Application Workflow & Progress Tracking
The Overview screen is your home base for managing loan applications. This guide explains how to track progress, complete checklist items, and move applications through their various stages.
What You'll Learn
- How applications move through different stages
- What the checklist items mean and how to complete them
- When and why certain tasks appear
- How to move applications to the next stage
Understanding Application Stages
Every loan application follows a journey from initial submission to completion. The Overview screen shows you exactly where each application stands in this journey.
The Application Lifecycle
What Happens at Each Stage
| Stage | What's Happening | Your Role |
|---|---|---|
| Application | Client has submitted their loan request with initial documents | Review application details, ensure tasks are assigned |
| Bidding | Bank reviews the application and prepares an offer | Create and submit a bid/offer to the client |
| Approval | Offer accepted, final documentation being prepared | Prepare sanction letter, verify all requirements |
| Pre-Closing | All parties preparing for the deed signing | Coordinate with notary, ensure all documents ready |
| Closing | Deed signing takes place | Monitor completion of signing |
| Post-Closing | Final administrative tasks | Complete any remaining items |
| Completed | Loan is fully processed | No action needed - application closed |
Reading the Overview Screen
When you open an application, the Overview screen shows:
- Current Stage - Highlighted with a dark background, showing what stage the application is in
- Progress Indicator - Shows how many checklist items are complete (e.g., "3 tasks remaining")
- Completed Stages - Shown with a checkmark, collapsed by default
- Future Stages - Shown in lighter color, not yet accessible
TIP
Click on any stage to expand or collapse its checklist items. The current stage is always expanded by default.
The Checklist System
Each stage has a checklist of items that need to be completed before the application can move forward. Think of it as your to-do list for each stage.
Types of Checklist Items
Manual Items
What they are: Items that you, as an agent, check off manually.
How to complete them:
- Click the checkbox next to the item
- Enter a reason (required for audit purposes)
- Click "Confirm"
Examples:
- "Verified client identity"
- "Confirmed property valuation"
- "Reviewed legal documentation"
Important
Every time you check or uncheck a manual item, you must provide a reason. This creates an audit trail that can be reviewed later.
Task Items
What they are: Work that the client, notary, or other professionals need to complete.
How they appear:
- Show a "View Task" button
- Display completion status
- May show "(Not applicable)" if conditions aren't met
When you click "View Task": You'll be taken to the Tasks section filtered to that specific task, where you can see progress and details.
Auto-completion: When the assigned person submits and completes the task, the checklist item automatically gets checked off.
Event Items
What they are: Items that complete automatically when certain actions happen in the system.
Examples:
- "Bid Created" - Completes when you create an offer
- "Bid Accepted" - Completes when the client accepts your offer
- "Document Published" - Completes when a document is published
You don't need to do anything - these items update on their own.
Document Items
What they are: Documents that need to be generated, uploaded, or published.
How to complete them: Click the action button (e.g., "Publish") to navigate to the document section where you can take the required action.
How Banks Customise Their Workflow
Different banks may have different requirements for processing loans. The system supports customised workflows, which means:
- Your bank's stages may differ from what's described here
- Checklist items may vary based on your bank's specific requirements
- Some stages may be skipped or combined depending on your bank's process
INFO
If your workflow looks different from this guide, that's normal. Your bank administrator has configured the system to match your institution's specific processes.
Understanding Task Conditions
You may notice that some tasks appear for certain clients but not others. This is by design - the system intelligently shows only relevant tasks based on the client's situation.
Why Some Tasks Don't Appear
Common Examples
| Situation | What Happens |
|---|---|
| Self-employed applicant | Additional income verification tasks appear |
| Exclusive loan (direct to your bank) | No bank selection needed |
| Multiple applicants | Tasks assigned to each person |
| Specific property type | Relevant valuation tasks appear |
When You See "(Not applicable)"
This means the task doesn't apply to this particular application because:
- The conditions for this task aren't met
- A prerequisite task hasn't been completed yet
- The client's situation doesn't require this task
TIP
Tasks marked as "Not applicable" won't block the application from progressing. The system knows they're not needed.
Approvals and Moving Between Stages
When all required checklist items are complete, you can move the application to the next stage. Depending on your bank's configuration, this may require approval from one or more people.
The Approval Process
How to Move to the Next Stage
- Ensure all required items are complete - The progress indicator shows remaining items
- Click the action button - Located at the bottom of the current stage (e.g., "Move to Approval Stage")
- Confirm in the dialog - Review what will happen and confirm
- Wait for approval (if required) - You'll see the approval status
Understanding Approval Status
| Status | What It Means |
|---|---|
| Pending | Waiting for approvers to review |
| Approved | All approvers have signed off |
| Rejected | An approver has rejected - check comments |
Multi-Step Approvals
Some transitions require multiple approvals in sequence. You can see progress like "Approval (1/2)" indicating the first of two approvers has approved.
Automatic Progress
Some stages are configured to advance automatically when all required items are complete. This saves you time by not requiring manual intervention.
How Auto-Transitions Work
Required vs Optional Items
- Required items (shown without any special marking) - Must be completed before moving forward
- Optional items - Nice to have but won't block progress
TIP
The progress indicator only counts required items. Optional items won't affect the "X tasks remaining" count.
What Gets Tracked
Every action is recorded for compliance and audit purposes:
- Who completed each item and when
- Reasons provided for manual item changes
- Approval decisions and timestamps
- Stage transition history
Quick Reference
Your Daily Workflow
Keyboard Shortcuts
| Action | How To |
|---|---|
| Expand/collapse stage | Click on stage header |
| View task details | Click "View Task" button |
| Check manual item | Click checkbox, enter reason |
| Move to next stage | Click action button at bottom of current stage |
Getting Help
If you need assistance:
- Contact your bank administrator for workflow questions
- Check the audit log for history of changes
- Use the communication feature to discuss with colleagues
Summary
The application workflow system helps you:
- Track progress - See exactly where each application stands
- Complete requirements - Work through checklist items systematically
- Move applications forward - Advance stages when ready
- Maintain compliance - All actions are recorded for audit
Remember: The system is designed to guide you through each application. Follow the checklist, complete the required items, and the path forward will be clear.