Configuring the File Checklist

The File Checklist is a feature that allows your firm to request specific documents from clients through the Quilia app. When configured, clients see a checklist of documents they need to provide, and they can upload files or mark items as not applicable directly from their phone.

This guide covers how to configure the File Checklist in the portal and how clients interact with it in the app.

Where to Find the File Checklist Settings

The File Checklist is configured per case type. Each case type can have its own set of requested documents.

Step 1: Open Settings

From the portal sidebar, navigate to Settings.

Step 2: Go to Case Types

Click Case Types in the settings menu. You'll see a list of all case types organized by category.

Step 3: Select a Case Type

Click on the case type you want to configure (e.g., Motor Vehicle Collision, Workers Compensation). This opens the case type settings page.

Step 4: Open the Documents Tab

On the case type settings page, click the Documents tab. This is where you configure which documents are requested from clients.

Configuring Requested Documents

The Documents tab has two sections: Requested Documents and Custom Document Names.

Requested Documents

This section provides a searchable list of standard document types organized into categories:

• Medical - Bills, medical records, prescriptions, radiology, lab results, injury photos, and more
• Insurance - Auto insurance cards, health insurance cards, full insurance policies, and related correspondence
• Police/Incident - Police reports, ambulance reports, scene photos, explanation videos
• Personal - Bank statements, driver license, identification, pay stubs, tax returns, income statements
• Vehicle - Damage photos, repair estimates, rental records, towing records
• Employment - Employee injury reports, employer verification, offer letters, termination notices, and more
• Other - Mail, receipts

To add documents to the checklist:

1. Use the search bar at the top to find a specific document type by name
2. Click the checkbox next to each document you want to request
3. Selected documents appear as badges above the search area
4. To remove a document, click the X on its badge
5. If you have more than three selected, a Clear all link appears to quickly remove all selections

A badge showing the total number of selected documents appears next to the "Requested Documents" heading.

Custom Document Names

If you need to request a document that isn't in the standard list, you can add custom document names:

1. Type the document name in the text field (e.g., "Passport", "Visa", "I-94")
2. Click Add or press Enter
3. The custom document appears as a tag below the input
4. To remove a custom document, click the X on its tag

Custom documents appear alongside standard documents in the client's File Checklist.

Saving Your Changes

After selecting your documents and adding any custom names, click the Save Documents button at the bottom of the tab.

How Clients See the File Checklist

In the Quilia app, clients access the File Checklist from the Case tab. Each document in the checklist shows one of three statuses:

• Sent (green) - The document has been uploaded and received
• Needs to be sent (orange) - The document still needs to be uploaded
• Not applicable (gray) - The client has indicated this document does not apply to their situation

Clients can:

• Upload a document by tapping on the item and selecting a file or taking a photo
• Mark as Not Applicable if the document doesn't apply to their case
• Tap the ? icon in the top right corner for help understanding the checklist

Tips for Configuring the File Checklist

• Be specific with names - Choose document names that clearly communicate what you need. For example, if you need bank statements for a specific purpose, consider adding a custom document name like "Bank Statements (last 3 months)" instead of the generic "Bank Statements" to avoid confusion.
• Review your list regularly - As your case types evolve, revisit the Documents tab to ensure your requested documents are up to date.
• Use custom names for clarity - If a standard document name might be confusing to clients, add a custom document with a clearer name instead. For example, use "Photo of Your Driver License (front and back)" instead of just "Driver License."
• Consider each case type separately - Different case types may require different documents. A personal injury case will need different files than a workers compensation case.

Need Help?

If you have questions about which documents to request or how to configure your case types, contact Quilia support at support@quilia.com.