Task Lists That Route Themselves, Case Details You Can Trust, and Reputation That Reads Google Right

Fourteen portal releases shipping together (2026.7.2 through 2026.7.15). The headline work lets you route a task list and its Clio tasks to whoever actually owns the work, closes a case automatically once every client on it is done, and checks the details a client confirms from a document before they are ever written to the case. Alongside it: the Reputation page reads your Google replies correctly, the provider directory de-duplicates itself and links doctors to their clinics, check-in answers finally take effect, appointment reminders are restored, and a long tail of integration, sign-up, and reliability fixes.

Task lists route to the right person, and cases close themselves

This work came straight off a customer call. A firm admin was receiving every task-completion email himself and forwarding each one by hand to the staffer who did the work, with no way to point a task list or its Clio tasks at a specific person.

Now the routing lives on the task list itself. You pick who owns the list, with an "Email when complete" checkbox, and an "Assigned to" dropdown on each of the two Clio-task steps: the task created when the list is sent, and the one created when the client finishes it. Everything defaults to you, so nothing changes unless you choose someone else. The Clio task lands on that step's chosen staffer, and the completion email goes to the owner.

To make that routing reach everyone, a new "Sync from Clio" button on the Team page asks Clio for your firm's active users, matches them to your team by email, and fills in the missing Clio ids. Anyone it cannot match shows a small "Not in Clio" tag. The Tasks page also gets the same "..." menu that Signatures and Forms already have, so you can finally resend, cancel, or delete a task, or clear out an old list.

Separately, a case now rolls up to closed on its own the moment its last active client member closes. Before this, a fully-closed matter kept reading as active everywhere the portal shows case status until someone opened it and pressed Save. One firm had a large batch of cases stuck this way, and those have been cleaned up.

Confirmed case details are checked before they are saved

When a client confirms information Quilia found in a document, that confirmation now writes what the document actually says, and only what it says. This bundle closes a series of defects in that pipeline that could put wrong facts into a case.

An explanation-of-benefits could add a client's health insurer to their case as a treating provider, then queue them to schedule a follow-up with their insurance company. A misread VIN was saved exactly as read, so one case could hold two different numbers for the same car. When the AI could not find a field, it sometimes wrote the literal word "null", and 24 cases ended up with a company on file named "null". An adjuster whose name was the most prominent on a letter could be saved as the carrier.

VINs are now validated before they are shown or saved and a misread one is dropped, empty is recognized as empty, billing documents no longer create appointments, and Quilia can report that a letter names no carrier instead of guessing at one. Documents describing a single subject (the vehicle, the police report, the client's ID) now build one confirmation card that fills in as more documents arrive, instead of a separate fragment-holding card each. Genuinely separate providers, visits, and injuries stay separate. And the case activity entry for a confirmed suggestion now names the fields that actually changed rather than reporting details that were never saved.

Insurance is easier to record, and providers are no longer mistaken for insurers

Recording insurance used to require a policy number, so a client who knew they had Blue Cross but could not find the card had no way to record the carrier, which is the part your firm actually needs. The policy number, claim number, and group number are now all optional.

The guard that stops an insurance company being saved as a treating provider was also over-matching: it refused genuine practices like "Nationwide OBGYN" because the insurer's name appeared anywhere in the provider's. It now only triggers when the name starts with the insurer, and car-insurance carriers are excluded entirely. The same correction reaches CMS imports, so a Filevine medical-provider list that includes insurers keeps those contacts on the case as general contacts rather than filing them as doctors.

Medical visits without a time land on the right day

A firm's system that records only the date of a doctor visit sends it with a zeroed time. Quilia had been storing that as a literal instant, so a visit on July 22 could read as July 21 at 5:00 PM on the west coast. About 3,250 visits across 15+ firms were affected, and it drove real client reminders on the wrong day, including an "appointment in 2 hours" text sent the day before.

A visit that arrives without a time is now recorded as missing its time and placed on the correct calendar day. The two reminders that depend on knowing a time are skipped rather than guessing, the earlier reminder still goes out, and the treatment table shows the date with no invented time. Calendar dates in the case summary also no longer read a day early for clients west of UTC.

Check-in answers finally stick

Clients can answer a check-in question two ways: give the information, or say it does not apply and their firm already has it. Only the first kind was being recorded, so a client could honestly work through every item and, as far as Quilia was concerned, have done nothing. The next morning asked the same questions again and the nudges kept coming.

