The easiest thing to tell a client is: "Anything you get, just take a picture of it in Quilia." Quilia figures out what it is, reads the details, and adds them to the case. The file itself goes into your case management system. Nobody has to retype it.
How clients send photos and documents
All three work the same way and land on the same case.
- The Quilia app. The client taps the round camera button and takes a photo, scans a document, or picks a picture or file they already have. They don't have to say what it is. Quilia works that out.
- A text. The client texts a photo or a PDF to ℚ, their digital case assistant, at the same number they get Quilia's texts from. ℚ replies to say it's saved.
- The web. At app.quilia.com, the client opens Send documents, drops in files or selects Choose files, and sends them.
What does Quilia read from a document?
Quilia recognizes the kind of document and pulls out the details that matter for it. For example:
| The client sends | Quilia reads |
|---|---|
| A police or accident report | Report number, date, time and place, the officer and department, the client's vehicle, the other drivers and their insurance, and witnesses |
| An insurance card or letter | The insurance company, policy, group and claim numbers, who is insured, and the coverage dates |
| A provider's business card | The provider's name, practice, phone, fax, email and specialty |
| Medical records, bills and prescriptions | The provider, dates of service, injuries, prescriptions and symptoms |
| Vehicle registration, tow or storage papers | The vehicle's year, make, model, VIN and plate, plus tow and storage companies, dates and costs |
| An appointment card | The provider and the date and time of the visit |
It also reads IDs and driver's licenses, pay stubs, repair estimates, rental agreements and letters. Quilia doesn't read dollar amounts from medical bills, and it doesn't read videos (videos are still saved to the case).
Where the details go
Most details are added to the case right away, and show where your team already looks:
- Incident tab: the police report (department and report number), witnesses, vehicles, towing and storage. Vehicle details Quilia added are marked with a small ℚ badge (Added by Quilia).
- Incident → Insurance: the other driver's insurance, with the other driver's name and a View File link back to the photo it came from.
- Treatment tab: providers, appointments, prescriptions and symptoms from medical documents.
For example, a client sent this photo of a police report (a sample, not a real report):
A minute or two later, the report was on the case, with the witness and the other driver's insurance:
For a few things the client knows best, Quilia asks them first. Vehicle details, repair estimates, injuries and prior medical history show up in the client's app as a card to confirm, like "We found your vehicle details. Add it to your case?" Once they confirm, it's on the case.
Where the file goes
- In Quilia: on the case's Uploads tab, under Client Uploads.
- In your case management system: the file is added to the case's documents, in a folder named Quilia in most systems. You can rename that folder on your integration page under Shared folder. See Saving client uploads to cloud storage if your firm keeps files in cloud storage.
- In the activity feed: once Quilia has read the file, an entry saying the client uploaded a file, and what kind, appears in the client's activity. Your team hears about it through the client activity emails on Settings → Notifications.
Providers that clients add from their documents are only written back to your case management system's provider list when your firm turns on Write client-added providers back. See Providers and Keeping Provider Information Accurate.
What to tell clients
Copy this into a text or say it on your next call:
Anything you get about your case, like a bill, a letter, a business card or a report, just take a picture of it in the Quilia app or text it to us. It goes straight into your file.
Files clients send can only be seen by their legal team.