MyCase Integration Settings Guide

This guide covers the advanced configuration options for your MyCase integration with Quilia. Open Settings → Integrations, find MyCase, and click Manage.

Integration Dashboard Overview

The MyCase integration dashboard provides a central place to manage all aspects of your integration.

The page includes:

• Configuration tabs for case types, client access, and staff
• Sync controls and connection status
• Subscription health and controls
• Settings for activity syncing and note behavior

Case Type Mapping

Match your MyCase practice areas to Quilia case types so cases import correctly.

Why mapping matters

When a case imports from MyCase, Quilia needs to know what type of case it is. The mapping ensures:

• Correct case type assignment in Quilia
• Appropriate phase configuration applied
• Right templates and workflows activated

Set up mappings

1. Open the Case Types tab.
2. Find the MyCase practice area in the left column.
3. Select the matching Quilia case type on the right.
4. Repeat for each practice area your firm uses. Your selections save automatically.

Unmapped case types

If a MyCase case has a practice area that is not mapped:

• By default, it won't import automatically
• Turn on Show unmapped types to review and map it
• Map the practice area before relying on automatic imports

Client Access Configuration

Open the Client Access tab to choose when clients are invited and when their access ends.

Bring in existing clients

Turn on Bring in existing clients to invite clients for cases that were open before you connected the integration.

Invitation triggers

Turn on any combination your firm uses:

• Invite on import: Send the first invitation as soon as a case enters Quilia
• Invite on work activity: Send an invitation when Quilia detects active work on the case
• Invite at selected phases: Send an invitation when a case reaches a phase you choose; clients who have not activated may receive another reminder

Closing client access

Quilia closes access when MyCase reports a case closed. You can also select phases that should close access.

Settings

The settings below the configuration tabs control how client activity syncs back to MyCase.

Note mode

Choose how Quilia activity syncs to MyCase case notes.

Multiple note mode (default)

• Each client activity creates a separate case note in MyCase
• Pros: Easy to see timestamps, filter by activity type
• Cons: Can create many notes over time

Single note mode

• All activity consolidates into one master note per case
• The note updates and moves to the top when new activity occurs
• Pros: Cleaner notes list, all activity in one place
• Cons: Individual timestamps less prominent

To change it, use the Use a single note switch. Changes save automatically.

Activity sent to MyCase

When Send client activity to your CMS is on, Quilia sends activity such as:

• Pain scores and daily logs
• Treatment appointments
• Document uploads
• Profile updates
• Messages opened

Turn the switch off if your firm does not want Quilia activity added to MyCase.

Subscriptions (Webhooks)

Subscriptions are how MyCase notifies Quilia about changes in real-time.

What subscriptions do

When something changes in MyCase, a subscription notifies Quilia. Subscriptions can cover:

• New case imports
• Stage and contact updates
• Case deletion notifications

Manage subscriptions

1. Scroll to the Subscriptions section
2. Check the icon beside each subscription. A green check means MyCase confirmed that subscription is active.
3. Hover or focus the icon for details. Use the switch only when you intentionally want to stop or resume that type of update.

Note: Subscriptions are typically set up automatically when you connect. Only modify if troubleshooting.

Import existing cases

For cases that existed before you connected the integration:

1. Click Import Existing Case at the top of Quilia
2. Search for the case by MyCase case URL or case ID
3. Review the case details
4. Click Import to bring the case into Quilia

The client will receive an invitation to download the app (if auto-invite is enabled).

Tip: You can also import cases using the Quilia Case Connect browser extension while browsing MyCase.

Disconnecting MyCase

Use the power icon in the integration header to disconnect MyCase. Quilia asks you to confirm before disconnecting. You will need to reconnect the integration before syncing can resume.

Best Practices

1. Set up case type mapping first — this ensures cases import correctly
2. Choose the invitation triggers that match your intake workflow
3. Choose your note mode early — changing later creates mixed note styles
4. Don't disable subscriptions unless troubleshooting
5. Test with one case before relying on automation

Troubleshooting

Cases Not Importing

1. Check that the required subscriptions are active
2. Verify the case type is mapped
3. Turn on Show unmapped types and check whether the source type still needs a mapping
4. Check that the MyCase connection is active (not expired)

Activity Not Syncing to MyCase

1. Verify the integration shows as "Connected"
2. Check that Send client activity to your CMS is on
3. Wait a few minutes for the next sync
4. Look for errors in the integration dashboard

Authentication Expired

1. Go to Settings → Integrations
2. Click Manage next to MyCase
3. Follow the reconnect prompt and sign in to MyCase again