Both kinds of answer are now remembered, completion is recorded on the server rather than only on the device, and a dismissal lifts on its own once the client contradicts it (one client marked "no upcoming appointment" as handled, then added an appointment six minutes later). Those answers now also feed the case's own memory, so "I have no upcoming appointment" can prompt your firm to confirm whether treatment has paused instead of the client simply being asked again. And a client with push notifications enabled now gets a single push for a check-in nudge, not a push and a duplicate text.

Reputation reads your Google replies correctly

The Reputation page was reading the wrong field for an owner's reply, so a reply was never stored on any review: 972 reviews across all five connected firms, not one with a reply on file, every one reported as needing a response even where the firm had answered them all on Google. Worse, a reply posted from the portal was quietly overwritten by the next sync.

Replies now read back correctly, and each review repairs itself the first time someone opens the Reputation page. Edited reviews behave too: Google moves an edited review to the top of its listing by edit date, and the page now filters, counts, and charts on that effective date so an older review edited into your selected range no longer vanishes. A review card shows the original post date alongside an "Edited" pill.

A provider directory that cleans itself up

The public provider directory gained a typo-tolerant name search, so you can find a provider by name instead of only filtering by state, specialty, and city, and it keeps working with JavaScript disabled. A daily job now automatically merges identity-grade duplicate listings (a near-identical name backed by a shared phone or address), so the same provider stops appearing as several separate entries. The merges are deliberately conservative, fully audited, and reversible, and a doctor is kept separate from the clinic they practice at.

About 1,000 unambiguous doctor-to-clinic affiliations were then applied, each reversible, so browsing shows the clinic rather than separately listing every affiliated doctor while searching by a doctor's name still finds them directly. Claimed listings without a verified phone now show a "verify your phone" call to action on the dashboard and cases page, and the "similar providers" section no longer times out in provider-dense states.

Case-type mapping made clearer and safer

The email that asks you to confirm how your CMS case types map to Quilia types now shows the date range of each type's backlog ("added Jun 29 to Jul 10"), so you can gauge how recent the waiting cases are before confirming. The confirmation page spells out each mapping (your CMS's label and the Quilia type it maps to), how many cases will import, and states plainly that only those cases import, all on a single firm-scoped link instead of one button per type.

Confirming now requires an explicit click on that page, so an email link-preview scanner or a double-click can no longer apply a mapping on its own. And case names like "Real Estate Purchase Review" now map to the right type instead of being pulled into "trusts and estates" by a broad "estate" keyword.

Getting started is smoother

Creating a new firm through public sign-up failed for a stretch with "Database error saving new user" after a database cleanup dropped a table the flow still referenced. Sign-up works again, the Full Name field no longer clears itself after a failed submit, and new self-serve firms now start with 5 free cases so they can run real matters before setting up billing. A firm that arrives from a partner listing (CasePeer's integrations page, the Add-to-Clio flow) now keeps that CMS context through account creation and email confirmation, so onboarding pre-selects it instead of making them find it in the picker.

Reliability and polish

• Appointment reminder scheduling is restored: the job that schedules them had been returning an error on every request.
• Honest connection tests: saving case-management credentials no longer shows a green "API key added successfully" when the connection test behind it actually failed, so a firm can no longer believe it is connected when it is not.
• Retry on Failed Imports works for every CMS: not just Neos, and cases the automatic retry had written off before it learned to recognize a temporary outage are re-examined and healed.
• No duplicate Filevine updates: each client update now carries a permanent identifier, so a partial post is never re-pasted.
• Steadier integrations: Clio matters missing a practice area are surfaced as a firm action instead of retried forever, and a Salesforce sync no longer fails with a header-size error.
• Notifications reach everyone: chat notifications now arrive for staff in more than 100 chat rooms, deactivated team members stop receiving case emails, and firms are once again told when a client has been waiting over an hour for a reply in CaseChat (two email paths had silently failed for 39 days).
• Faster, lighter photos: inline images across case messages and CaseChat load a right-sized preview and cache on the CDN, so photo-heavy conversations load faster and use less data.
• Smaller touches: the case Activity tab no longer counts an entry it does not show, structured activity details no longer render as "[object Object]", the case page shows a plain "Active in your CMS" badge instead of explaining its own reasoning, and the partner appointment API now names the field a sender got wrong instead of failing opaquely.

This bundle also includes a set of security hardening fixes: case chats and their messages are now scoped at the database level to the case's firm, a cross-firm visibility gap in chat-room lists was closed, an internal billing-setup endpoint now requires a shared secret, and writes through the partner appointment API are scoped to the sending firm's own cases.