This document covers everything in the Checklists tab of a Broki mortgage file — including how to create checklist templates, auto-attach them to pipeline stages, enforce completion before advancing a file, and add custom items on a per-file basis.
Sections Covered
1. What the Checklists Tab Is
2. Checklists vs. To Do Tasks — What Is the Difference?
3. Creating a Checklist Template
4. Auto-Attaching a Checklist to a Pipeline Stage
5. Completion Requirements — Enforcing Checklist Items
6. Adding Items to a Checklist Template
7. How Checklists Appear in the File
8. Adding Custom Items to a File Checklist
9. Completing and Tracking Checklist Items
10. Quick Reference — Where Is That Button?
1. What the Checklists Tab Is
The Checklists tab inside a mortgage file is where you manage structured, repeatable task lists tied to specific pipeline stages. Rather than relying on individual to-do tasks or memory, checklists give you a standard operating procedure for every stage a file passes through.
Purpose | Ensure consistent quality and process compliance at every stage of the mortgage file — every time, for every file. |
Auto-attachment | Checklist templates can be configured to automatically attach to a file the moment it reaches a specific pipeline stage — no manual action required. |
Per-file customization | While templates provide the base checklist, you can add custom items to any individual file checklist after it has been generated. |
Completion tracking | The system records who completed each item and when — giving you a full audit trail. |
2. Checklists vs. To Do Tasks — What Is the Difference?
Broki has two separate tools for tracking work items. It is important to understand which one to use for which purpose.
Checklists tab | Stage-based, repeatable sets of items. Created from templates. Auto-attach when a file reaches a specific stage. Best for standard operating procedures that apply to every file at that stage. |
To Do tab (tasks) | One-off tasks created manually for a specific file. Not tied to templates or stages. Best for ad-hoc action items that are unique to a particular file or situation. |
Think of checklists as your standard operating procedure for each stage, and To Do tasks as your one-off action items that come up on a per-file basis.
3. Creating a Checklist Template
Checklist templates are created in Settings, not inside individual files. Once created, they can be auto-attached to files or added manually.
📍 Settings → Pipeline & Workflows → Checklists
Steps to create a template
Go to Settings → Pipeline & Workflows → Checklists.
Click Create Checklist Template (or the equivalent add button).
Give the template a name (e.g. 'Conditionally Approved', 'Submitted to Lender', 'Pre-Approval').
Add your checklist items (see Section 6).
Configure auto-attachment and completion requirements (see Sections 4 and 5).
Click Save Template.
4. Auto-Attaching a Checklist to a Pipeline Stage
The most powerful feature of checklists is the ability to auto-attach them to a specific pipeline stage. When a file moves into that stage, the checklist is automatically generated on the file — no manual steps required.
How to configure auto-attachment
Inside the checklist template editor, find the toggle that says Auto Attach to Files When It Reaches a Specific Stage.
Enable the toggle.
Select the pipeline stage that should trigger this checklist (e.g. Conditionally Approved).
The checklist will now automatically appear on every file that reaches that stage.
Restricting auto-attachment to specific team members
You can configure the checklist to only auto-attach for specific team members' files.
Toggle the team member restriction option and select the relevant people.
When enabled, the checklist will only auto-attach to files where the selected team members are assigned — not all files that reach the stage.
Leave this toggle off if you want the checklist to apply to all files at that stage regardless of who is assigned.
Example use case: If different brokers on your team have different processes at the same stage, you can create separate checklist templates for each person and restrict each one to the appropriate team member.
5. Completion Requirements — Enforcing Checklist Items
You can configure a checklist to enforce completion before certain actions can be taken on a file. There are two enforcement options, and both can be used independently or together.
Required before moving to next stage | All checklist items must be marked complete before the file can be moved to the next pipeline stage. The system will block the stage change until the checklist is fully done. |
Required before marking as complete | All checklist items must be marked complete before you can mark the file as complete (close it out). Ensures nothing is missed before a file is officially closed. |
Best practice: Use the 'required before moving to next stage' enforcement for checklists that contain items that genuinely must be done before progressing — such as compliance steps or lender submission requirements.
6. Adding Items to a Checklist Template
Each checklist template contains individual items — the specific steps or actions that need to be completed at that stage.
Adding items
Inside the checklist template editor, click Add Item.
Enter the item name (e.g. 'Verify appraisal is not needed', 'Send to rate department for better rate', 'Notify client and realtor the file is conditionally approved').
Optionally add a description to the item for more context.
Add as many items as needed for that stage's standard operating procedure.
Best practice: Every stage in your pipeline should have a corresponding checklist with the non-negotiable items for that stage. Think of it as your quality control layer — if it always needs to happen at that stage, it goes on the checklist.
7. How Checklists Appear in the File
Once a checklist is auto-attached (or manually added), it appears in the Checklists tab of the mortgage file.
The checklist appears under its template name.
Click the dropdown arrow on the checklist to expand and see all items.
Each item is shown with a checkbox for completion tracking.
Multiple checklists can exist on a single file — one for each stage the file has passed through that had an auto-attached template.
Manually adding a checklist to a file
You do not have to rely on auto-attachment. You can also add a checklist to any file manually at any time.
In the top corner of the Checklists tab, select from one of your saved templates and add it directly.
This is useful for files that were already in a stage before the template was created, or for situations where you need a checklist outside of the usual stage trigger.
8. Adding Custom Items to a File Checklist
While your template provides the standard operating procedure, every file is different. You can add custom items to any checklist on a specific file without affecting the original template.
Open the Checklists tab on the mortgage file.
Find the checklist you want to add to.
Click Add Custom Item (or the equivalent add button within the checklist).
Enter the custom item name.
The item is added to this file's checklist only — the template is not modified.
Best practice: Use the template for items that apply to every file at that stage, and use custom items for anything unique to the individual file. This keeps your templates clean while still giving you flexibility per file.
9. Completing and Tracking Checklist Items
Checking off items is straightforward, and the system keeps a full record of who did what and when.
Check the checkbox next to an item to mark it as complete.
The system records which team member completed the item and how long ago it was completed — visible directly on the checklist.
This creates a light audit trail — useful for team accountability and quality control.
If completion is enforced (see Section 5), the system will block the next action until all required items are checked off.
10. Quick Reference — Where Is That Button?
Button / Feature | Location | What it does |
Checklists tab | Left sidebar inside a mortgage file | View and manage all checklists for this file |
Create Checklist Template | Settings → Pipeline & Workflows → Checklists | Create a new reusable checklist template |
Auto Attach toggle | Inside the checklist template editor | Enables automatic attachment when a file reaches a specific stage |
Stage selector (auto-attach) | Inside the checklist template editor | Choose which pipeline stage triggers the auto-attachment |
Team member restriction | Inside the checklist template editor | Limit auto-attachment to specific team members' files only |
Required before next stage toggle | Inside the checklist template editor | Blocks stage advancement until all items are complete |
Required before mark complete toggle | Inside the checklist template editor | Blocks file completion until all items are checked off |
Add Item | Inside the checklist template editor | Add a new item to the template |
Add Custom Item | Inside a checklist on a file | Add a one-off item to this file's checklist only (does not affect the template) |
Dropdown arrow (checklist) | On the checklist in the file | Expands the checklist to show all items |
Checkbox (item) | On each checklist item | Marks the item as complete — records who completed it and when |
Add checklist manually | Top corner of the Checklists tab in a file | Add a template-based checklist to the file without waiting for auto-attachment |