Overview
Checklists and conditions are two kinds of reusable lists for mortgage files. Clients don't see either of them.
Checklist templates are internal to-do lists, such as "Pre-approval checklist". You build them in Settings > Checklist Templates. They can attach to a file automatically when it reaches a pipeline stage, and they can stop a file moving to another stage until they're complete.
Condition templates are reusable lists of lender or underwriting conditions, such as "Standard conditions". You build them on the Templates page, under Conditions, and add them to a file from the file's Task Hub tab.
Also called: lender conditions.
On a mortgage file, both appear in the Task Hub tab: Checklists ("File checklist items") and Conditions ("Lender conditions").
At a glance
At a glance, checklist templates and condition templates are built in different places and both show up on the file.
Build checklist templates in Settings > Checklist Templates. Build condition templates on Templates > Conditions.
A checklist can auto-attach when a file is created in a default-pipeline stage or moves into that stage.
Require this checklist complete before moving to another pipeline stage blocks a stage move until the required items are done.
Ensure the entire checklist is complete before closing the file shows a reminder. It does not stop anyone closing the file.
Checklist templates are built in Settings. Condition templates are built on the Templates page. On a file, both are under Task Hub.
Before you begin
Before you build templates, confirm you can manage checklist templates and that your default pipeline stages exist.
To create, edit or delete checklist templates you need the Manage Checklist Templates permission. Without it the page shows "Template management access required". You can still use checklists on files.
To open Settings > Checklist Templates you need the Pipeline Configuration permission. Admins can open every settings tab.
Auto-attach uses the stages of your organization's default pipeline. Set your stages up first in Settings > Pipelines.
Items with a Specific team member as default assignee need that person to be an active member of your team.
Step-by-step instructions
These steps cover creating and managing checklist templates, adding them to a file, and doing the same for conditions.
Create a checklist template
To create a checklist template, name it, choose optional stage and required rules, then add items and save.
Open Settings.
Under Documents & Compliance, select Checklist Templates.
Select Create template.
Under Template settings, enter a Template name (for example, "Pre-Approval Checklist") and, optionally, a Description.
Choose how the checklist behaves. All of these are optional.
Auto-attach to files when they reach a specific stage: pick the Pipeline stage. To limit it further, tick Only attach to specific team members' files and choose the members. "Checklist auto-attaches only when these members own the file."
Ensure the entire checklist is complete before closing the file.
Require this checklist complete before moving to another pipeline stage. "If specific items are marked required, only those must be done; otherwise all items must be complete."
Auto-attach runs when a file is created in the chosen stage or moves into it. An Inactive template does not auto-attach.
Under Checklist items, select Add checklist item.
Enter a Title (required), for example "Verify employment".
Optionally enter a Category (optional), for example "Documentation", and a Description (optional).
Optionally tick Required — must be completed before file can close.
Set Default assignee to Unassigned, Mortgage file owner, or Specific team member, then choose the Team member if you picked Specific team member.
Drag items to change their order.
Select Save template.
What happens: Broki shows "Template created successfully" and returns you to the list. Items without a title are not saved.
Find, preview, and edit a checklist template
To find, preview, and edit a checklist template, use the groups in the left column and the buttons on each card.
The left column groups your templates:
Manual use: "Add to files manually". Templates without auto-attach.
Auto-attach: "Attach at a specific stage".
Required items: "Block file closure". Templates with either "required" option turned on.
Each card shows the auto-attach stage, the number of team members it's limited to, the number of items and the date it was created. Use the card buttons to Preview, Edit template or Delete.
Before you continue: saving changes to a template replaces its items. On files that already have this checklist, the template's original items, and whether they were ticked, are removed. New items are not added to those files. Items added directly on a file stay. See Limitations and important behavior.
Turn a checklist template off
To turn a checklist template off without deleting it, switch it from Active to Inactive.
Find the template card.
Select the Active toggle.
What happens: Broki shows "Template deactivated" and the card shows Inactive. Inactive templates no longer auto-attach. Select Activate to turn the template back on ("Template activated").
Delete a checklist template
To delete a checklist template, confirm the warning. Deleting it also removes it from every file where it is attached.
Before you continue: deleting a template also removes it from every file where it's attached.
Select Delete on the template card.
