Overview
The Application Status tab on a mortgage file shows where the file sits in your pipeline and lets you move it to another stage and set the timeline estimates your client sees in the client portal. It is the file-level view of the same stages you see on the pipeline board.
Also called: pipeline.
Brokers and processors use it every time a file progresses, for example from application to approval to funding. Moving a stage here records the change, adds a Milestone note, and can trigger your stage automations and partner updates.
At a glance
The Application Status tab shows the file's stage and lets you change it.
Three cards show Overall Progress, Time in Current Stage, and Up Next, above the Application Timeline.
Change Stage can select any stage, including an earlier one. A successful move adds a Milestone note and can run automations and partner updates.
A stage-gate checklist blocks the move until its required items are complete.
Desktop timeline estimates are for this file only, from 1 to 365 days, and the client sees them in the client portal.
Before you begin
Check these requirements before you move a stage on the Application Status tab.
Your organization needs pipeline stages set up. See Pipeline stage configuration.
If a stage has a stage-gate checklist on the Task Hub tab, its required items must be complete before the file can move.
Collaborators from another organization can move stages only if the file owner granted them the Application Status module.
Step-by-step instructions
Use these steps to check progress, move the stage, update addresses, and set estimates on the Application Status tab.
Check progress on the file
Check progress on the file when you want the current stage, how long it has been there, and what comes next.
Open the mortgage file and select Application Status in the file sidebar.
Read the three cards at the top. Overall Progress shows the percentage complete and "stage N of M". Time in Current Stage shows days in the current stage, or "started today". Up Next shows the next stage and "N stages remaining", or "Final stage".
Scroll the Application Timeline. Each stage shows Current or Done, its description, and its estimate.
Move the file to another stage
Move the file to another stage when the file should sit in a different pipeline stage.
Before you continue: changing the stage can send automated emails, including partner updates, depending on your organization's settings.
Select Change Stage.
In "Change application stage", choose a stage under Select new stage.
Optional: add Notes (optional), for example "Lender approved with two conditions".
Select Update stage.
You see "Stage updated to {Name}". Broki records the change, adds a Milestone note on the Notes tab ("Stage changed from X to Y"), and runs any automations for that stage.
You can also select Move here on any future stage in the timeline.
Update contact addresses after funding
Update contact addresses after funding when an owner-occupied file moves to a funded or completed stage.
When you move an owner-occupied file with a property address to a funded or completed stage, Broki asks Update Contact Addresses? ("Owner-occupied — sync contact mailing addresses").
Review the old and new address for each contact.
Under Contacts to update, select the contacts to update.
Select Update (N), or select Skip.
You see "Successfully updated N contact(s)".
Set the timeline the client sees
Set the timeline the client sees when you want this file's stage estimates to show in the client portal.
Clients see these timelines in their client portal.
On a stage, select Edit estimate (or "No estimate set — add one").
In "Set timeline estimate", enter Estimated days from 1 to 365.
Select Save estimate. You see "Timeline set: N days".
To fill in several at once, select Set all estimates on the banner "Set estimates for the remaining N stages".
The footer shows "Estimates set: X of N stages" and "Total estimated pipeline: ~N days". Estimates set here apply to this file only.
Practical examples and other ways to use it
These examples show ways to move a stage and set estimates on the Application Status tab.
Approval comes in. Select Change Stage, choose your approval stage, and add the note "Approved by lender, 2 conditions outstanding". The note is saved on the Notes tab.
Set expectations on day one. One way to use this: after the application is in, use Set all estimates so Alex Sample sees roughly how long each stage takes in the client portal.
Funded purchase. Move the file to funded and accept Update Contact Addresses? so Alex Sample and Jordan Example have 123 Example Street as their mailing address.
Common mistakes and how to avoid them
If one of these happens on the Application Status tab, use the fix under that mistake.
Trying to skip a stage gate. If required checklist items are open, the move is blocked. Complete them on the Task Hub tab first.
Assuming estimates change for every file. Estimates on desktop are for this file only. Set them on each file, or adjust your stage defaults in settings.
Moving a stage by accident. Stage moves can send emails. Use Change Stage deliberately, and check the selected stage before selecting Update stage.
Troubleshooting
Use this section when a stage will not move, an estimate will not save, or a collaborator cannot change the stage.
"Complete required checklist items before moving stages: {names}"
You see "Complete required checklist items before moving stages: {names}" when a stage-gate checklist still has required items open.
Possible causes: a stage-gate checklist on this file has incomplete required items.
Check first: Task Hub > Checklists for checklists marked "Stage gate".
To fix:
Complete the required items listed in the message.
Return to Application Status and move the stage again.
Confirm it worked: you see "Stage updated to {Name}".
"Failed to update stage. Please try again."
You see "Failed to update stage. Please try again." when the stage did not save.
Possible causes: a connection problem while saving.
To fix:
Reload the file.
Check the current stage before trying again.
Contact support if it keeps failing. Include the file's loan code, the stage you were moving to, and the time.
"Stage updated, but the note could not be saved."
You see "Stage updated, but the note could not be saved." when the stage moved and the Milestone note did not.
Possible causes: the stage moved but the Milestone note failed to save.
To fix: add a note manually on the Notes tab if you need the record.
"Estimated days must be between 1 and 365"
You see "Estimated days must be between 1 and 365" when the number you entered is outside that range.
To fix: enter a whole number from 1 to 365 and select Save estimate.
"Application Status Unavailable"
You see "Application Status Unavailable" when your organization has no pipeline stages.
Possible causes: your organization has no pipeline stages.
To fix: ask an admin to set up stages in settings. See Pipeline stage configuration.
A collaborator cannot move the file
A collaborator cannot move the file when the owner has not granted the Application Status module.
Possible causes: the owner has not granted the Application Status module. 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: the file owner grants the module on the Collaborators tab.
Tips and best practices
Use these practices when you change stages on the Application Status tab.
Always add a short note when you change the stage. It becomes part of the Milestone note, so the next person knows why.
Set estimates early. Clients check the portal for timing, which can reduce "where are we?" calls.
Use stage-gate checklists for steps that must never be skipped, such as compliance sign-off. Broki enforces them.
Limitations and important behavior
These limits apply to progress, mobile, and partner emails on the Application Status tab.
Some stages may be excluded from the progress percentage, depending on your stage setup.
On mobile, the view is different: you tap a stage card to move the file ("File moved to {stage} stage"). Mobile moves do not add the Milestone note, and the Timeline Estimates inputs on mobile change your organization's default estimate for that stage, not just this file.
The mobile Send Update quick action is marked "Soon" and is not available yet.
Partner update emails are skipped if the file owner turned off automations for partner moves.
Frequently asked questions
These answers cover what the client sees, the pipeline board, and moving backward.
Can my client see the stage? Clients see their progress and your timeline estimates in the client portal.
Does this change the same stage as the pipeline board? Both change the file's stage. See Pipeline board and moving deals.
Can I move a file back to an earlier stage? Yes. Use Change Stage and pick an earlier stage. Move here only appears on future stages.
Related articles
These articles cover the pipeline board, stage setup, tasks, notes, and the client portal.