This document covers the Conditions tab in a Broki mortgage file — including how to create conditions lists, manage condition statuses, assign conditions to borrowers and staff, link conditions to document requests, view all conditions across your entire portfolio, and what to expect from the upcoming AI extract feature.
Sections Covered
1. What the Conditions Tab Is
2. Creating a Conditions List
3. Adding Conditions to a List
4. Condition Statuses — Tracking Progress
5. Assigning Conditions to Staff or Borrowers
6. Adding Notes to a Condition
7. Linking a Condition to a Document Request
8. Managing Multiple Conditions Lists
9. The Conditions Task Hub — Across All Files
10. Upcoming Feature — AI Extract
11. Quick Reference — Where Is That Button?
1. What the Conditions Tab Is
The Conditions tab inside a mortgage file is where you track every lender condition tied to an approval — from what still needs attention, to what has been requested, received, sent to the lender, and ultimately approved.
Managing lender conditions is one of the most complex and stressful parts of a broker's workflow. The Conditions tab centralizes everything in one place so you are never logging into multiple portals or losing track of what is still outstanding.
Multiple lists side by side | If you have multiple approvals for the same file (e.g. Scotiabank and BMO), you can create a separate conditions list for each lender and manage them side by side. |
Status tracking | Each condition has its own status so you always know exactly where it stands in the process. |
Document request integration | Conditions can be directly linked to document requests — meaning when the client uploads a document, the condition status updates automatically. |
Portfolio-wide view | The Conditions Task Hub lets you see every condition across all your files in one place — not just one file at a time. |
2. Creating a Conditions List
A conditions list is a named group of conditions tied to a specific lender approval. You can have multiple lists on the same file.
How to create a list
Go to the Conditions tab inside the mortgage file.
Click the pencil icon or the create list button.
Give the list a name that identifies the lender or approval (e.g. 'Scotiabank Conditions List', 'BMO Approval').
Optionally assign a color to the list to visually differentiate multiple lists on the same file.
The list is now ready for conditions to be added.
3. Adding Conditions to a List
Once a list is created, you can add conditions to it either from your saved condition templates or as custom one-off conditions.
Using saved condition templates
Browse your available templates (e.g. Property Tax Statement, Signed Commitment, Solicitor Void Cheque).
Select the templates that apply and they will be added to the list.
Adding a custom condition
Click Add Custom Condition.
Enter a specific title (e.g. 'Account 1234 Bank Statement — September').
Optionally add a description with more detail.
Toggle Save for Future Use to turn this custom condition into a reusable template for future files.
Click Save — the condition is added to the list.
Best practice: Save custom conditions as templates when you find yourself adding the same specific condition repeatedly across different files. Over time this builds a comprehensive template library that speeds up condition entry significantly.
4. Condition Statuses — Tracking Progress
Each condition in a list has a status that you toggle manually as the condition progresses. This gives you and your team a clear, at-a-glance view of exactly where each item stands.
Needs attention | The condition has not been addressed yet. You do not have it and have not asked for it. Default starting status. |
Requested | You have asked the client (or another party) for this condition. The request has been made but nothing received yet. |
Received | The required document or information has been received from the client or relevant party. |
Sent to lender | The condition has been packaged and submitted to the lender for review. |
Approved | The lender has reviewed and approved this condition. It is satisfied. |
The overall progress of the list is shown at the top — giving you a quick percentage or count of how many conditions are satisfied vs. outstanding.
5. Assigning Conditions to Staff or Borrowers
Conditions can be assigned to specific people, which helps delegate work across your team and organize conditions by borrower when a file has multiple people on it.
Assigning to a staff member
On any condition item, click the assign option and select a team member.
That team member is now responsible for tracking and fulfilling that condition.
Useful for delegating specific conditions to an assistant, processor, or other team member.
Assigning to a borrower
If there are multiple borrowers on the file, you can assign a condition to a specific borrower.
When assigned, the condition is grouped under that borrower's name in the list — keeping everything clearly organized by who needs to provide what.
Unassigned conditions appear in a separate unassigned section.
6. Adding Notes to a Condition
Each individual condition can have notes attached to it for additional context or internal discussion.
Click the notes option on any condition item.
Add whatever context is needed — for example, details about what was discussed with the client, specific instructions from the lender, or follow-up reminders.