Confirm: "Are you sure you want to delete this checklist template? This will also remove it from any files where it's currently attached."
What happens: Broki shows "Checklist template deleted".
Add a checklist to a mortgage file
To add a checklist to a mortgage file, open Task Hub, then Checklists, and select Add to File.
Open the mortgage file and go to the Task Hub tab.
Select Checklists.
Select Add Checklist. On a file with no checklists, select + Create your first checklist.
In Add checklist to file, search or browse the templates and select Add to File on the one you want.
What happens: the checklist appears with a progress ring, "N of N complete", and a status of Not started, In progress or Complete. Tags after the progress show Closure or Stage gate if those options are on.
You can tick items, assign them, add your own items to that file only, and archive the whole checklist ("Archive this checklist? You can restore it later if needed.").
Create a condition template
To create a condition template, name the list on the Templates page and add condition items.
Open Templates from the sidebar.
Select Conditions ("Lender condition lists").
Select + Create template, or Create template if you have none yet.
Enter a Template name (for example, "Standard conditions") and an optional Description.
Under Conditions, select + Add item for each condition. Enter a Condition title, an optional Category and an optional Description. Use the arrows to reorder.
Select Create template, or Save changes when editing.
What happens: Broki shows "Template created". The row actions let you edit, duplicate ("Template duplicated") or delete a template. Deleting asks you to select Confirm.
Add conditions to a mortgage file
To add conditions to a mortgage file, create a lender list and add templates or a custom condition.
Open the mortgage file, go to the Task Hub tab, and select Conditions.
If the file has no conditions yet, select + Add your first conditions list. Name the list after the lender or scenario (for example, "Example Bank"), pick a Colour label, and select Create list.
Select Add condition.
In Create conditions list, tick one or more templates. If the file has more than one list, choose it under Add to list.
Optional: select Add custom condition and enter a Title, Description and Category.
Select Add.
What happens: Broki shows "Added N conditions from N templates". Change each condition's status, assignee and borrower as the file progresses.
To add a single one-off condition, select Custom condition instead.
Practical examples and other ways to use it
These examples show auto-attach on new deals, a stage stop, different checklists per broker, one list per lender, and tracking statuses to approval.
Pre-approval checklist on every new deal. Create "Pre-Approval Checklist", turn on auto-attach for your first stage, and set the default assignee for document items to Mortgage file owner.
Hard stop before submission. Mark the key items Required and turn on Require this checklist complete before moving to another pipeline stage. Nobody can drag the file to the next stage until those items are ticked.
Different process per broker. Create two versions of a checklist on the same stage and limit each to specific team members' files.
Two lenders on one deal. On the file's Conditions, add a list for each lender with Add another lender list, then add each lender's conditions to its own list.
Track conditions to approval. Move each condition through Needs Attention, Requested, Received, Sent to Lender and Approved. The Overall progress bar shows "N of N conditions approved".
Move each condition through Needs Attention, Requested, Received, Sent to Lender, and Approved.
Common mistakes and how to avoid them
These mistakes cover editing a live template, expecting the closure option to lock a file, stages on another pipeline, and saving a custom condition as a template.
Editing a template that's already on live files. Edits replace the items on files that use it, and ticks on those items are lost. Create a new template, or deactivate the old one and make a copy, instead.
Expecting the closure option to lock the file. Broki shows a reminder on the file, but it doesn't stop anyone closing the file. Only the stage option blocks a move.
Picking a stage from another pipeline. Auto-attach only lists stages from your default pipeline. Files in other pipelines won't receive the checklist.
Expecting auto-attach on files already at the stage. Auto-attach runs when a file moves into the stage, or is created in it. Add the checklist manually to files already there.
Using "Save as template for future use" on a custom condition. This creates a new condition template but doesn't add the condition to the current file. Add it to the file afterwards from the template.
Troubleshooting
Use this section when a stage move is blocked, a checklist did not attach, or you cannot save or add a template.
"Complete required checklist items before moving stages: ..."
"Complete required checklist items before moving stages: ..." means a gated checklist on the file is not finished.
Possible causes
The file has a checklist with Require this checklist complete before moving to another pipeline stage turned on, and it isn't finished.
Check first
The message names the checklist. Open it in the file's Task Hub > Checklists.
