Overview
You open a mortgage file by selecting its card or row on the Pipeline page, or by searching for it from the search bar at the top of any page. The file opens to your landing tab, with the file header across the top and the file's tabs down the left side.
Everyone who works deals uses this many times a day. This article covers how to find a file, what the header and its Actions menu do, how to change which tab a file opens on, and how to complete, archive, restore, or delete a file.
At a glance
You open a mortgage file from the pipeline or from search.
Open a file from its card or row on Pipeline, or from the search bar at the top of the page (Ctrl+K, or Cmd+K on Mac).
The file opens on your landing tab. That tab is Mortgage Summary unless you change Mortgage file landing tab.
Mark complete and Mark archived leave the active pipeline. Restore to active brings the file back. Delete file is only on archived files and is permanent.
You only see files your role allows.
Before you begin
Before you open a mortgage file, know which files your role can see and that delete is only available after archive.
You only see files your role allows. If your role can't view all files, you see the files you own or advise. If your role can't view files at all, search and the pipeline show none.
Editing the header requires the Edit Mortgage File permission. Without it, Broki shows "You do not have permission to edit mortgage files."
A file must be archived before it can be deleted.
If another organization shared a file with you as a collaborator, you see only the tabs they granted. See Collaborators tab.
Step-by-step instructions
These steps cover finding a file, using the header, and completing, archiving, restoring, or deleting it.
Open a file from the pipeline
Open a file from the pipeline by selecting its card or row.
In the left sidebar, select Pipeline.
Find the file by its card on the board, or switch to the list view and find its row. Use Search files… in the toolbar to filter.
Select the card or row. The mortgage file opens on your landing tab, which is Mortgage Summary unless you've changed it.
Open a file from search
Open a file from search with the bar at the top of the page.
Select the search bar at the top of the page (placeholder "Search documents, files, contacts, partners..."), or press Ctrl+K (Cmd+K on Mac).
Type a loan code, a client name, the property address, the lender, or a stage name.
Select the file in the results. Completed and archived files are labelled.
Read the file header and tabs
Read the file header and tabs to see the loan code, people, amount, status, and dates.
On desktop, the tabs run down the left side. On a phone, the main tabs are in the bottom bar and the rest are under More.
The header shows:
Back
The file title, if one is set
Loan, the loan code
Borrowers
M/O, the mortgage owner
Team avatars
Amount
Status: Active, Completed, or Archived
COF, the subject-to-financing date
Closing, the closing date
Change the COF or Closing date
Change COF or Closing directly in the file header. The new date saves when you click away, and Broki shows "Date updated".
Change the file owner
Change the file owner from the M/O drop-down in the file header. Broki shows "Mortgage owner updated".
Change the loan code
Change the loan code from the edit icon next to Loan in the file header. Type the new code, and save.
Run a workflow from the file
Run a workflow from the file by selecting Workflow. Broki shows Available Workflows, and you can run one manually.
Use the Actions menu
Use the Actions menu in the file header for the portal, email, reminders, and status changes.
Select Actions in the file header. Depending on the file and your access, you'll see:
View client portal: opens the client portal as your client sees it.
Copy portal link: Broki shows "Portal link copied to clipboard".
Email: opens the email composer addressed to the file's contacts.
Document reminder: nudges the client about pending uploads.
Velocity or Finmo sync, when the file is linked to one of them.
Mark complete, Mark archived, Restore to active, and Delete file.
Before you continue: Email and Document reminder send email to your client.
Mark a file complete
Mark a file complete to move it to completed files. You can restore it to active later.
Select Mark Complete in the header. You can also use Actions > Mark complete, or select the status badge and choose Mark as completed.
Confirm. The dialog explains the file will be moved to completed files and that you can restore it to active later.
Broki shows "File marked as complete". For an owner-occupied file, Broki then asks you to update the client's address. After that, you're returned to the pipeline.
Archive a file
Archive a file to hide it from the active pipeline.
Select Mark Archived, Actions > Mark archived, or the status badge > Archive file, then confirm.
Broki shows "File archived successfully", hides the file from the active pipeline, and returns you to the pipeline.
Restore a file to active
Restore a file to active to put a completed or archived file back on the active pipeline.
On a completed file, select Restore to active in the header or in Actions. On an archived file, select the status badge and choose Restore to active. Broki shows "File restored to Active pipeline" and returns you to the pipeline.
Delete a file permanently
Delete a file permanently only after it is archived. Deleting cannot be undone.
Before you continue: deleting is permanent and can't be undone. The confirmation warns that all associated data, including documents, notes, and communications, is removed.
Archive the file first. Delete file only appears on archived files.
Select Delete file in the header or in Actions.
Accept both confirmations. The second one is labelled "FINAL WARNING".
Broki shows "File permanently deleted" and returns you to the pipeline.
