How to Connect Quilia + Filevine

To integrate Filevine with Quilia, you need to activate the Quilia integration in Filevine, create a Personal Access Token, and then enter it in the Quilia Portal. The setup takes about 5 minutes and enables automatic syncing of project and client activity between the two platforms.

What you need

• A Filevine account with Org Admin access
• A Quilia Portal admin account
• About 5 minutes

Step 1: Activate the Quilia Integration in Filevine

Before you can generate a Personal Access Token for Quilia, you first need to activate Quilia as a certified partner integration in your Filevine organization.

1. Log into Filevine and click the hamburger menu (three lines) in the top-left corner
2. Scroll down and click "Advanced" to open the Advanced settings area
3. In the left sidebar, click "Integrations"
4. Scroll down through the list of certified partner integrations until you find "Quilia"
5. Click the green "Activate" button next to Quilia

Step 2: Create a Service Account

Now that Quilia is activated, you need to create a Service Account for Quilia.

1. Click “Service Accounts” on the Advanced Sidebar
2. Select your Org from the Dropdown
3. Click “+ New”
4. Select “Quilia” from the dropdown
5. All Permissions
6. Click “Create” in the bottom right corner

Step 3: Create a Personal Access Token in Filevine

Now the service account is created, you need to create a Personal Access Token (PAT) that Quilia will use to securely connect to your Filevine account.

Navigate to Manage My Account

1. Click your profile avatar in the top-right corner of Filevine
2. Select "Manage My Account" from the dropdown

Create a Personal Access Token

1. Click the "Personal Access Tokens" tab
2. Click "Create new token" (or the + button)
3. In the Name field, type "Quilia"
4. Leave the expiration as-is or set a custom date
5. Click "Create" at the bottom of the page
6. Copy the token value immediately — you will not be able to view it again after leaving this page

Step 4: Connect Filevine in Quilia

With your Personal Access Token ready, head over to the Quilia Portal to complete the connection.

1. In Quilia Portal, go to Settings > Integrations
2. Choose Filevine and click Configure
3. Paste your Personal Access Token
4. Click "Verify" — this confirms the token works
5. Click "Connect" to finish the setup

When does information sync?

Filevine → Quilia

• New projects: appear in Quilia within minutes
• Project changes (phase, status): synced when updated
• Contact updates: synced when changed in Filevine

Quilia → Filevine

• Client activity sync: every 15 minutes to Project Notes
• Activity includes pain scores, treatment updates, photos, and documents
• Most other field edits are synced — updates in Quilia if you want to reflect in Filevine

What information syncs back to Filevine?

Everything the client does in the Quilia app is synced back to Filevine:

• Completed forms and submitted documents
• Daily or submitted pain data (scores and body part entries)
• Photos (injury progress, medical records)
• Treatment/appointment logs
• A client Nightly Log

Notes:

• All client files flow (daily including PDFs, images, and third-party docs)
• Quilia does not currently push your Filevine fields outside of supported activity events

What to expect

• Your active projects in Filevine will appear in the Quilia portal right away
• You can begin inviting clients to download the Quilia app from their project page
• Activity from the Quilia app will begin syncing to Filevine Notes automatically
• If the client uploads a file in Quilia, it will sync to Filevine > Documents within 15 minutes

Quick checks if something breaks

• Smoke test: Create a brand new project in Filevine — it should appear in Quilia within minutes
• Not connected? In Quilia, visit Settings > Integrations — check the Filevine status shows "Connected"
• Confirm the Quilia integration is still activated in Filevine under Advanced > Integrations
• If projects are not syncing, check that the project template is one Quilia supports
• Token expired? Create a new Personal Access Token in Filevine, update it in Quilia, and click "Verify"

Copy block for your team (optional)

Use this message to let your team know about the integration. This gives the basics without overwhelming them.

Frequently Asked Questions

Setting up Quilia Invite Button

Now you’ll want to set up the Invite to Quilia button on your Filevine Intake screen.