Task Lists, Case Delegates, Dark Mode on Mobile

Two new product surfaces anchor this release. Task Lists let you package multiple things you need from a client into a single composer, send the whole bundle as one notification, and watch it complete as a unit. Case Delegates ships the first-class path for the people who actually have authority on a case but are not the primary client. Plus a meaningful Smokeball repair, copy that finally works for non-PI firms, and several silent-data-loss fixes in CMS sync.

Task Lists portal

Send everything you need from a client in one go. Action items, documents, questionnaires, and signature requests can now live inside a single Task List, sent together, tracked together, and finished together.

• Mixed item types in one composer: an Action item is a quick "do this" instruction. A Documents item collects a single file or a small batch. A Questionnaire item is a full form builder. A Signature item is a saved template or a fresh PDF upload. Each item type has its own brand color so a glance at the list tells you what kind of work it is.
• One notification, not five: when you hit Send, every child request flips from draft to pending atomically and a single notification fires to the client. Per-item notifications stay suppressed so the client gets exactly one ping for the whole bundle.
• Pick who gets the completion email: the composer carries a per-list "When complete, email [Name]" picker, defaulting to whoever created the list. When the client finishes the last item, that person gets an email summarizing the bundle.
• Reminders that respect quiet hours: each list has its own reminder cadence (Off, 1 day, 7, 10, or 15) and the reminder worker only fires when the recipient's local time is between 8 a.m. and 8 p.m. Nobody gets a 6 a.m. SMS. The cadence is editable post-send so you can flip Off without canceling the list.
• Status pill at a glance: Draft, Sent, Completed, Cancelled, with the same brand-tone colors used elsewhere in the portal.

Case Delegates portal

A case has always had one client. That works for most personal injury matters where the client is the injured party and signs everything. It does not work for trusts and estates (executors, successor trustees), family law (guardians, parents of minor clients), defense work (POA holders), or the "spouse helps run the case" pattern that shows up everywhere. Case Delegates is the first-class path for everyone who is not the primary client but needs to act on the case.

• Add Delegate from the case detail page: a new button next to Send Client Invitation opens a dialog. Collect name, phone, relationship (free-form text with a datalist of common values: Power of Attorney, Spouse, Parent, Successor Trustee, Executor), and an access tier. The dialog finds-or-creates the delegate's user by phone and sends an invite SMS, unless they are starting dormant.
• Two access tiers: Acting is full read and write. The delegate can read messages, submit signed documents, fill out forms, send messages. View only is exactly what it sounds like. The delegate can read the case but cannot write. View only is the right model for the spouse helping coordinate, the adult child of an elderly client, or anyone the firm wants visible without granting authority.
• "Dormant until activated" for successor trusteeship: in trusts and estates work, a successor trustee has visibility into the trust but no acting authority until the triggering event (death, incapacity). The dormant flag captures exactly that: dormant delegates appear in the case picker and can read content, but every write is blocked. When you flip the flag off, the delegate becomes active without re-onboarding.
• Edit and Remove from the same surface: a Delegates section under the Add button lists everyone on the case with name, relationship, access tier, and a Dormant badge if applicable. Per-row Edit reopens the dialog. Per-row Remove fires a confirm with the rendered identity ("Remove Jane Doe (Power of Attorney)?") and copy that explains historical messages and signed documents stay attributed to them.
• Attribution in chat and on signed requests: in the CaseChat thread and on signed-request submission detail, content authored by a delegate now renders as "Name (Relationship)". The first time a firm uses Add Delegate, the next message that delegate sends is the moment the model becomes real on screen.
• Activity feed audit trail: every add, tier change, and remove writes a row to the primary client's activity feed.

The mobile-side rendering ships in this release — see Case Delegates on Mobile below.

Smokeball Onboarding Improvements portal

Quilia now supports Smokeball firms across every state and every practice area, with the same setup experience as the other CMSes.

• Case types load for every firm and every practice area, including trusts and estates, family law, and any other matter type Smokeball supports.
• Larger firms see all of their matter types: the case-types list now pages through and shows the full set instead of stopping at a default page size.
• Staff-on-Case section renders on Smokeball: the Staff-on-Case panel is now on the Smokeball integration page with the same auto-binding behavior as the other CMSes.

Case Delegates on Mobile app

The mobile-side companion to Case Delegates ships in this release.

• Attribution in mobile chat: when a delegated team member sends a message, mobile chat now renders their name and role correctly instead of attributing the message to the firm in the abstract. Clients see who is actually helping them.
• Delegate cases labeled in the case picker: when a case has been shared in by another firm via case delegation, the picker now labels it distinctly so users with cases across multiple firms can tell their own firm's cases from delegated ones at a glance.

Mobile Task List Card app

Outstanding to-dos now surface on the mobile home screen as a dedicated task list card. Tap any item and the app routes you straight to the right destination — request, document, or appointment — instead of leaving you to dig through tabs to find where the work lives.

Dark Mode on Mobile app

The mobile app now respects your device's system theme. A shared theme hook drives consistent colors across screens, so toggling Dark mode on iOS or Android flips the app rather than fighting it.

Firm Deactivation, Handled Gracefully app

• Clear screen when a firm turns off Quilia: if the firm hosting your case has turned off Quilia access, the app now opens to a dedicated "firm turned off Quilia access" screen instead of leaving you in a broken auth state with cryptic errors.
• Per-member keep-active override: firms can flag specific accounts to retain access through a deactivation, which the mobile gate now honors so designated members are not locked out alongside everyone else.

Journal Is Now Notes app

The Journal feature has been renamed to Notes throughout the mobile app. Same feature, clearer name. Copy across the app also moved from "your attorney" / "your lawyer" to "your team" — and "your legal team" where the longer phrasing reads more naturally — to reflect that paralegals, intake staff, and other team members support clients alongside attorneys.

Reliability and Stability Fixes

• portal Mobile uploads reach your CMS reliably: documents and photos uploaded from the mobile app now consistently flow through to Clio, Neos, and the other connected CMSes.
• portal Outbound message delivery to your CMS: messages and message attachments flow through to your CMS reliably, including for SmartAdvocate firms.
• portal Team invite errors say what is actually wrong: inviting a teammate who already has a Quilia account from a previous firm now shows actionable copy ("That's your email," "They're already in this firm," "They have an account at another firm") instead of a generic "Please try again" toast.
• portal Client-facing copy now says "your legal team" instead of "your attorney": works across personal injury, trusts and estates, and VA-agent firms. Internal and staff-facing strings are unchanged.
• app Dashboard no longer blanks after backgrounding the app: the org read now refuses to run before auth has finished settling, eliminating the resume-path race that left clients on a blank screen.
• app Orphan auth sessions sign out cleanly: when an auth session referenced a user that no longer exists, the app would loop on the broken session forever. It now detects this case and signs out cleanly so you can sign back in.
• app Unsaved request edits are no longer silently lost: trying to leave a request form with unsaved changes now prompts you to submit or discard before navigating away.