Overview
You set up the stages files move through on Settings > Pipelines. Here you add, rename, reorder, color, and delete stages, choose the default stage for new files, control what clients see for each stage, hide stages from specific team members, and create separate pipelines (for example one for purchases and one for refinances).
Also called: Pipelines.
The same page also holds lead stages, partner stages, and the completed pipeline (renewal timeline).
At a glance
Each pipeline has its own stages. Renaming a stage updates every file in it. Deleting a stage moves those files to the next stage, or the previous stage if it is last.
Hide from client portal also turns off client stage-update emails for that stage. Hide from specific users hides the column and its files on those members' boards. Admins always see every stage.
A new pipeline copies the default pipeline's stages. The default pipeline can't be deleted, and a pipeline that still has files can't be deleted.
You can't delete the default stage or the only stage. System stages can't be deleted or dragged.
Before you begin
You need the Pipeline Configuration permission, and stage changes affect live files for the whole organization.
You need the Pipeline Configuration permission. Admins have it, and team members have it by default unless an admin turns it off.
Changes affect everyone in your organization. Renaming or deleting a stage moves or updates live files.
Moving files between stages day to day happens on the pipeline board. See Pipeline board and moving deals.
Step-by-step instructions
These steps add, edit, reorder, hide, and delete stages, and manage pipelines, lead stages, partner stages, and the completed pipeline.
Open pipeline settings
Open pipeline settings on Settings > Pipelines, then choose the pipeline you want to edit.
Go to Settings > Pipelines.
The left menu shows Pipeline stages (Active file workflow), Lead stages, Partner stages (Referral partner lifecycle), Completed pipeline (Renewal timeline), and Manage pipelines (Create & manage types).
Select Pipeline stages. If you have more than one pipeline, choose the one to edit in Stages for pipeline. Your default pipeline is marked "— org default".
Add a stage
Add a stage when files need another column on the selected pipeline. A name and a color are required.
Select Add stage.
Enter a Stage name (for example "Application Received") and choose a Color. Both are required.
Optional: add an Internal description for your team.
Optional: fill in the client portal settings (see "Control what clients see for a stage" below).
Save. You see "Stage added successfully".
New stages are added to the selected pipeline only.
Edit or rename a stage
Edit or rename a stage to change its name, color, descriptions, or client settings. Renaming updates every file currently in that stage.
Select the edit icon on the stage. Edit pipeline stage opens.
Change the name, color, descriptions, or client settings.
Before you continue: Renaming a stage updates every file currently in it.
Select Save changes. You see "Stage updated successfully", or "Stage renamed successfully. N files updated" if you renamed it.
Reorder stages
Reorder stages by dragging a stage or using the arrows. The order saves automatically.
Drag a stage by its handle, or use the up and down arrows. The order saves automatically. If it can't be saved, you see "Failed to save stage order. Reverting..." and the old order comes back.
Set the default stage for new files
Set the default stage for new files by selecting the star. A pipeline always has exactly one default stage.
Select the star on the stage new files should start in.
Confirm the switch from the current default.
A pipeline always has exactly one default stage. If you select the star on the current default, you see "This is already your default stage. Click the star on a different stage to change it."
Control what clients see for a stage
Control what clients see for a stage in Client portal settings on the stage form.
In the stage form, under Client portal settings:
Client-facing description: what clients see for this stage. Leave it blank to use the internal description.
Educational video URL: a video that helps clients understand this stage.
Hide from client portal: clients won't see this stage. Client stage-update emails are also turned off for hidden stages.
Exclude from completion %: leaves this stage out of the progress percentage. Use it for stages like Cancelled so that Funded can reach 100%.
Hide a stage from specific team members
Hide a stage from specific team members so they don't see that column or the files in it. Admins aren't listed and always see every stage.
Open the stage and find Hide from specific users.
Select the team members who should not see this stage. Admins aren't listed and always see every stage.
Save. You see "Visibility updated".
Those members don't see the stage column or the files in it on their pipeline board. The stage shows a "Hidden from N" badge.
Delete a stage
Delete a stage when you no longer want that column. Files in the stage move to another stage.
Before you continue: Files in the stage are moved to the next stage (or the previous one, if it's the last stage).
Select the delete icon on the stage.
Confirm. The message shows how many files will move and where.
You see "Stage deleted. N files moved to …".
You can't delete the default stage or the only stage in a pipeline. System stages can't be deleted or dragged.
Reset a pipeline to the default stages
Reset a pipeline to the default stages when you want Broki's stages back on the pipeline selected in Stages for pipeline.
Before you continue: This replaces the selected pipeline's stages with Broki's defaults. Files whose stage no longer exists are moved to the first default stage after a second confirmation.
Choose the pipeline in Stages for pipeline.
Select Reset to defaults and confirm.
If files need to move, confirm the second message. If you cancel there, you see "Reset cancelled: N files still in this pipeline's stages".
Only the selected pipeline is reset.
Create or delete a pipeline
Create or delete a pipeline in Manage pipelines. A new pipeline copies the default pipeline's stages. The default pipeline can't be deleted, and a pipeline that still has files can't be deleted.
Select Manage pipelines.
