Overview
The Pipeline page shows your mortgage files as cards on a board, one column per stage, and you move a file to its next stage by dragging its card. When you move a file, Broki records the stage change, runs any automations for that stage, and can ask whether to email the client about the new status.
Use the board for day-to-day file tracking: see where every file is, open a file from its card, move files forward, and mark files completed or archived. Leads (people without a file yet) are on the separate Leads page; see Leads pipeline and application link.
At a glance
The Pipeline board is where you see mortgage files by stage and drag a card to move a file.
A required checklist item that isn't done blocks the move. A collaborator can move a file only when the owner shares the Application Status module.
After a successful move, a client-visible stage with notifications on opens Notify client of status change?
Skipping the client email still runs automations and in-app notifications, and may schedule a partner update.
Active, Completed, and Archived switch which files you see. List view can change the stage of several files at once.
Before you begin
Before you move files on the Pipeline board, check these requirements.
Your role needs pipeline access. Without it, the page shows "Limited Pipeline Access".
Stages, client-visible stages, and stage notifications are set up in Settings > Pipeline & Workflow > Pipelines. See Pipeline stage configuration.
To see archived files, your role needs permission to view archived records.
Client status emails are sent from your Gmail or Outlook account when one is connected in Settings > Integrations > Connections.
Step-by-step instructions
These tasks cover finding a file, moving it, emailing the client, and switching boards.
Find a file on the board
Find a file on the Pipeline page with search, the Active/Completed/Archived switch, and filters.
Also called: Kanban.
In the left sidebar, select Pipeline.
Use the search box ("Search files…") to find a file. On the Completed view the box reads "Search completed files…".
Switch between Active, Completed, and Archived to see files in each state.
On desktop, switch between Kanban and List. On mobile, the options are Stacked and Kanban.
Use the team avatars to show one team member's files, and Filter for more filters.
Select a card to open the mortgage file.
Move a file to another stage
Move a file to another stage by dragging its card. Broki checks the checklist, then may ask you to email the client.
On the Pipeline page, in Kanban view, drag the file's card to the new stage column.
Broki checks the move. If the file has required checklist items that aren't done, the move is blocked with "Complete required checklist items before moving stages: {names}". If you're a collaborator on someone else's file and the owner hasn't shared the Application Status module with your organization, the move is blocked.
When the move succeeds, "Stage updated successfully!" appears. Broki records the change, runs automations for the new stage, sends in-app notifications, and may schedule a partner update email if your organization uses partner updates.
If the stage is visible to clients and stage notifications are on, the Notify client of status change? window opens. See the next task.
If the save fails, Broki shows "Failed to update stage" and puts the card back in its original column.
Notify the client after a move
Notify the client after a move from the Notify client of status change? window, or skip the email.
Before you continue: Yes, notify client emails every recipient listed under To right away.
In Notify client of status change?, check the stage shown and the recipients under To.
Optionally add + Cc or + Bcc recipients, and edit the Subject and Message.
Choose whether to include your Email signature, and check the Live preview.
Select Yes, notify client. "Notifications sent" confirms the email went out. Select No, skip to move the file without emailing.
To stop being asked for this file, tick Don't ask again for this file before choosing.
Move several files at once
Move several files at once from List view with Change Stage.
Switch to List view.
Select the files, then choose Change Stage from the bulk actions and pick the stage.
"Moved N files to {stage}" confirms the move. If some can't be moved, Broki shows "Failed to update some files".
Other bulk actions in List view include Mark Completed, Assign Team Member, Assign Realtor, Assign Lawyer/Notary, Create Task, Move to Pipeline, and Archive.
Complete, archive, or restore a file
Complete, archive, or restore a file from the card's actions menu or the Archived view.
On the card's actions menu, select Mark as complete to move the file to Completed. Broki shows "File completed" (or "File completed and commission entry created" when your commission settings create an entry automatically).
Select Archive File to remove the file from the active board. "File archived" confirms it.
To bring a file back, open Archived and select Restore File, or use Recover all (N) to restore every file in the current view.
Before you continue: On archived files, Delete Permanently removes the file and can't be undone.
Switch pipelines
Switch pipelines to open one of your boards or a pipeline another organization shared with you.
On the Pipeline page, select Switch Pipelines.
Pick one of Your pipelines, or a pipeline under Collaborator pipelines that another organization shared with you.
Select Open pipeline.
Add a file to the board
Add a file to the board by creating it in Broki or pulling it from Velocity or Finmo.
Select Create in Broki to start a new mortgage file. See Creating a new mortgage file.
Select Pull file to import a file from Velocity or Finmo, if that integration is connected. Choose Pull from Velocity (enter the loan code) or Pull from Finmo (enter the application ID).
Practical examples and other ways to use it
These examples show a client notification, an internal stage, and a list clean-up.
Moving to approval. Alex Sample's file at 123 Example Street gets lender approval. You drag the card to your approval stage, the notify window opens, and you select Yes, notify client so Alex gets the update.
Internal-only stage. You move a file into a stage your team hides from clients. Broki records the move and runs automations but doesn't ask to notify the client.
Month-end clean-up. One way to tidy the board is to switch to List view, select funded files, and use Mark Completed in one step.
Common mistakes and how to avoid them
These mistakes come up when you drag a file or email the client about a stage.
Selecting Yes, notify client by reflex. The email goes out immediately. Read the recipients and message first, or choose No, skip. If you don't want to be asked again for that file, tick Don't ask again for this file.
Dragging a file before its required checklist is done. The move is blocked and the card stays put. Open the file, complete the listed checklist items, then move it again.
Looking for leads on the Pipeline page. Leads without a mortgage file are only on the Leads page.
Deleting instead of archiving. Delete Permanently can't be undone. Use Archive File if you might need the file again.
Troubleshooting
Use this section when the board blocks you, a move fails, or the notify window doesn't appear.
"Limited Pipeline Access"
You see "Limited Pipeline Access" when your role can't open the Pipeline page.
Possible causes
Your role doesn't include pipeline access.
To fix
Ask an admin to check your role in Settings > Team & Access > Roles & Permissions.
After the change, select Refresh Page.
"Complete required checklist items before moving stages: {names}"
You see "Complete required checklist items before moving stages: {names}" when a drag is blocked by the checklist.
Possible causes
The file has required checklist items that aren't complete.
To fix
Open the mortgage file and complete the checklist items named in the message.
Return to Pipeline and drag the card again.
Confirm it worked
"Stage updated successfully!" appears and the card stays in the new column.
"The file owner has not granted your organization the Application Status module, so this file cannot be moved between stages."
You see "The file owner has not granted your organization the Application Status module, so this file cannot be moved between stages." when a collaborator move is blocked.
Possible causes
You're viewing a collaborator's file, and the owner hasn't shared stage control with your organization.
To fix
Ask the file owner to share the Application Status module with your organization, or to move the file themselves.
"Failed to update stage"
You see "Failed to update stage" when the stage change does not save and the card returns to its original column.
Possible causes
The change couldn't be saved, for example because of a lost connection.
To fix
Refresh the page and check the file's current stage.
Drag the card again.
Contact support if
It fails every time for the same file. Include the loan code, the stage you moved it to, and the time.
"Unable to send notification"
You see "Unable to send notification" when the client status email does not send.
Possible causes
Your Gmail or Outlook connection isn't working, or the recipients are invalid.
To fix
Check your connection in Settings > Integrations > Connections and reconnect if needed.
Check the addresses under To, Cc, and Bcc.
Contact support if
The message appears with a working connection. Include the loan code, the stage, and the time.
The notify window didn't appear after a move
The notify window didn't appear after you moved a file.
Possible causes
The new stage is hidden from clients, or notifications are turned off for that stage.
You ticked Don't ask again for this file earlier.
You're working in a collaborator's pipeline.
Check first
The stage's client visibility and notification settings in Settings > Pipeline & Workflow > Pipelines.
Tips and best practices
These tips keep stage moves and client emails useful.
Turn notifications on only for stages clients care about; fewer, meaningful updates are easier for clients to follow.
Keep required checklists short and specific, so moves are blocked only for real gaps.
Use Completed and Archived instead of deleting, so your history and reports stay complete.
Limitations and important behavior
These limits apply when you move a file or email a client from the Pipeline board.
Moving a card can start automations, send in-app notifications, and schedule partner update emails, even if you skip the client email.
Stages hidden from clients never trigger the notify window.
Collaborators can move files only when the owner shares stage control.
Pull file works only when a Velocity or Finmo integration is connected; otherwise use Create in Broki.
Frequently asked questions
These questions cover backward moves, automations, and where stages are edited.
Can I move a file backward? Yes. Drag the card to an earlier stage. The same checks and notification prompt apply.
Does skipping the client email stop automations? No. Automations and partner updates are tied to the stage change, not the client email.
Where do I change the stages on the board? In Settings > Pipeline & Workflow > Pipelines.
Related articles
These articles cover stage setup, partner updates, mortgage files, leads, and automations.