This document covers every feature in the Notes tab of a Broki mortgage file — including creating notes, tagging team members, using templates, organizing with colors and types, and replying to create threaded note conversations.

Sections Covered

1. What the Notes Tab Is
2. Creating a Note
3. Note Details — Colors, Types, Priority & Attachments
4. Tagging Team Members in a Note
5. Note Visibility — Private Notes
6. Using Note & Email Templates
7. Replying to Notes — Threaded Conversations
8. Types of Notes in Broki
9. Upcoming Feature — AI Note Taker
10. Quick Reference — Where Is That Button?

1. What the Notes Tab Is

The Notes tab inside a mortgage file is where you keep all written context, call summaries, internal observations, and any information relevant to that specific file — organized in one place rather than scattered across emails, sticky notes, or other tools.

Notes are internal only. Clients cannot see them in their portal. They are purely for your team's use.

File notes	Created inside a mortgage file — the subject of this document.
Contact notes	Found in the Contacts tab, attached to a contact record rather than a specific file.
Partner notes	Notes attached to a partner record (realtor, lawyer, etc.) in the Partners section.

2. Creating a Note

To access the Notes tab, open a mortgage file from the pipeline and click Notes on the left sidebar navigation.

Steps to create a note

Click Create First Note (if no notes exist) or the create note button.
Give the note a Title (e.g. 'Call summary — April 30' or 'Underwriting notes').
Write the body of the note in the text area — this can be anything relevant to the file.
Optionally expand Show Details to add colors, type, priority, and attachments (see Section 3).
Click Create to save the note.

3. Note Details — Colors, Types, Priority & Attachments

When creating or editing a note, click Show Details to access additional organizational options.

Color	Assign a color to the note for quick visual identification when scanning a list of notes.
Type	Categorize the note by type (e.g. call summary, underwriting, follow-up). Helps with filtering and organization.
Priority	Mark the note as a specific priority level so team members know what to act on first.
Attachments	Attach a file directly to the note — useful for supporting documents, screenshots, or reference material tied to that specific note.
Visible to me only	Toggle to make the note private — only you will see it. Other team members on the file will not. See Section 5.

4. Tagging Team Members in a Note

You can tag any team member in a note to automatically notify them by email. This is useful for handing off a file, flagging something for a colleague, or looping someone in on a specific update.

How to tag a team member

While writing a note, type the @ symbol.
A dropdown list of all team members will appear.
Select the person you want to tag.
Their ID will be inserted into the note body.
When you save the note, the tagged person automatically receives an email containing the full note content and a button to access the file directly.

Best practice: Use @ tagging when transferring a file to another team member, escalating something for review, or flagging an action item for a specific person. It removes the need for a separate email or Slack message.

5. Note Visibility — Private Notes

By default, all notes on a mortgage file are visible to all team members who have access to that file. However, you can make individual notes private.

In the Show Details panel, toggle the Visible to me only option.
When enabled, only you can see that note — other team members with access to the file will not see it.
This is useful for personal reminders, draft thinking, or any note you are not ready to share with the team.

⚠ Clients cannot see any notes regardless of the visibility setting. The private toggle only affects which team members can see the note — not client visibility.

6. Using Note & Email Templates

Instead of typing notes from scratch every time, you can pull from saved templates to pre-populate the note content. Both note templates and email templates are accessible from within the note editor.

How to use a template

Click the Template button at the top of the note editor.
A selector will appear showing all your available note templates and email templates.
Select a template (e.g. Pre-Approval, Underwriting Notes, Call Summary).
The template content will automatically populate the note body.
Edit the content as needed before saving.

Where templates are created

📍 Templates section → Note Templates or Email Templates

Create and manage your note templates on the main Templates page.
Both note templates and email templates can be used inside the note editor.

Best practice: Build out a library of note templates for your most common note types — call summaries, stage change notes, underwriting observations, and so on. This keeps your notes consistent and saves significant time.

7. Replying to Notes — Threaded Conversations

Notes are not just static entries — you can reply to any existing note to create a threaded conversation. This keeps all related discussion tied to a single note rather than creating separate entries for every update.

How to reply to a note

Find the note you want to respond to.
Click the Reply button on that note.
Write your reply in the text area.
The person who originally wrote the note will automatically receive a notification that someone has replied.
You can also attach documents to a reply.

Editing an existing note

Click the Edit button on any note to modify the content after it has been saved.
Edits are reflected immediately for all team members who can see the note.

8. Types of Notes in Broki

Notes in Broki exist in three different contexts. It is important to understand which type you are creating and where to find each one.

File notes	Created inside a mortgage file → Notes tab. Tied to the file. This is what this knowledge base document covers.
Contact notes	Found in the Contacts tab of the platform — attached to a contact record, not a specific file. Useful for general relationship notes about a client across multiple files.
Partner notes	Found in the Partners section — attached to a realtor, lawyer, or other partner record. Useful for tracking relationship history with partners.

9. Upcoming Feature — AI Note Taker

🔜 COMING SOON: An AI note taker is currently in prototype. Once live, you will be able to chat into it like a messaging interface and it will automatically generate a cleanly formatted note from your input. This will appear within the Notes tab. For now, all notes are created manually as described in this document.

10. Quick Reference — Where Is That Button?

Button / Feature	Location	What it does
Notes tab	Left sidebar inside a mortgage file	Access all notes for this specific file
Create Note button	Notes tab	Opens the note editor to write a new note
Title field	Inside the note editor	Name the note for easy reference
Show Details	Inside the note editor	Reveals color, type, priority, attachments, and visibility options
Color	Show Details panel	Assigns a color label to the note
Type	Show Details panel	Categorizes the note by type
Priority	Show Details panel	Sets a priority level on the note
Attachments	Show Details panel	Attach a file directly to the note
Visible to me only	Show Details panel	Makes the note private — hidden from other team members
@ tag	Inside the note body while typing	Tags a team member and sends them an email notification with the note
Template button	Top of the note editor	Pull from note or email templates to pre-fill the note content
Reply	On any existing note	Opens a reply editor to add to the note thread
Edit	On any existing note	Opens the note for editing after it has been saved
Note Templates	Templates section of the platform	Where you create and manage reusable note templates