When your firm is connected to a case management system, Quilia decides who is on a case by reading the staff assigned to that matter in your CMS. That works well for the attorney of record, but it 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, they do not receive its notifications. 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.
Always on every case removes that work. Tick someone once and they are added to every case, including cases you import in future.
To add someone to one specific matter instead, see Adding a Team Member to a Case.
Add someone to every case
- Go to Settings and open your CMS integration, for example Clio.
- Scroll to Staff on case.
- Find the Always on every case section.
- Tick each person who should be on every case.
- Click Save.
This list shows your Quilia team members, not your CMS users. That is the point. Someone who holds no role on any matter in your case management system still appears here and can still be selected.
This works alongside the role settings above it, rather than replacing them. Your CMS still decides who else lands on each case. Anyone ticked here is added on top.
Visible to client
Leave Visible to client unticked unless you want the person shown to clients.
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 on every case as part of the case team.
When it takes effect
New cases pick this up as they are imported.
Cases you already have update the next time each one syncs with your CMS, so they arrive gradually rather than all at once. If you would like it applied across your existing caseload immediately, contact support and we can run it for you.
Choosing who belongs here
Good candidates are people whose job spans the whole caseload: an office manager, a client communication lead, an intake coordinator, 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. If someone only needs a few specific matters, add them to those cases individually instead.
Removing someone
Untick them and save. 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.