Overview
The Documents page shows every document submitted across your organization's mortgage files in one place, grouped by contact. From here you can review, approve or reject documents, preview and download them, and work on several at once: merge them into one PDF, compress them, download them as a ZIP, or delete them.
Use it when you want to work across clients instead of opening each mortgage file. For example, to clear everything waiting for review, or to find a document when you only remember the client's name or the loan code. The documents here are the same ones you see on each mortgage file's Documents tab, so changes you make in one place show in the other.
Also called: Documents page.
At a glance
The document library is the Documents page, where you review files from every mortgage file.
Documents are grouped by contact. The same files appear on each mortgage file's Documents tab.
Approve or reject a pending document, or preview, download, and upload.
Merge PDF creates a new pending PDF and keeps the originals. Compress and Convert to PDF replace the original.
Delete also removes the document from the mortgage file.
Before you begin
Before you use the Documents page, your organization needs a subscription and the files need to be on a mortgage file.
Your organization needs an active Broki subscription.
Documents appear here once they're uploaded to a mortgage file, for example by a client through the client portal or by your team on the Documents tab.
To upload from this page, the contact must be linked to at least one mortgage file.
Step-by-step instructions
These steps find documents, review them, upload one, and work on several at once.
Find documents
Find documents from Documents in the left sidebar, then search, sort, or filter.
In the left sidebar, select Documents.
The cards at the top show Total Documents, Total Contacts, Storage Used, Rejected and Missing Docs.
Type in Search contacts or file IDs… to search by contact name, loan code, property address, document name or document request title.
Use the sort menu to choose Sort: Last updated, Sort: Name A-Z, Sort: Most documents or Sort: Has rejections first.
Use the filter buttons: All, Pending (documents waiting for review) or Action needed (rejected documents). Each shows a count.
The table lists Contact / File ID, Mortgage / Deal, Document Status (counts of Approved, Pending and Rejected), Docs and Last updated.
Open a contact's documents
Open a contact's documents by expanding their row, then a mortgage file and a document request.
Select a contact's row to expand it.
Select a mortgage file (shown by its address, or "File" followed by the loan code), then a document request, to reach the documents. Documents not tied to a file appear under General / unlinked documents. Documents not tied to a request appear under Unlinked documents.
Use Back or the breadcrumb to move up a level.
Review a document
Review a document from its row: preview it, then approve or reject it if it is pending.
Select the Preview icon to open the document. You can rename it and change its status from the preview.
For a pending document, select the Approve icon, or the Reject icon and confirm.
You'll see "Approved" or "Rejected", and the status counts update.
Upload a document
Upload a document onto a contact, and onto a mortgage file if you open one first.
Expand the contact and, optionally, open the mortgage file you want to upload to.
Select Upload document and choose the file.
You'll see "Uploaded document to" followed by the contact's name. The document is added with Pending status and isn't linked to a document request.
If you upload without opening a mortgage file first, the document goes to the contact's most recently updated mortgage file.
Select several documents
Select several documents to open the actions for review, files, and delete.
Tick the documents you want. Use the checkbox on a contact's row to select all their documents, or Select visible for everything on the page.
The actions panel opens.
Under review, the actions are Approve pending and Reject pending.
Under files, the actions are Merge PDF, Compress, and Download ZIP.
Under the danger zone, the action is Delete.
Merge documents into one PDF
Merge documents into one PDF when you want a single file and the originals kept.
Tick at least two documents and select Merge PDF.
In Merge documents, drag to reorder, then select Merge now.
"A new merged PDF is created; originals stay in the library." The merged PDF is added with Pending status to the mortgage file of the first document.
PDFs, images and text files can be merged. Other file types are skipped and listed in a message.
Compress documents
Compress documents to replace the selected PDFs and images with smaller files. Before you continue: the compressed file replaces the original.
Tick the documents and select Compress.
Choose a compression level. Only PDFs and images are compressed.
Delete documents
Delete documents from the library and from the mortgage file. Before you continue: Delete asks you to confirm, for example "Delete 3 document(s)?". Deleted documents are also removed from the mortgage file's Documents tab.
Tick the documents and select Delete.
Confirm the deletion.
Practical examples and other ways to use it
These examples clear the review queue, build one lender PDF, shrink scans, or search by loan code.
Clear the review queue. Select Pending, then Sort: Last updated. Expand each contact and approve or reject. Alternatively, select several and use Approve pending.
Build one PDF for a lender. Open a mortgage file under the contact, tick the pay stubs and the employment letter, select Merge PDF, put them in order, and select Merge now.
Shrink large scans. Tick oversized photo uploads and select Compress before sending them on.
Find a document by loan code. Type the loan code into the search box to show only that file's contact.
Common mistakes and how to avoid them
These mistakes are rejecting without a reason, compressing the only copy, and deleting to tidy the list.
Rejecting without telling the client why. Rejecting from this page doesn't ask for a reason. If the client needs to know what to fix, contact them separately.
Compressing the only copy. Compression replaces the file. If you might need the full-quality version, download it first.
Deleting from the library to tidy up. Deleting here removes the document from the mortgage file too. Use filters and search to hide clutter instead.
Troubleshooting
This troubleshooting section covers upload, merge, compress, and loading errors on the Documents page.
"No mortgage file is linked to this contact yet"
The message "No mortgage file is linked to this contact yet" means there is nowhere to upload this contact's file.
Possible causes
The contact has documents but isn't the borrower or contact on any mortgage file, so there's nowhere to upload to.
To fix
Link the contact to a mortgage file, or create one.
Return to Documents and try Upload document again.
"Select at least 2 documents to merge"
The message "Select at least 2 documents to merge" means fewer than two documents are ticked.
To fix
Tick two or more documents, then select Merge PDF.
"Cannot merge documents without a linked mortgage file"
The message "Cannot merge documents without a linked mortgage file" means the first document in the merge isn't on a mortgage file.
Possible causes
The first document in the merge isn't attached to a mortgage file.
To fix
In Merge documents, drag a document that belongs to a mortgage file to the top, then select Merge now.
"No PDF or image files in selection for compression"
The message "No PDF or image files in selection for compression" means the selection has no PDF or image.
To fix
Select at least one PDF or image, then select Compress.
"Failed to load documents"
The message "Failed to load documents" means the Documents page couldn't load your organization's documents.
Possible causes
The page couldn't load your organization's documents.
To fix
Reload the page.
Contact support if it keeps failing. Include the page name, the exact message and the approximate time.
Tips and best practices
These tips keep rejected documents visible, keep originals separate, and put merged pages in lender order.
Check Rejected and Action needed regularly. They show documents the client may need to replace.
Use Download ZIP when you need many original files at once. It keeps each document as a separate file.
Merge in the order the lender expects. The order in Merge documents is the page order of the new PDF.
Limitations and important behavior
These limits cover what Missing Docs counts, how documents are organized, and what replace or delete actions do.
Missing Docs counts documents waiting for review (Pending), not document requests the client hasn't uploaded yet. To see outstanding requests, open the mortgage file.
There are no folders or custom categories. Documents are organized by contact, mortgage file and document request.
Convert to PDF (on image and text documents) replaces the original file with the PDF version.
Documents with no linked contact are grouped under General Documents.
Frequently asked questions
These answers cover Smart Docs and whether clients can open this page.
Is the Documents page the same as Smart Docs? No. Smart Docs creates document requests automatically from rules. The Documents page shows the documents clients and your team upload against those requests.
Can clients see the Documents page? No. It's for your team. Clients upload through the client portal.
Related articles
These articles cover the mortgage file documents, Smart Docs settings, the client portal, and the Vault.