Knowledge Base & Support Reference

This document covers everything in the Application Status tab of a Broki mortgage file — including how to update pipeline stages from within a file, how to set estimated timelines per stage, and how to configure the client-facing descriptions and videos that appear in the client portal.

Sections Covered

The Application Status tab is the second tab inside any mortgage file. It gives you a direct view of all your pipeline stages and serves two main purposes:

The stages listed on this tab are exactly the same stages you have configured in your pipeline. If you have not set up your pipeline stages yet, you can do that by going to Settings → Pipeline → Add Stages. There is also a separate video that covers pipeline stage setup in detail.

Instead of navigating back to the pipeline board and dragging a file to a new column, you can move a file to any stage directly from inside the file using the Application Status tab.

This is functionally identical to dragging the file on the pipeline board. If you have stage update videos configured for the destination stage, the same notification pop-up will appear asking if you want to notify the client.

The Application Status tab on the broker side is a direct reflection of what the client sees in their portal. When the client logs into their portal and clicks Application Status, they see:

This means any changes you make on the Application Status tab — moving stages, setting timelines, or updating descriptions and videos via Settings — are immediately reflected in the client portal. There is no separate sync or publish step required.

For each stage in the Application Status tab, you can set an estimated number of days that stage typically takes. This gives clients a realistic expectation of how long they will be in each part of the process.

Best practice: Set timelines that reflect the realistic expectation for that specific client. A first-time buyer in a fast market may have a different timeline than a refinance. Tailoring these timelines reduces inbound 'where are we at?' questions.

Beyond timelines, each pipeline stage can have a written description and a video link attached to it. When a client clicks on a stage in their portal, they will see both the description and the video — giving them context about what that stage means and what to expect.

These are configured at the pipeline settings level (not per-file), meaning once you set them up, they apply to every file that passes through that stage.

📍 Settings → Pipelines → Click Edit on the relevant stage

Stage update videos (configured separately in Settings → Pipelines & Workflows → Stage Update Videos) are the videos that are sent or displayed to the client when a file is moved into a stage. The description and video set on the stage itself serve a complementary but different purpose:

Best practice: Use the same video in both places. The stage update video notifies the client when they move into a stage; the portal stage description lets them refer back to that same video later if they forget what was covered. This way the client gets the information twice — proactively and on demand.

⚠ Do not tell clients they can click on a stage to see a video or description unless you have actually configured one for that stage. If the fields are empty, clicking the stage will show nothing.

The Application Status tab and its client portal mirror are powerful tools for keeping clients informed and reducing check-in calls. Here are the recommended approaches: