Overview
Three settings pages help you manage documents and assets. Smart Docs automatically requests documents from borrowers based on how they answer the Broki application. Also called: automatic document requests. Vault stores shared logins, such as lender portal credentials, behind a master code. Media Library stores images, videos, and files so you can copy their links into email templates and campaigns.
Smart Docs rules only run when a client submits the Broki application. They don't add requests to existing or manually created files.
At a glance
Smart Docs runs only when a client submits the Broki application. It does not add requests to existing files, manual files, or edits.
If any client-visible document requests are outstanding after submit, the borrower goes straight to the client portal.
Vault passwords need the master code. Admins can also use their Broki login password. The Vault locks after 15 minutes of inactivity.
Media Library links are public. Only admins can upload or delete files, and each file can be up to 25MB. SVG is not accepted.
Before you begin
You need permission for these pages, document templates for Smart Docs rules, and admin access to change Vault entries or Media Library files.
Smart Docs and Vault need the Pipeline Configuration or Company Settings permission. Media Library needs Company Settings. Team members have these by default.
Smart Docs requests documents using your document templates. Create the templates first. See Email and document templates.
Smart Docs only works with the Broki application, not other application sources.
In Vault, only admins can add, edit, or delete entries and set the master code. In Media Library, only admins can upload or delete files.
Step-by-step instructions
These steps choose and create Smart Docs rules, open the Vault, and upload or reuse Media Library files.
Choose which Smart Docs rules apply to your files
Choose which Smart Docs rules apply to your files. The file owner's choice decides which rules run.
Go to Settings > Smart Docs.
Choose a rule scope for yourself.
The scopes are:
Organization rules: use the shared rules for everyone in your company.
My rules only: only your own rules apply to your files.
The file owner's choice decides which rules run on a file.
Create a Smart Docs rule
Create a Smart Docs rule to request document templates when an application matches. Only admins and the organization team lead can create organization rules.
Select Add my rule, or Add org rule for a shared rule. Only admins and the organization team lead can create organization rules.
Enter a Rule name, for example "Employed income docs".
Set Priority. Lower numbers run first.
Under When (conditions), either leave Always apply (all applications) ticked to request the documents on every submission, or untick it and choose conditions.
The conditions are:
Application (mortgage request): Purchase, Refinance, Renewal, First-time buyer, Not first-time buyer.
Borrower filters: Income type (for example Employed, Self Employed, Pension, Retired), Housing status (Own, Rent, With parents, Other), and Debt type (for example Credit card, Student loan, HELOC).
Subject property (occupancy): Owner occupied, Owner + rental, Rental only, Second home.
Existing property: Owner occupied, Rental.
Under Documents to request, choose one or more Document templates.
In Assign to, choose All applicants (primary contact) or Per borrower (match to each borrower).
Select Create rule. You see "Rule created".
To change a rule, select its edit icon, make changes, and select Save changes. To delete it, select the delete icon (or Delete rule in the form) and confirm "Delete this rule?".
See how Smart Docs matching works
Smart Docs matching requests documents when every condition group you filled in matches. Inside one group, any selected option matches.
All of the condition groups you fill in must match. Within one group, any selected option matches. For example, Purchase + Self Employed matches a purchase where a borrower is self-employed.
If you use a borrower filter (income, housing, or debt), the documents are requested from each borrower who matches, and Assign to is ignored.
The documents appear as client-visible document requests on the file.
If the client resubmits the application, rules run again, but the same document isn't requested twice from the same person. Resubmissions within 10 minutes are skipped.
See what the borrower sees after submitting
See what the borrower sees after submitting when any client-visible document requests are still outstanding. They go to the client portal, including for requests you added yourself.
After submitting the Broki application, a borrower with any outstanding document requests (from Smart Docs or ones you added yourself) sees "Application submitted! Redirecting you to your portal…" and goes straight to their client portal to upload documents. See Broki application client flow.
Rules do not run for an existing file, a manual file, or an edit. If the client submits again within 10 minutes, rules are skipped. A later resubmit runs the rules again, but the same document is not requested twice from the same person.
Open and unlock the Vault
Open and unlock the Vault to store shared logins. Only admins can add, edit, or delete entries and set the master code.
Go to Settings > Vault.
Admins: select Code Set to set the master code word before adding entries.
Admins: select Add Entry and enter the name, category, username, and password. Username and password are required. You see "Entry created".
Find entries with Search vault entries... or the All, Lender Portals, Software, and Other filters.
To reveal or copy a password, enter the master code word. Admins can also use their Broki login password.
Before you continue: Deleting an entry ("Delete this vault entry?") can't be undone.
The Vault locks again after 15 minutes of inactivity ("Vault locked due to inactivity."). Select Unlock Vault to continue. The 2FA Codes panel shows two-factor codes for shared accounts and refreshes automatically. For full details, see Vault secure storage.
Upload a file to the Media Library
Upload a file to the Media Library when you are an admin and need a public link for an email template or campaign.
Go to Settings > Media Library.
Select Upload, then drop files on Drop files here or select Choose files.
Accepted files: JPEG, PNG, GIF, WebP, MP4, WebM, PDF, and plain text, up to 25MB each.
Broki assigns a category from the file type and name. For example, a file named "company-logo.png" goes into Company Logos, and "team-photo.jpg" into Team Photos.
