How to Use Automations in Broki | Workflows, Tasks & Email Triggers Explained

Overview

The Automations feature lets you build rule-based workflows that eliminate repetitive manual steps. Each automation runs silently in the background — creating tasks, sending emails, or introducing delays — the moment a defined trigger condition is met.

Getting started

Navigate to Automations in the left-hand sidebar
Click Create Workflow
The Workflow Builder opens, ready to configure

Core concepts

Triggers

A trigger is the condition that causes an automation to run. Every workflow must have exactly one trigger. Click the + button in the builder to add your trigger and set its parameters.

Actions

Actions are what happen after the trigger fires. A single workflow can contain as many actions as needed. Actions execute in the order they are arranged and can be reordered by dragging.

Waits (delays)

A Wait step pauses the workflow for a specified number of minutes or days before moving to the next action. Waits can be placed anywhere in the sequence and you can use multiple waits within a single workflow.

Available triggers

Trigger	Description	Configuration options
Pipeline Stage Change	Fires when a file moves between pipeline stages	From Stage / To Stage (any or specific)
New File Created	Fires when a new mortgage file is opened	File type; Advisor filter
Lead Stage Change	Fires when a lead moves to a new stage	From Stage / To Stage
Document Upload	Fires when a document is added to a file	File type filter
Task Completed	Fires when a task is marked complete	Optional task title filter
Node Added to File	Fires when a new contact node is added	None
Contact Birthday	Fires on a contact's birthday	None
Partner Added	Fires when a partner is linked to a file	None
Closing Date	Fires relative to the closing date	Offset days (negative = before, positive = after)
Subject to Financing Date	Fires relative to the financing condition date	Offset days (negative = before, positive = after)

Available actions

Action	Description	Key settings
Create Task	Generates a task automatically when the trigger fires	Task title; Due date offset (days from creation)
Send Email	Sends a pre-built email template to specified recipients	Email template; Recipients (Client / All Borrowers / Admin / Advisor)
Wait	Introduces a delay before the next action executes	Duration in minutes or days

Configuring task creation

There are two approaches to task creation in automations. Most advisors use Option A.

Option A — Create all tasks immediately with future due dates (recommended)

All tasks are created at the moment the trigger fires, but each is assigned a different due date in the future. This is the preferred approach because:

All upcoming tasks are visible immediately in your Task Hub
You can filter by due date to plan your day, tomorrow, or the week ahead
Nothing falls through the cracks — tasks exist before you need them

How to set it up:

Add a Create Task action after your trigger
Enter the task title (e.g. "Follow up with client — Day 1")
Under Due Date, choose Days from Creation and enter your offset (e.g. 1, 3, 7)
Repeat for each follow-up task, increasing the due date offset each time

Option B — Delayed task creation using Wait steps

If you prefer a task to not appear until it is actually due, insert a Wait step before the Create Task action.

Example: Trigger → Wait 2 days → Create Task

The task will only appear in the system after the wait has elapsed.

Note: With delayed creation, tasks will not appear in future-day filters until they are created. You will not be able to preview upcoming work in your Task Hub in advance.

Configuring email automation

Use the Send Email action to automatically deliver a pre-built email template to clients or your team.

To set up an automated email:

Build your email template in Email Templates before creating the automation
In the workflow builder, add a Send Email action
Select your template from the dropdown
Choose your recipients: Client, All Borrowers, Admin, or Mortgage Advisor

Selecting All Borrowers sends the template individually to each borrower on the file.

Triggering an email when a task is completed

Use the Task Completed trigger, enter the exact task title to match, then add a Send Email action. Only tasks matching that exact title will fire the automation.

Date-based triggers — Closing Date & Subject to Financing Date

Both date triggers support an offset setting:

Negative offset (e.g. -3) — trigger fires 3 days before the date
Positive offset (e.g. +7) — trigger fires 7 days after the date
Zero offset — trigger fires on the date itself

You can also use offset 0 with a Wait step to achieve the same result. Both methods work identically — the offset approach is simpler when you only need a single action before or after a date.

Verifying your automation is working

After saving a workflow, confirm it is functioning correctly:

Go to the Automations tab and locate your workflow
Check the Runs counter — this shows how many times the automation has executed
Manually trigger the condition (e.g. move a file to a new pipeline stage)
Refresh the page — if the counter increased, the automation ran successfully
If the counter stays at zero, review your trigger configuration to make sure the parameters match what you did

The Analytics section at the top of the Automations page shows a full history of every automation run across all workflows, including timestamps.

Best practices

Always add a 1-minute Wait on Pipeline Stage Change workflows. If a file is accidentally dropped in the wrong stage, the buffer gives you time to correct it before any action fires — preventing clients from receiving unintended emails.

Consider task-based workflows over automated emails. Many advisors prefer automations that create reminder tasks rather than sending emails directly. This keeps you in control of every outbound message — the automation reminds you to send it, you review and send manually.

Use the Task Hub date filter daily. With Option A task creation, all tasks exist from the moment the trigger fires. Filter by Today, Tomorrow, or Next 7 Days to see exactly what is coming up without anything being hidden.

Frequently asked questions

Can a workflow have more than one trigger? No. Every workflow has exactly one trigger. If you need the same actions to fire from two different conditions, build two separate workflows.

Can I reorder actions after I've built a workflow? Yes. Actions can be reordered by dragging them within the workflow builder.

What happens if a task title doesn't exactly match the Task Completed trigger? The automation will not fire. The task title in the trigger must match the task title exactly — including capitalisation and spacing.

Can I use multiple Wait steps in one workflow? Yes. You can add as many Wait steps as needed and place them anywhere in the action sequence.

Where can I see a history of all automation runs? The Analytics section at the top of the Automations page shows a full run history across all workflows with timestamps.