This document covers the To Do (Tasks) tab inside a Broki mortgage file, the global Task Hub, and how to set up automated task creation using pipeline stage change triggers.
Sections Covered
1. What the To Do Tab Is
2. Creating a Task Manually
3. Task Fields — Title, Priority, Assignee, Due Date
4. Sending Email Notifications When Assigning Tasks
5. Mass Actions on Tasks
6. Filtering Tasks Within a File
7. The Global Task Hub
8. Contact-Level Tasks
9. Setting Up Automated Tasks (Automations)
10. The One-Minute Wait Trick
11. Building a Full Automation Workflow
12. Quick Reference — Where Is That Button?
1. What the To Do Tab Is
The To Do tab (also referred to as the Tasks tab) inside a mortgage file is where you create and manage one-off action items specific to that file. Tasks can be assigned to any team member, given a due date, and tracked to completion.
Tasks created in the To Do tab also appear in the global Task Hub — a centralized view where you can see all tasks across all files in one place.
To Do tab (in file) | One-off tasks tied to a specific mortgage file. Visible on the file and in the Task Hub. |
Task Hub (global) | A platform-wide view of all tasks across all files. Filter by person, stage, due date, and more. |
Contact tasks | Tasks can also be created on individual contact records in the Contacts tab — separate from file tasks. |
Checklists tab | Stage-based repeatable checklists — different from To Do tasks. See the Checklists knowledge base for details. |
2. Creating a Task Manually
📍 Pipeline → open file → To Do tab
Click the Create Task button (or select from a task template if you have templates saved).
Enter the task title and optionally a description.
Set the priority, assignee, and due date (see Section 3).
Click Create.
The task appears in the To Do tab and in the Task Hub.
3. Task Fields — Title, Priority, Assignee, Due Date
Title | The name of the task — what needs to be done. |
Description | Optional additional context or instructions for whoever is completing the task. |
Priority | Assign a priority level to help team members understand urgency. |
Assignee | Assign the task to any team member. It will appear in their Task Hub view. |
Due date | Set when the task needs to be completed. Tasks filtered by 'Due Today' in the Task Hub will show only tasks with today's date. This is the primary way team members prioritize their day. |
4. Sending Email Notifications When Assigning Tasks
When assigning a task to another team member, a toggle allows you to send them an email notification informing them of the new task.
This is optional — leave it unchecked if you do not want to notify them by email.
The notification email contains the task title and a link to the file.
5. Mass Actions on Tasks
Select one or more tasks using their checkboxes to activate mass actions at the top of the To Do tab.
Update due dates | Change the due date on all selected tasks at once — useful when a file is delayed and everything needs to shift. |
Mark as complete | Mark all selected tasks as done simultaneously. |
Delete | Remove all selected tasks. |
Change priority | Update the priority level across all selected tasks. |
Reassign | Change who the selected tasks are assigned to. |
6. Filtering Tasks Within a File
Inside the To Do tab on a file, you can filter the task view to focus on specific subsets.
Active — all open tasks.
Due today — only tasks with today's due date.
Completed — tasks that have been marked done.
Filter by team member — click a team member's name to see only their tasks on this file.
7. The Global Task Hub
📍 Task Hub → Tasks tab
The Task Hub is a platform-wide view showing all tasks across every mortgage file. It is the recommended daily working view for you and your team — rather than jumping in and out of individual files.
What you can do in the Task Hub
View all tasks across all files in a list format.
Filter by team member — see only your tasks or a specific person's tasks.
Filter by pipeline stage.
Filter by due date (e.g. Due Today, Due This Week).
Click any task to open the associated file directly.
Best practice: Have your team start each day in the Task Hub filtered to their name and 'Due Today'. This gives them a clear, prioritized list of exactly what needs to happen that day across all files — without needing to check each file individually.
Note: The Task Hub also has tabs for Conditions and Checklists. Make sure you are on the Tasks tab when looking for To Do tasks.
8. Contact-Level Tasks
Tasks can also be created at the contact level, separate from any specific mortgage file.
📍 Contacts tab → click a contact → Tasks tab
Use contact tasks for follow-ups or actions tied to a person rather than a specific file.
Contact tasks also appear in the Task Hub alongside file tasks.