Select Create pipeline.
In Create New Pipeline, enter a Pipeline Name (for example "Purchase Pipeline") and an optional Description.
Select Create Pipeline. You see "Pipeline created successfully". Its stages are copied from the default pipeline, and you can then edit them under Pipeline stages.
To delete a pipeline, select Delete Pipeline on it. You must move its files to another pipeline first; otherwise you see "Cannot delete pipeline with files. Move files to another pipeline first." The default pipeline can't be deleted.
Set up lead stages
Set up lead stages to change the columns on the leads pipeline.
Lead stages are the columns on the leads pipeline. Use Add stage, edit the stages, and select Save changes. Restore defaults brings back the original lead stages.
Set up partner stages
Set up partner stages to change the lifecycle stages for referral partners.
Partner stages are the lifecycle stages for referral partners. Use Add stage and Save changes.
Set up the completed pipeline renewal timeline
Set up the completed pipeline to group finished files by how soon they come up for renewal, for example "Files renewing in 1-2 years".
Select Completed pipeline.
Select Add timeline stage, enter a name and the minimum and maximum months, or mark it for files with an unknown term.
Select Auto-sort to put the stages in timeline order.
Max months must be greater than min months.
Turn stage update prompts on or off
Turn stage update prompts on or off with the Stage update notifications switch at the top of the page. It turns the client notify prompt on or off for the whole organization.
The Stage update notifications switch at the top of the page turns the client "notify" prompt on or off for the whole organization. To turn it on or off for individual stages, use Settings > Stage Updates > Client updates. See Stage updates and partner updates.
Practical examples and other ways to use it
These examples split pipelines, keep Cancelled from affecting progress, and hide a stage.
Separate purchases and refinances. Create a "Purchase Pipeline" and a "Refinance Pipeline", then adjust each one's stages.
Keep a Cancelled stage without hurting progress. Turn on Exclude from completion % and Hide from client portal for Cancelled.
Give clients plain-language stages. Use a Client-facing description such as "We're reviewing your documents with the lender" on an underwriting stage.
Keep a junior assistant out of commission stages. Use Hide from specific users on those stages.
Common mistakes and how to avoid them
These mistakes rename or delete a stage in a way that moves live files, or hide a stage and still expect client emails.
Renaming a stage without expecting files to change. Every file in the stage gets the new name. Rename only when the meaning is the same.
Deleting a stage that still has files. The files move to the next stage. If that's wrong, move them yourself on the board first.
Resetting the wrong pipeline. Reset to defaults only affects the pipeline in Stages for pipeline. Check it before resetting.
Expecting new pipelines to start empty. New pipelines copy the default pipeline's stages.
Hiding a stage from the client portal and expecting update emails. Hidden stages don't trigger the client notify prompt.
Troubleshooting
Use this section when a stage or pipeline can't be deleted, or someone can't see a stage.
"Cannot delete the default stage. Set another stage as default first."
You see "Cannot delete the default stage. Set another stage as default first." when the stage you are deleting is the default.
To fix:
Select the star on another stage and confirm.
Delete the original stage.
"Cannot delete the only stage. You must have at least one stage."
You see "Cannot delete the only stage. You must have at least one stage." when that pipeline has no other stage.
To fix: Add another stage first, then delete this one.
A team member can't see a stage or its files
A team member can't see a stage or its files when the stage is hidden from them, or they don't have permission to see all files.
Possible causes: The stage is set to Hide from specific users for them, or they don't have permission to see all files.
Check first: Look for a "Hidden from N" badge on the stage.
To fix:
Open the stage and remove them from Hide from specific users.
Save, then ask them to reload the pipeline.
Confirm it worked: The stage column appears on their board.
"Failed to save stage order. Reverting..."
You see "Failed to save stage order. Reverting..." when the new order could not be saved.
Possible causes: The new order couldn't be saved.
To fix: Reload the page and drag the stage again.
Contact support if: The order keeps reverting. Include the pipeline name.
"Cannot delete pipeline with files. Move files to another pipeline first."
You see "Cannot delete pipeline with files. Move files to another pipeline first." when that pipeline still has files.
To fix: Move all of the pipeline's files to another pipeline, then delete the pipeline.
Limitations and important behavior
These limits apply to pipelines, stage visibility, and system stages.
Each pipeline has its own stages. Changes to one pipeline don't affect the others.
Pipelines don't have their own visibility or permission settings; control access per stage with Hide from specific users.
Admins always see every stage.
System stages can't be dragged or deleted.
The Stage update notifications switch affects the whole organization.
Frequently asked questions
These are questions about renaming stages, using more than one pipeline, and what clients see.
What happens to my files when I rename a stage? They stay in the stage and show the new name.
Can I use different stages for purchases and refinances? Yes. Create a second pipeline in Manage pipelines and edit its stages.
Do clients see my stage names? Yes, for stages that aren't hidden from the client portal. Clients also see the Client-facing description, or the internal description if you leave it blank, so write descriptions with clients in mind. Turn on Hide from client portal for stages clients shouldn't see.
Related articles
These articles cover moving files, stage emails, the file pipeline tab, leads, partners, and permissions.