Change the tab a file opens on
Change the tab a file opens on under Mortgage file landing tab.
Go to Settings > Preferences > Display options.
In Mortgage file landing tab, choose the tab you want.
To reorder or hide tabs, go to Settings > Preferences > Mortgage file tabs. Drag tabs to change the order, select the eye icon to hide a tab, then select Save changes.
Open any file to confirm it lands on the chosen tab.
Practical examples and other ways to use it
These examples show other ways to open a file and change its status.
Client calls in. Jordan Example calls about their file. Press Ctrl+K, type "Example", and open the file without leaving the page you're on.
Processor workflow. One way to set up a processor's view: set Mortgage file landing tab to Documents so every file opens straight to the uploads.
Deal funded. After closing, select Mark complete. The file leaves the active pipeline but stays searchable.
Dead deal. Archive it rather than deleting it. You can restore it if the client comes back.
Common mistakes and how to avoid them
These mistakes come up when opening or closing a mortgage file, along with what happens and how to avoid them.
Deleting instead of archiving. A deleted file can't be recovered. Archive files you might need again, and delete only true duplicates or test files.
Changing a synced loan code without checking. On a file linked to Velocity or Finmo, Broki warns "Warning: Changing Velocity/Finmo ID" before saving. For Finmo files, you then need to re-sync to link the new application. Proceed only if the code in Velocity or Finmo has changed too.
Hiding a tab and then looking for it. Hidden tabs don't appear on any file. Turn the tab back on in Settings > Preferences > Mortgage file tabs, or select Reset.
Troubleshooting
Use this section when search, a loan code, the portal, or a delete doesn't work.
"This loan code is already in use"
This covers the message "This loan code is already in use".
Possible causes: another file in your organization already has this loan code.
To fix:
Search for the code to find the other file.
Choose a different code, or change the other file first.
Confirm it worked: Broki shows "Loan code updated successfully".
"Cannot delete this file because it has related data. Please contact support."
This covers the message "Cannot delete this file because it has related data. Please contact support."
Possible causes: the file has linked records that block a permanent delete.
To fix:
Leave the file archived. It stays out of your active pipeline.
Contact support if: you need it fully removed. Include the loan code or borrower name, and the approximate time.
"This file has been merged into …"
This covers the message "This file has been merged into …".
Possible causes: the file was merged into another file.
To fix: nothing is needed. Broki takes you to the file it was merged into.
"Please allow pop-ups to open the portal"
This covers the message "Please allow pop-ups to open the portal".
Possible causes: your browser blocked the new window that View client portal opens.
To fix:
Allow pop-ups for Broki in your browser.
Select View client portal again.
Confirm it worked: the client portal opens in a new tab.
A file I expected isn't in search results
This covers the case when a file you expected isn't in search results.
Possible causes:
Your role only lets you see files you own or advise.
The search words don't match the loan code, client name, address, lender, or stage.
Check first: ask an admin which file-viewing permissions your role has under Settings > Roles & Permissions.
To fix:
Search by loan code.
If you still can't see it, ask the owner or an admin to add you to the file's team, or to update your role.
Contact support if: an admin confirms you should see the file. Include the loan code and a screenshot with personal data hidden.
"You do not have permission to edit mortgage files."
This covers the message "You do not have permission to edit mortgage files."
Possible causes: your role doesn't include Edit Mortgage File, or you've just joined and your permissions haven't loaded.
To fix:
Refresh your browser. Broki suggests this for team members who just joined.
Ask an admin to check your role.
Tips and best practices
These tips make files faster to find and open.
Give long-running files a title with the title edit option in the header. File cards show the title instead of the loan code, which makes the board easier to scan.
Use Copy portal link when a client says they lost the email. It gives them the same portal without sending another message.
Set your landing tab to where you spend most of your time. It saves a click on every file you open.
Limitations and important behavior
These limits apply when you open, search for, or delete a mortgage file.
Documents, Notes, and Mortgage Summary can't be hidden.
If your landing tab is hidden or not available on a file, the file opens on the first visible tab.
The search bar at the top of the page isn't shown while a file is open. Select Back to search again.
Delete file is only available on archived files. On an archived file, Actions shows only Delete file. Restore it from the status badge instead.
Collaborators from another organization don't see the portal, email, sync, or status items.
If portal access was revoked for the client, the portal link may show a revoked message.
Frequently asked questions
Customers ask these questions about finding a file and its header labels.
Where did my completed file go? It leaves the active pipeline. You can still open it from search, where it's labelled Completed.
Can I undo Mark complete? Yes. Open the file and select Restore to active.
Why does the header say Teams and Mortgage Summary instead of Advisors and Details? Those are the current tab names. See Advisors tab and File details tab.
Related articles
These articles cover creating a file, the pipeline, preferences, and the client portal.