• Medical providers the client adds: optionally created as Filevine contacts and added to your medical-providers section

What information syncs back to Filevine?

Everything the client does in the Quilia app is synced back to Filevine:

• Completed forms and submitted documents
• Daily or submitted pain data (scores and body part entries)
• Photos (injury progress, medical records)
• Treatment/appointment logs
• A client Nightly Log

Notes:

• All client files flow, including PDFs, images, and third-party docs
• Quilia doesn't write into your Filevine custom fields. Beyond activity and files, it adds client-entered providers (if you turn that on) and sets the client's contact photo

What to expect

• New Filevine projects will appear in the Quilia portal within minutes. Bring in existing projects with Import Existing Case, by phase from the Client Access tab, or with the Invite to Quilia button
• You can begin inviting clients to download the Quilia app from their project page
• Activity from the Quilia app will begin syncing to Filevine Notes automatically
• If the client uploads a file in Quilia, it will sync to Filevine > Docs within minutes

Quick checks if something breaks

• Smoke test: Create a brand new project in Filevine. It should appear in Quilia within minutes
• Not connected? In Quilia, visit Settings > Integrations and check that the Filevine status shows "Connected"
• Confirm the Quilia integration is still activated in Filevine under Advanced > Integrations
• If projects are not syncing, check that the project template is one Quilia supports
• Token expired? Create a new Personal Access Token in Filevine, paste it into the API Credentials window in Quilia, and click Save

Copy block for your team (optional)

Use this message to let your team know about the integration. This gives the basics without overwhelming them.

Frequently Asked Questions

How long does setup take?

About 10 minutes if you have Org Admin access.

Do I need a Client ID or Client Secret?

No. Quilia requires a Personal Access Token (PAT) and your Filevine Org ID. You do not need a Client ID or Client Secret.

Do edits in Filevine auto-update Quilia?

Yes, project phase changes sync automatically.

Where do files land in Filevine?

Documents, status updates, and client files all flow to Filevine, placed in the Documents area and Notes.

When do client actions appear in Filevine?

As they happen, on the project's pinned Quilia note.

Can we import existing projects?

Yes. Use Import Existing Case in the Quilia portal, import a whole phase at once from the Client Access tab, or click the "Invite to Quilia" button in Filevine.

What if the token stops working?

Create a new Personal Access Token in Filevine, paste it into the API Credentials window in the Quilia Portal under Settings > Integrations, and click Save.

Can I disconnect later?

Yes. Deactivate via Filevine under Advanced > Integrations, or disconnect in Quilia Settings.

Setting up Quilia Invite Button

Now you’ll want to set up the Invite to Quilia button on your Filevine Intake screen.

Setup Invite to Quilia on Filevine