9. Setting Up Automated Tasks (Automations)
Instead of creating tasks manually every time a file moves to a new stage, you can set up automations that create tasks automatically when a trigger occurs. This ensures nothing is missed and your team always has the right tasks waiting for them at every stage.
📍 Automations section of the platform
How automations work
An automation has two parts: a trigger (what needs to happen) and an action (what to do when it happens).
Trigger | The event that starts the automation. For task creation, this is typically a Pipeline Stage Change — when a file moves from one specific stage to another. |
Action | What happens when the trigger fires. For task automations, the action is Create Task. |
Creating a task automation — step by step
Go to the Automations section of the platform.
Click Create Automation (or New Workflow).
Set the Trigger: select Pipeline Stage Change, then specify the From stage and To stage (e.g. Application Received → Ready to Review).
Add a one-minute wait between the trigger and the action (see Section 10 for why).
Add the Action: Create Task.
Enter the task title and description.
Set the assignee. Options include: a specific team member, File Owner, or Mortgage Advisor (the person in position 2 — see the Advisors Tab knowledge base for how this works).
Set the due date: Same Day (task is created immediately when the trigger fires) or Days From Creation (task appears X days after the trigger).
Click Save Workflow.
When a file reaches the configured stage, the task is created automatically and immediately appears in the To Do tab of that file and in the Task Hub.
10. The One-Minute Wait Trick
When setting up automations, it is strongly recommended to add a one-minute wait step between the trigger and the task creation action. Here is why:
Occasionally you may accidentally drag a file into the wrong stage on the pipeline board.
Without a wait, tasks are created instantly — even if you immediately move the file back.
With a one-minute wait, if you correct the mistake within that minute, the automation will detect that the file is no longer in the trigger stage and will NOT create the tasks.
This gives you a one-minute window to fix accidental stage changes without generating incorrect tasks.
This is a best practice for every stage-based automation — always insert a short wait between the trigger and the action.
11. Building a Full Automation Workflow
The real power of task automations comes from building a complete workflow that covers your entire client journey — one automation per stage change, from application received all the way through to completion.
Create one automation for each stage transition (e.g. Application Received → Documents Sent, Documents Sent → Introduction Made, etc.).
Each automation has: a stage change trigger → a one-minute wait → one or more Create Task actions.
Tasks can include anything your team needs to do at that stage — review documents, contact the client, submit to the lender, etc.
Over time, your team can work almost entirely out of the Task Hub — tasks flow in automatically as files progress, and team members simply work through what is assigned to them.
Example workflow structure: New file created → create task (call client) + create task (send document request). Then: Documents Sent → create task (follow up in 2 days). Then: Ready to Review → create task (review all documents are labeled). And so on for every stage.
12. Quick Reference — Where Is That Button?
Button / Feature | Location | What it does |
To Do tab | Left sidebar inside a mortgage file | Access all tasks for this specific file |
Create Task button | To Do tab | Opens the task creation form |
Task title | Task creation form | Name the task |
Description | Task creation form | Optional detail or instructions for the task |
Priority | Task creation form | Set urgency level |
Assignee | Task creation form | Assign to a team member |
Due date | Task creation form | Set when the task is due — drives Task Hub filtering |
Email notification toggle | Task creation form | Send an email to the assignee notifying them of the new task |
Select all / Deselect all | To Do tab — mass action row | Select all tasks for bulk actions |
Mass actions | To Do tab — appears when tasks are selected | Update due dates, mark complete, delete, change priority, reassign |
Filter (team member) | To Do tab | Show only a specific team member's tasks on this file |
Task Hub | Platform navigation → Task Hub → Tasks tab | Global view of all tasks across all files |
Automations | Platform navigation → Automations | Create triggers and actions for automated task generation |
Pipeline Stage Change trigger | Inside automation editor | Fires when a file moves from one specific stage to another |
Wait step | Inside automation editor | Add a delay (e.g. 1 minute) before the action fires — prevents tasks from being created on accidental stage drops |
Create Task action | Inside automation editor | Defines the task to be created when the trigger fires |
File Owner / Mortgage Advisor | Assignee options in automation | Dynamically assigns the task to the file owner or mortgage advisor (position 2) rather than a fixed person |