Overview
The Collaborators tab lets you share a single mortgage file with another organization you've connected as a collaborator, so they can work it inside your pipeline stages. Only this file is shared, nothing else in your workspace, and your communications and homeowner reporting stay private.
Also called: Assigned collaborators.
Admins and brokers who manage collaborators use it when an outside brokerage, processor, or partner team needs to work on a specific deal. You choose which organization is assigned. What they can see and do on the file comes from the tab permissions set for that organization in settings.
At a glance
The Collaborators tab is where you share one mortgage file with another organization.
You need Manage Collaborators to see this tab. Admins have it by default.
Assigning shares only this file and notifies that organization's admins.
What they can open is set under Settings > Collaborators > Edit access, with Pipeline access and Tab permissions. Changes apply to every file shared with that organization.
Remove takes effect right away, with no confirmation. Some tabs, including Communications, can never be shared.
Before you begin
Before you assign a collaborator, connect the organization and grant this file's pipeline.
You need the Manage Collaborators permission to see this tab. Admins have it by default.
The other organization must already be connected under Settings > Collaborators, and given access to this file's pipeline. You invite them with their collaborator code, then choose Pipeline access and Tab permissions.
The collaborator organization must accept the invitation. Invitations are valid for 30 days.
Step-by-step instructions
These steps cover assigning a collaborator, removing one, and changing what they can open.
Assign a collaborator to a file
Assign a collaborator to a file when another organization should work this mortgage file.
Before you continue: assigning gives the other organization access to this file, and Broki notifies that organization's admins.
Open the mortgage file and select Collaborators in the file tabs. The header reads Assigned collaborators.
Select Assign another collaborator to this file.
In Choose an organization, select the organization.
Broki shows "Collaborator assigned to this file". The organization appears under On this file with Active, the assigned date, and who assigned it.
Check Can access on this file. These chips show the tabs the organization can open. Communications is always shown crossed out.
Remove a collaborator from a file
Remove a collaborator from a file to take away that organization's access to this file.
Before you continue: this removes the organization's access to this file right away, with no confirmation.
On the organization's row, select Remove.
Broki shows "Collaborator removed from this file". The organization no longer sees the file.
Change what a collaborator can see
Change what a collaborator can see under Settings > Collaborators > Edit access. Access is per organization, not per file.
Before you continue: changes apply to every file shared with that organization. Removing a pipeline under Pipeline access also unassigns their files in that pipeline.
Go to Settings > Collaborators.
Under Outgoing relationships, select Edit access for the organization.
Change Pipeline access or Tab permissions, then select Save changes.
Return to the file. Can access on this file reflects the new tabs.
Practical examples and other ways to use it
These examples show other ways to share one mortgage file with a collaborator.
Outsourced processing. You connect a processing company and grant Documents, Task Hub, and Notes. On each file they handle, you assign them here. They work those tabs and nothing else.
Co-brokered deal. For Alex Sample's file, a partner brokerage needs to see the application and move the file between stages. Grant Application and Application Status in the relationship's tab permissions, then assign them to this file.
Deal finished. One way to keep access tidy: remove the collaborator when the file is complete, so the file drops off their board.
Common mistakes and how to avoid them
These mistakes come up on the Collaborators tab, along with what happens and how to avoid them.
Looking for per-file permission switches. There aren't any on this tab. Change access under Settings > Collaborators > Edit access. Changes apply to every file shared with that organization.
Assigning before granting the pipeline. The organization won't appear in Choose an organization. Grant them this file's pipeline under Pipeline access first.
Expecting collaborators to email your client. Collaborators can't use client-facing actions such as the client portal, email, or reminders on your file, and Communications is never shared.
Troubleshooting
Use this section when assigning a collaborator or moving a shared file doesn't work.
"No eligible organizations for this file's pipeline. Invite them in Settings › Collaborators and grant this pipeline first."
This covers the message "No eligible organizations for this file's pipeline. Invite them in Settings › Collaborators and grant this pipeline first."
Possible causes:
No collaborator organization is connected.
The invitation is still pending.
The relationship doesn't include this file's pipeline.
Check first: Settings > Collaborators > Outgoing relationships.
To fix:
If needed, invite the organization with Send invitation and wait for them to accept.
Select Edit access and add this file's pipeline under Pipeline access.
Return to the file and select Assign another collaborator to this file.
Confirm it worked: the organization is listed in Choose an organization.
The collaborator says they can't move the file between stages
This covers the case when a collaborator can't move the file between stages.
Possible causes: the relationship doesn't grant Application Status. The collaborator sees "The file owner has not granted your organization the Application Status module, so this file cannot be moved between stages."
To fix:
In Settings > Collaborators, select Edit access for the organization.
Turn on Application Status under Tab permissions and select Save changes.
Confirm it worked: Application Status appears in Can access on this file.
"Assign failed" or "Unassign failed"
This covers the messages "Assign failed" and "Unassign failed".
Possible causes: the change couldn't be saved.
To fix:
Reload the file.
Check whether the change was applied under On this file.
Try the action once more.
Contact support if: it fails again. Include the loan code, the organization's name, the exact message, and the approximate time.
The Collaborators tab isn't showing
This covers the case when the Collaborators tab isn't showing.
Possible causes: your role doesn't include Manage Collaborators.
To fix:
Ask an admin to assign the collaborator, or to update your role under Settings > Roles & Permissions.
Tips and best practices
These tips keep collaborator access limited to what the other organization needs.
Grant the smallest set of tabs that does the job. Tab permissions apply to every file you share with that organization.
Use the "How collaborating on a file works" steps on the tab when onboarding a new partner. They show the setup order: add the organization, assign the file, then work together.
Decide whether their stage moves should trigger your automations. In Outgoing relationships, "When this partner moves a file to another stage, run my automations" is off by default. While it's off, their stage moves send none of your stage emails and start none of your automations. Moves made by your own team aren't affected.
Limitations and important behavior
These limits apply to what a collaborator can open on a shared mortgage file.
Some tabs can never be shared.
Communications.
Homeowner Reporting.
Teams.
Commission.
Referrals.
Logs.
E-Sign.
AI Underwrite.
These tabs can be shared.
Mortgage Summary.
Application.
Documents.
Compliance.
Task Hub.
Presentation Hub.
Notes.
Application Status.
Collaborators can't delete files.
If a collaborator opens a tab they don't have, Broki switches them to the first tab they can use.
Removing a collaborator from a file takes effect right away, with no confirmation. So does Revoke under Settings > Collaborators, which ends the whole relationship.
Frequently asked questions
Customers ask these questions about sharing a file with a collaborator.
Can a collaborator see my other files? No. Assigning shares only this file.
Can a collaborator see contact details? On Mortgage Summary, collaborators see "Contact details are managed by the file owner" instead of contact details.
Who gets notified when I assign a collaborator? The collaborator organization's admins.
Related articles
These articles cover collaborator settings, signup, and the file's pipeline tab.