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. 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.
The Per-person overrides table removes that work. It lists your Quilia team members, rather than your CMS users. Next to each person, you can choose two overrides.
Every case
Tick Every case to add the person to all cases, including cases imported in the future.
This works alongside your picker mode. The CMS still decides the main team, and anyone ticked here 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.
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 on every case as part of the case team.
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.
Removing someone
Untick them from the overrides table 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.