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Productivity Features

The Lending & Deposits platform includes several productivity features to help you work more efficiently. These tools streamline common tasks and improve workflow management.

Overview of Features​

FeatureDescriptionBenefit
RemindersSchedule follow-up remindersNever miss important dates
AssignmentAssign applications to usersClear ownership and accountability
NotesAdd notes to applicationsDocument important information
WithdrawalWithdraw applicationsClean pipeline management
LockingLock applications for editingPrevent conflicts
Mark CompleteMark tasks as completeTrack progress
Send App OnlineSend link to applicantEnable self-service
Queue ManagementManage work queuesEfficient workload distribution

Reminders​

Reminders are a great way to stay up-to-date on prospects or applicants. When a reminder is set for date on an application, the application will be bumped to the top of your queue when the date hits alongside a bell/reminder icon.

To create a reminder from the Dashboard page, click the ellipsis to the right of the pencil. If you're on the application page, click the hamburger icon located at the top-right of the page.

Reminders for Applicants

Reminders or automatic follow-ups with applicants are also built into the system. These reminders go out via email and sms to applicants that are not making progress in their application. Your marketing team can work with Lending & Deposits team to activate these, or administer them under "Email & SMS Admin" from the admin options.

Reminder Best Practices

Set reminders for:

  • Follow-up calls with applicants
  • Document collection deadlines
  • Rate lock expirations
  • Funding target dates

Assignment​

While the back office automation is created for a hands-off LOS experience for your financial institution, you can self assign or assign applications to other team members to update information on the application. When clicking the pencil icon to open an application, you will receive the below prompt:

When viewing an application with no intent to change any details, click "No". If you are entering and application to make updates, click "Yes".

Assigning the application to yourself or someone else can also be executed by clicking the ellipsis to the left of the application and clicking either "Assign to Me" or "Assign to Employee".

To assign from the application page, click the hamburger icon in the top-right hand corner and select the applicable option near the end of the menu.

Notes​

Your financial institution can utilize the Notes feature to document important information and communication on applications. In addition to this, automated notes are created during each step of the application.

To view the automated notes, access the application and navigate to the "Event History", located on the left side of the screen. These event notes contain information regarding status updated, applicant information changes, IP address information, and more.

To view or attach manual notes to an application, click the ellipsis from the Dashboard page or click the hamburger icon on the application page.

Note Visibility

Notes are visible to all users with access to the application. Do not include sensitive information unless necessary.

Withdrawal​

Withdraw applications that will not proceed to funding.

Withdrawal Process​

  1. Open the application

  2. Click Withdraw button

  3. Select withdrawal reason:

    • Applicant request
    • Unable to contact
    • Does not qualify
    • Duplicate application
    • Other

  4. Add withdrawal notes (optional)

  5. Confirm withdrawal

Withdrawal Effects​

When an application is withdrawn:

  • Status changes to "Withdrawn"
  • Application moves to archived queue
  • Stipulation requests are cancelled
  • Applicant may receive notification
  • Metrics exclude withdrawn applications

Reopening Withdrawn Applications​

Some withdrawn applications can be reopened:

  1. Find the withdrawn application
  2. Click Reopen (if available)
  3. Provide reopening reason
  4. Application returns to previous status

Locking​

Lock applications to prevent other users from editing.

How Locking Works​

StateWho Can EditIndicator
UnlockedAny authorized userNo indicator
LockedOnly the locking user🔒 Lock icon
Auto-lockedUser currently viewing🔒 (auto)

Manual Locking​

  1. Open the application
  2. Click Lock button
  3. Application is locked to you
  4. Click Unlock when finished

Auto-Lock Settings​

Configure auto-lock behavior:

  • Auto-lock on open - Lock when user opens application
  • Auto-unlock on close - Release lock when user leaves
  • Lock timeout - Auto-release after inactivity

Lock Override​

Administrators can override locks:

  1. View locked application
  2. Click Override Lock
  3. Provide reason
  4. Lock transfers to admin
Lock Etiquette

Always unlock applications when you're done to prevent blocking colleagues.

Mark Complete​

Track task completion within applications.

Completing Tasks​

  1. View the task list or checklist
  2. Click the checkbox next to completed items
  3. Task shows as complete with timestamp

Task Types​

TypeDescription
StipulationsRequired documents/verifications
Review StepsProcessing checklist items
Approval StepsUnderwriting requirements
Funding TasksPre-funding checklist

Task Management​

  • Add custom tasks - Create ad-hoc tasks
  • Reassign tasks - Move to another user
  • Set due dates - Deadline for completion
  • Add notes - Document completion details

Send App Online​

Send a link to applicants to complete or resume their application.

  1. Open the application

  2. Click Send App Online or Resume Link

  3. Choose delivery method:

    • Email - Send to applicant's email
    • SMS - Send text message
    • Copy Link - Copy URL manually

  4. Customize message (optional)

  5. Click Send

Use Cases​

ScenarioAction
Incomplete applicationSend link to complete
Additional information neededRequest specific data
Document uploadEnable document submission
E-signatureSend signing link
  • Links expire after configured time (default: 72 hours)
  • One-time use or multi-use options
  • Requires applicant authentication
  • Activity logged for audit trail

Queue Management​

Organize and manage work queues efficiently.

Queue Types​

QueueDescription
Personal QueueYour assigned applications
Team QueueShared team applications
Product QueueBy loan/account type
Status QueueBy application status
Priority QueueHigh-priority items

Queue Actions​

ActionDescription
ClaimTake ownership from shared queue
ReleaseReturn to shared queue
TransferMove to another queue
PrioritizeMark as high priority
EscalateMove to supervisor queue

Queue Settings​

Customize your queue experience:

  1. Click Queue Settings or gear icon

  2. Configure:

    • Default sort order
    • Visible columns
    • Auto-refresh interval
    • Notification preferences

  3. Save settings

Workload Balancing​

Managers can balance workloads:

  • View queue counts by user
  • Redistribute applications
  • Set capacity limits
  • Monitor processing times

Keyboard Shortcuts​

Speed up your work with keyboard shortcuts:

ShortcutAction
nAdd note
rSet reminder
aAssign
lLock/unlock
wWithdraw
sSave
EscClose modal/cancel

Best Practices​

Daily Workflow​

  1. Start of day - Review reminders and queue
  2. Process priority - Work high-priority items first
  3. Update notes - Document all significant actions
  4. End of day - Set reminders for tomorrow

Team Coordination​

  • Use assignment to clarify ownership
  • Add notes for handoffs
  • Lock applications when editing
  • Monitor shared queues regularly

Efficiency Tips​

  • Use keyboard shortcuts
  • Set up saved filters
  • Configure auto-assignment rules
  • Batch similar tasks together

Continue to Applications Overview to learn about working with individual applications.

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