To fix
Tick every item marked required. If none are marked required, tick every item.
Try the stage move again.
If the checklist doesn't apply to this file, archive it.
Confirm it worked
The file moves to the new stage without the message.
Contact support if
Every item is ticked and the message still appears.
A checklist didn't attach automatically
Use this section when a checklist didn't attach automatically.
Possible causes
The template is Inactive.
The file was already at that stage before the template was set up.
The template is limited to specific team members and the file owner isn't one of them.
The file is in a pipeline other than your default pipeline.
Check first
The template card in Settings > Checklist Templates shows the stage name and any team member limit.
To fix
Activate the template and check its stage and team members.
For files already at that stage, add the checklist manually with Add Checklist.
Confirm it worked
The next file moved into the stage receives the checklist.
Contact support if
A file owned by a listed member moves into the stage and still doesn't receive an active template. Include the file and template names.
"Template management access required"
"Template management access required" means your role cannot create or edit checklist templates.
Possible causes
Your role doesn't have Manage Checklist Templates.
Check first
Ask an admin which role you have.
To fix
Ask an admin to make the change, or to grant Manage Checklist Templates in Settings > Roles & Permissions.
Confirm it worked
After reloading, Create template appears.
Contact support if
The permission is on for your role and the message still appears.
"Items set to “Specific team member” need someone selected (or switch default assignee)."
"Items set to “Specific team member” need someone selected (or switch default assignee)." means a checklist item has no team member chosen.
Possible causes
An item's Default assignee is Specific team member with no one chosen.
Check first
Look for an item with an empty Team member box.
To fix
Choose a team member, or change the default assignee.
Select Save template.
Confirm it worked
Broki shows "Template updated successfully".
Contact support if
The person you need isn't in the list and they are an active team member.
"Create checklist templates in Settings before attaching one to this file."
"Create checklist templates in Settings before attaching one to this file." means there is no active checklist template to add.
Possible causes
Your organization has no active checklist templates.
Check first
Open Settings > Checklist Templates and check for Inactive cards.
To fix
Create a template, or activate an existing one.
Return to the file and select Add Checklist.
Confirm it worked
The template appears in Add checklist to file.
Contact support if
Active templates exist but none appear on the file.
Tips and best practices
These tips help you avoid losing ticks on live files, and keep stage gates for real stops.
Finalize a template before using it widely. Because edits affect files already using it, test a new template on one file first.
Use categories. Short categories such as "Documentation" or "Verification" make long checklists easier to scan.
Default important items to the file owner. The owner sees the work assigned to them without anyone assigning it by hand.
Keep stage gates for true hard stops. Too many gated checklists slow your team down at every stage move.
One condition list per lender. It keeps each lender's outstanding items separate when you shop a deal.
Limitations and important behavior
These limits describe what saving or deleting a template does, and what the closure option does not block.
Saving a checklist template deletes and recreates its items. On files using that template, the original template items and their ticks are removed and new items aren't added. Items added directly on a file aren't affected.
Deleting a checklist template removes it from every file where it's attached.
Ensure the entire checklist is complete before closing the file shows a reminder on the file ("Required checklist items must be completed before file closure."). It doesn't prevent closing the file.
The stage option blocks stage moves from the pipeline board and from the file's Pipeline tab.
Auto-attach uses stages from the default pipeline. If you rename a stage, linked templates follow the new name.
Each template can only be attached once per file. When all are attached, the picker shows "All Checklists Added".
Changing a condition template doesn't remove conditions already added to files.
Checklists and conditions are internal. They don't appear in the client portal.
Frequently asked questions
These questions cover the difference between the two lists, stages, archived checklists, and bulk updates.
What is the difference between a checklist and a condition? A checklist is your team's internal process for a file. A condition is something the lender requires before approval or funding, tracked through statuses until it's approved.
Can I attach a checklist at more than one stage? No. Each template has one stage. Create a second template for another stage.
How do I restore an archived checklist? Archiving hides the checklist from the file without deleting it. Contact support if you need one restored.
How do I update many conditions at once? Select conditions (or Select all visible) to delete them, change their status or assign them in one step.
Related articles
These related articles cover Task Hub, pipeline stages, templates, roles, and compliance settings.