Every document on a deal sits on one board, whatever way it arrived. The Documents tab is where you file it, clear it for the lender, or send it back to the client.
Requested, Received, and Verified
Requested holds what you have asked for and not received, as dashed cards labelled with the item and how long ago it was asked. Received holds files that have arrived and still need a person. Verified is what you have cleared, and it is the column the lender package draws from.
Finding a Document
Search matches file names, document types, borrowers, and extracted details such as account numbers. Every word must match, in any order.
Filters narrows by category, document type, source, and date added. Category shortens the document type list to that category. A source filter hides outstanding requests because no file has arrived yet. Both endpoints of a date range are included. Clear removes these filters without changing your search or sort. Switching borrowers resets category and document type. The sort menu orders each column by Newest First, Oldest First, Name A to Z, or Document Type. A sort never moves a card between columns. When nothing matches, select Clear Filters to see the whole file again.
Uploading a Document
Drop files onto the panel at the top of the tab, or select Choose files. It takes PDFs, images, spreadsheets, and Word files up to 50 MB each, and the document type is detected for you. A photo is saved as a one-page PDF as soon as it uploads, the same as one your client sends in, so what you download is what the lender receives. A file still being read shows an Identifying chip; once it is read, the card names the type.
How a Document Gets Its Name
Once we know what a document is, it is named to your brokerage's naming standard, whether you uploaded it yourself or your client sent it in. A photo called IMG_0667 becomes something like Income - Evan - T4 - 2024 - Miller, and that is the name you see on the board, the name the file downloads under, and the name the lender receives. Set the standard from Naming above the documents board, or under submission settings - both open the same panel, where you choose which parts a name carries and in what order.
Rename a document by hand at any time and your name is kept - nothing automatic overwrites it. Clear the name to hand it back. A file we cannot identify keeps the name it arrived with.
Moving a Document to Verified
Drag a card from Received to Verified, or hover the card and select the tick beside Preview. To clear several at once, select the cards, then choose Move to Verified in the bar at the bottom of the screen. The tick on a verified card sends it back to Received.
Skip the step for clean files
An admin can switch on Verify documents automatically in Submission Settings. A document that passes every check then moves itself to Verified.
Previewing, Downloading, and Removing
Select a card to preview its file, extracted fields, and review notes. Use its checkbox for bulk actions. Download takes one file; the bottom bar downloads selected files as a zip, up to 300 documents. The bin removes the document. Combine Pages builds a new file from selected pages.
Notes on One Document
Open a document and click Notes on the right edge to open the notes rail. Your team sees the
note on that file, so what you found stays with the document instead of in your own head. Type @
to name a teammate and they get told.
The rail stays shut until you open it, and it remembers. When a teammate leaves a note you have not read, the closed rail shows a red dot and the number waiting. Opening it marks the trail read for you alone, so your reading never clears a teammate's dot.
A note belongs to the person who wrote it. Anyone on the team reads it, replies to it, and reacts to it; only the author edits or removes it.
Keeping a File Out of the Lender Package
Clear Include In Lender Packages in a document's preview to leave it unticked in new submissions. Its card shows Not In Submission. Existing submissions keep their own selections; change those in the submission's document list. You can also include the file for one lender without changing this default.
Asking for a Better Copy
- Select the cards you want again, then choose Request changes. You can also drag them onto Requested, or use Request changes while the file is open in the preview.
- Write Note to Your Client saying what to change. It appears in the email and on their upload page.
- Select Send Request.
The files go back to your client to re-upload and the card moves to Requested. Use the undo icon on that card to cancel the change request. If the client is still filling in an intake, wait until they submit it before you ask.
Where a Document Came From
Each card carries a source: Upload for a file you added, Requests for one the client sent in, and Email for an attachment picked up from a message. Select the Email badge to read the message it arrived on.