Before you continue: Media Library links are public. Anyone with the link can open the file. Don't upload client documents or anything confidential.
Use a Media Library file
Use a Media Library file by copying its public URL into an email template or campaign.
Find the file with Search by name, tags… or a category such as Company Logos, Images, Properties, or Signatures. Switch between Grid and List views.
Select the file to see its details, including size, dimensions, Uploaded by, which templates use it, and its Public URL.
Copy the URL ("URL copied to clipboard!") and paste it into an email template or campaign.
Each file shows how many times it's used, for example "Used ×3". To delete a file (admins only), confirm "Delete "file name"? This cannot be undone." Check the usage first, because templates that use it will show a broken image.
Practical examples and other ways to use it
These examples request income or rental documents, store a lender login, or reuse a logo.
Self-employed income documents. Create a rule with Income type = Self Employed that requests your "T1 Generals" and "Notice of Assessment" templates. Each self-employed borrower gets their own requests.
Standard ID for everyone. Create an Always apply (all applications) rule that requests photo ID from all applicants.
Rental property documents. Create a rule with Existing property = Rental that requests leases and property tax bills.
Shared lender portal logins. Store each lender portal login in Vault under Lender Portals so advisors don't need to share passwords by email.
Branded email images. Upload your logo and headshots to Media Library and paste the URLs into templates.
Common mistakes and how to avoid them
These mistakes expect Smart Docs to update old files, ignore a borrower filter, or upload a file the library rejects.
Expecting Smart Docs to update existing files. Rules only run when a client submits the Broki application. Add requests to existing files by hand.
Picking My rules only and then editing org rules. Your files only use your own rules in that mode. Switch to Organization rules to use shared ones.
Setting Assign to when using borrower filters. It's ignored when a borrower filter is set. Documents go to each matching borrower.
Uploading SVG logos. SVG isn't accepted. Use PNG instead.
Uploading confidential files to Media Library. Its URLs are public. Use the file's Documents tab or the Vault for sensitive information.
Forgetting the master code. Entries can't be revealed without it. Keep it somewhere safe, and only share it with people who need it.
Troubleshooting
Use this section when Smart Docs requests are missing, a rule can't be saved, or a Vault or Media Library action is blocked.
Smart Docs didn't request documents
Smart Docs didn't request documents when the file wasn't a Broki application submission, the owner's rule scope doesn't include a matching rule, the answers don't match, or the document was already requested.
Possible causes: The file wasn't created from a submitted Broki application; the file owner uses My rules only and has no matching rules (or uses Organization rules and the rule is personal); the answers don't match all of the rule's conditions; or the document was already requested.
Check first: The file owner's rule scope and the rule's conditions.
To fix:
Make sure the rule is in the scope the file owner uses.
Loosen the conditions or tick Always apply (all applications).
For this file, add the document requests by hand.
Confirm it worked: The next submitted application shows the requests on its Documents tab.
"Only admins can create organization rules"
You see "Only admins can create organization rules" when you aren't an admin or the organization team lead.
To fix: Create a personal rule with Add my rule, or ask an admin or the team lead to add the organization rule.
"No document templates yet. Create templates in Document templates first."
You see "No document templates yet. Create templates in Document templates first." when there are no templates to attach to the rule.
To fix: Create document templates first, then come back to the rule.
"You do not have access to Vault."
You see "You do not have access to Vault." when your role or permissions don't allow Vault.
Possible causes: Your role or permissions don't allow Vault.
To fix: Ask an admin to check your permissions.
"Master code not set"
You see "Master code not set" when an admin hasn't set the master code word.
To fix: An admin needs to select Code Set and set the master code word.
Media Library upload fails
A Media Library upload fails when the file is too large, the type isn't supported, storage is full, or you aren't an admin.
Possible causes: The file is over 25MB, the type isn't supported, your storage is full, or you aren't an admin.
Check first: The message: "Files too large (max 25MB)", "Unsupported file types", "Upload would exceed storage quota", or "You don't have permission to upload. Ask an admin to add media assets."
To fix:
Compress or convert the file to a supported type.
Delete unused files if storage is full.
Ask an admin to upload it if you don't have permission.
Limitations and important behavior
These limits apply to when Smart Docs runs, who can change Vault and Media Library, and which files are public.
Smart Docs only runs on Broki application submissions, not on manually created files, existing files, or edits.
Smart Docs requests are visible to clients.
Only admins and the organization team lead can create organization rules.
Vault entries can only be added, edited, or deleted by admins.
The Vault locks after 15 minutes of inactivity.
Media Library uploads and deletions are admin-only. Files are public, 25MB maximum each, and SVG isn't accepted, even though the upload help text lists it.
Frequently asked questions
These are questions about who receives Smart Docs requests and who can open Vault or Media Library.
Do Smart Docs requests go to the co-borrower too? With Per borrower (match to each borrower), or any borrower filter, each matching borrower gets their own requests. With All applicants (primary contact), requests go to the primary contact.
Can I run Smart Docs on a file that's already open? No. Rules run when the client submits the Broki application. Add requests to existing files by hand.
Can team members see Vault passwords? Team members with Vault access can reveal and copy passwords after entering the master code word.
Who can upload to the Media Library? Admins only.
Related articles
These articles cover the Vault, the document library, the file Documents tab, the Broki application, templates, and branding.