Notes are internal only and are not visible to the client.
7. Linking a Condition to a Document Request
One of the most powerful features of the Conditions tab is the ability to create a document request directly from a condition — and have the two automatically linked so that when the client uploads a document, the condition status updates automatically.
How to link a condition to a document request
On the condition item, click Add to Document Requests.
Select the client/borrower the document is being requested from.
The document request is created in the Documents tab automatically — you do not need to navigate away and recreate the item.
The condition and the document request are now linked.
What happens after linking
When the client uploads the document via their portal, the condition status automatically updates to Received.
When you send a document reminder to the client, the linked condition item is included in the reminder automatically.
You do not need to manually update the condition status when the document arrives — the link handles it.
Best practice: Always use Add to Document Requests rather than creating a document request separately from the Documents tab. The automated status link saves time and ensures your conditions list stays accurate without manual updates.
⚠ If you create the document request separately from the Documents tab (not via Add to Document Requests on the condition), the automatic status link will NOT be established. The two will be independent and you will need to update the condition status manually.
8. Managing Multiple Conditions Lists
When a file has more than one approval — for example, approvals from two different lenders — you can create a separate conditions list for each one and manage them side by side on the same Conditions tab.
Scroll to the bottom of the existing list(s) and click Add New List (or the equivalent button).
Give the new list a name (e.g. 'BMO Approval') and assign a different color to differentiate it visually.
Add conditions to the new list following the same process as the first list.
Both lists are visible simultaneously on the same tab — scroll horizontally or vertically depending on the layout.
9. The Conditions Task Hub — Across All Files
The Conditions tab inside an individual mortgage file shows only the conditions for that file. But Broki also has a portfolio-wide conditions view called the Conditions Task Hub — a powerful tool for brokers and admin staff who need to work through conditions across their entire book of business.
📍 Task Hub → Conditions List
The Conditions Task Hub shows every condition across every mortgage file you have — not just one file at a time.
You can see all outstanding conditions, their statuses, which file they belong to, and who is responsible.
This is the recommended daily working view for you or your admin staff when processing conditions — rather than jumping in and out of individual files.
Filter by status, staff member, or other criteria to focus on what needs attention.
Best practice: Have your admin or processor work out of the Conditions Task Hub rather than individual files. It gives them a complete picture of every outstanding condition across all active files, making it much easier to prioritize and work efficiently.
10. Upcoming Feature — AI Extract
🔜 COMING SOON: An AI Extract feature is currently in development. Once live, you will be able to upload a commitment document (lender approval letter) directly into the Conditions tab. The AI will automatically extract all conditions from the document, label any conditions you already have as Approved, and flag everything still outstanding as Needs Attention. It will also organize conditions by borrower name automatically. This will replace the current manual condition entry process. For now, all conditions must be added manually as described in this document.
11. Quick Reference — Where Is That Button?
Button / Feature | Location | What it does |
Conditions tab | Left sidebar inside a mortgage file | View and manage all conditions lists for this file |
Pencil / Create list | Conditions tab | Creates a new named conditions list for a lender or approval |
Color selector (list) | When creating a list | Assigns a color to visually differentiate multiple lists |
Add condition (template) | Inside a conditions list | Select from saved condition templates to add to the list |
Add Custom Condition | Inside a conditions list | Create a one-off condition with a custom title and description |
Save for Future Use toggle | When adding a custom condition | Saves the custom condition as a reusable template |
Status toggle | On each condition item | Cycle through: Needs Attention → Requested → Received → Sent to Lender → Approved |
Assign to staff | On each condition item | Delegates responsibility for this condition to a specific team member |
Assign to borrower | On each condition item | Groups the condition under a specific borrower on a multi-borrower file |
Notes (condition) | On each condition item | Adds internal notes specific to that condition |
Add to Document Requests | On each condition item | Creates a linked document request and auto-updates the condition status when the document is uploaded |
Add New List | Bottom of the Conditions tab | Creates an additional conditions list for a second lender or approval |
Conditions Task Hub | Task Hub section of the platform → Conditions List | Portfolio-wide view of all conditions across all active files |
AI Extract (upcoming) | Conditions tab — once live | Upload a commitment document and have conditions extracted automatically |