How Phase Messaging Works in Quilia

In Quilia, firms set up phase messages at the start. These messages are automatically sent to clients when the firm updates the case’s phase (matter, stage, class, etc) in their case management system.

This means:

✅ You only need to configure messages once.

✅ When a case moves forward, Quilia automatically notifies the client.

✅ Clients stay informed without your team needing to manually send updates.

Step 1: Setting Up Your Case Phases in Your Case Management System

Before you can use Quilia’s automated messaging, ensure that your case phases are set up properly in your case management software (Clio, MyCase, Filevine, etc.).

If your system already has phases configured, skip to Step 2 to add messages. If not, follow these steps:

1. Decide on your case phases.
   • Workers’ Compensation and Personal Injury cases typically follow a set structure (see recommended phases below).
2. Check how your case management system handles phases.
   • Some systems use statuses, stages, or classes instead of "phases." Ensure you understand where phase updates should be made.
3. Create or rename your phases.
   • If your software allows customization, align phase names with what makes sense for your workflow.
4. Test an update.
   • Move a test case through different phases and ensure Quilia receives the updates correctly.

Step 2: Writing Your Phase Messages

Once your case phases are set up, you can create clear, informative client messages for each one.

Tips for Writing Phase Messages:

✅ Set expectations (e.g., how long this phase takes, what happens next).

✅ Provide next steps if the client needs to take action.

✅ Avoid legal jargon—keep it client-friendly.

✅ Mention Quilia app features (e.g., "Upload documents in the Quilia app").

Suggested Phases and Messaging

Motor Vehicle Accident (MVA) & General Personal Injury Case Phases

1. Intake – Initial consultation, case evaluation, and signing agreements.
   • Suggested Message: “We’ve started working on your case. Here’s what to expect in the next few weeks…”
   • Consider including: How long intake takes, what documents the client should provide, and what happens next.