You've successfully connected MyCase to Quilia - now what? This guide walks you through how the integration works and what you can expect now that your systems are linked.
How the Integration Works
Once connected, Quilia and MyCase work together automatically. Here's what happens:
New Cases Sync Automatically
When you create a new case in MyCase, it automatically appears in Quilia within moments. You don't need to manually import anything - the integration uses webhooks to stay in sync in real-time.
What syncs from MyCase to Quilia:
- Case name and details
- Client contact information
- Case type (practice area)
- Case stage/phase
- Assigned staff members
Importing Existing Cases
For cases that existed in MyCase before you connected Quilia, you'll need to import them manually. There are two easy ways to do this:
Option 1: Import from MyCase (Recommended)
With the Quilia Portal open, importing is simple:
- Navigate to the case in MyCase
- Copy the URL in the top browser bar
- Open the Portal
- Click Import Existing Case
- Paste the URL from MyCase
- That's it! The case is now in Quilia.
This is the fastest way to import cases as you work through your existing caseload.
Option 2: Import from the Chrome Extension Panel
You can also import by clicking the Quilia extension icon in your browser toolbar. If the case isn't in Quilia yet, you'll see an Import button.
Client Activity Flows Back to MyCase
This is where Quilia really shines. When your clients use the Quilia app to track their case progress, that activity automatically syncs back to MyCase as case notes.
Activity that syncs to MyCase:
- Pain scores and daily logs
- Treatment appointments
- Document uploads (injury photos, medical records, etc.)
- Case journal entries
- Profile updates
- Messages opened/read
The sync runs frequently, so new client activity usually reaches MyCase within a few minutes.
Documents Sync Automatically
When clients upload documents through the Quilia app - whether it's injury photos, medical records, or repair estimates - those files automatically upload to a dedicated Quilia folder in your MyCase case documents.
Understanding Case Notes
Quilia creates detailed, well-formatted notes in MyCase. Each note includes:
- Activity type (pain score, appointment, document upload, etc.)
- Timestamp of when the activity occurred
- Client name who performed the action
- Relevant details (score values, provider names, descriptions)
- Attachments when applicable (linked to uploaded documents)
Note Modes
Quilia offers two ways to organize notes in MyCase:
Multiple Note Mode (Default)
- Each activity creates a separate note
- Best for: Granular timestamps, easy filtering by activity type
Single Note Mode
- All activity consolidates into one master note per case
- The note updates and moves to the top of your notes list
- Best for: Reducing note clutter, seeing all activity in one place
You can configure your preferred mode in the integration settings.
What to Tell Your Clients
Once connected, your clients can start using the Quilia app immediately. Here's what they should know:
- Download the app - They'll receive a text message with download instructions
- Log their progress - Pain levels, appointments, treatment notes
- Upload documents - Photos, medical records, anything case-related
- Stay in touch - Use CaseChat for real-time communication
Everything they do in the app automatically syncs to their MyCase file - no extra work required from your team.
Configuring Your Integration
To adjust how the integration works, navigate to Settings → Integrations and click Manage next to MyCase.
From here you can:
- Map case types - Match MyCase practice areas to Quilia case types
- Configure client access - Choose when clients are invited and when access ends
- Adjust settings - Choose how client activity syncs back to MyCase
- Manage subscriptions - View and manage webhook connections
Common Questions
How quickly do cases sync from MyCase?
Cases sync in real-time via webhooks. New cases appear in Quilia within seconds.
How often does client activity sync back to MyCase?
Activity usually reaches MyCase within a few minutes.
What if I already have cases in MyCase?
Copy the case's link from MyCase and paste it into Import Existing Case in the Quilia Portal. With the Quilia Case Connect extension, you can also import the case from the extension's side panel while you have it open in MyCase.
Can I choose what syncs to MyCase?
Yes. Client activity syncs to MyCase automatically, and the Send client activity to your CMS switch in your MyCase integration settings turns it off if your firm prefers. Most firms leave it on so the case file stays complete.
Will this affect my existing MyCase workflow?
No - Quilia adds information to your cases but doesn't modify or delete anything you've already created.
Next Steps
- Install the Quilia Case Connect Extension for easy case importing
- Review your case type mapping to ensure practice areas match correctly
- Set up phase messages to automate client communication