Quill Integration - Create and Link Matters

Quill Integration - Create and Link Matters


With Quill matter integration you can:

·   Push new clients and matters through to Quill without the need for duplicating information


·   Link clients and matters to existing ones in Quill

·   View client and ledger information direct from Redbrick


Matter Creation

If you try and open a new matter without completing all the required information in the wizard the system will warn you. 

Quill requires you to set the Branch, Fee Earner, the Partner and have a Source of Introduction. These should have been created in Quill first and then mapped into Redbrick already (Redbrick Administrators - see the article Quill Integration 'Initial Setup and Mapping' for further details) and, in some instances, defaults for these areas may have been pre-set and will just need to be checked for accuracy at this early stage.


 A screenshot of a computer

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When creating the matter Redbrick will prompt you to link or create the Client record in Quill when first saved at Quote stage.


 

 

If you click ‘cancel’ then this prompt will not appear again until the matter is activated.

If the system recognises a returning/existing identical client account in Quill, then the data showing the Client number will be displayed in the box titled 'Link to an existing item in Quill Interactive' and display the areas that match with a green tick to indicate it is matched successfully.  You can then click 'OK' and the Client only is linked at this stage. The matter itself will prompt to link at activation stage.


We would suggest only returning/existing clients are linked at this stage however, if you wish to or it is your company policy to do so, you can change the selection shown above to 'Create New Client in Quill interactive' and then this will create the client account by taking the data entered in Redbrick and pushing it through to Quill - see full information below in the Activating the Matter section.


Activating the Matter 
When you activate the matter in Redbrick the below window will pop up if you haven’t linked/created the client in Quill already:

 

 

 You have two options:


1.            Create a New Client in Quill Interactive

                  If the client and matter are new to you then select this first option, this will create a new client in Quill. 

2.            Link to an existing item in Quill Interactive

                  If the client is already in your accounts system, e.g. as a returning client, but the matter is new then select this option. 
                      
                  You will be asked for the Client number (this will be the first 6 digits of your Quill reference, any digits after this are the matter number)


If the client number/reference is incorrect it will have a red X and say the code has not been found. A green tick indicates it matches with the record in Quill and will save when you press ‘OK’. 


You then need to link the matter (case) to Quill in a similar way to the Client. 

 You have two options:- 

1.            Create a New Case in Quill Interactive

                  If the matter is new select this option. 

 
2.            Link to an existing item in Quill Interactive
                   If for any reason the matter has been opened in Quill first, you would select the second option and type in the full Quill reference (containing both the client and matter                        number)  

Again, if the code is incorrect you will get a red cross telling you the code is wrong, or a green tick and can save when you press ‘OK’. 


The client and matter has now been created in Quill and is ready for Accounts to start posting to the ledger. 

Against the matter in Redbrick you should see the Quill reference (Accounts Ref) on the left hand information panel.  

 
InfoAnyone running Redbrick without the integration will not see this reference or be prompted to link Client/Matters. 

Whenever you edit either the client or the matter in Redbrick and click ok to save your change, you will again see the window saying it is pushing the information over to Quill.  This means you can update client or key matter information in Redbrick and, upon saving, the data will also be updated in Quill.

Once linked, any changes made in Quill rather than Redbrick will be displayed via a pop up message when the matter or client record is 'edited' and ask if you wish to update from Quill.  We recommend you only say yes to the message if you know the details in Quill are correct and the details in Redbrick are incorrect.  An example of why this sometimes happens could be if one user is running Redbrick without the integration working, they make a change in Redbrick and save them, but these are then not pushed through to Quill so the two systems match.  A different user edits the matter who does have the integration and then would see the message.  Saying Yes to update from Quill could overwrite the correctly changed information in Redbrick and put it back to the old information in Quill.  The simplest thing to do is check which system is correct, make a change in Redbrick to force the save and then the updated data will get saved to Quill correctly and the message will not pop up again


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