Application Task Checklists

How to organize and streamline work with application tasks.

Overview of Task Checklists

Task checklists are lists of actions that should be performed during application processing. They are a helpful way to streamline and standardize the loan processing workflow. Further, they are often used to manage application conditions or other requirements that must be met before the application can advance. Tasks can be assigned to both internal assignees (i.e. your team) and external assignees (i.e. a borrowers or intermediary).

Tasks can contain the following information:

  • The title of the task.
  • The labels assigned to the task.
  • The status of the task (i.e. "Not Done", "In Progress", "In Review", "Done", "Canceled" or "Failed").
  • The internal assignee(s), if any (i.e. team members)
  • The internal instructions for the team members to complete.
  • The external assignee, if any (i.e. borrower or intermediary)
  • The external instructions for the borrower or intermediary to complete.
  • The task's due date and due time, which lets assignees understand when it should be completed.
  • Variables (i.e. data fields) that are related to the task and are displayed within it.
  • Documents that have been associated with the task.
  • Comments have been made regarding the task.

Task Board View

The default view for tasks shows all of the in-process tasks placed on a board in columns corresponding to their current status.

This view displays the current task work queue and includes the ability for team members to:

  • View information such as the task title and the display ID of the application to which this task has been assigned.
  • View the due date, assigned individual(s) for the task, and labels associated with each task.
  • Filter for tasks assigned to you by clicking on your avatar.
  • Filter by other task attributes by clicking the "Filters" button.
  • Select your preferred sorting option by clicking on the "Sort By" button.
  • Move tasks between statuses using drag-and-drop.
  • Create new tasks by clicking on the "Create Task" button.

Task Table View

The secondary view for tasks shows all tasks in a table format. You can navigate to this option by clicking on the table icon in the top-right corner of the board.

The table view provides similar functionality to the board view, however it offers more information and a denser view of the data. You can view any task's detailed information by clicking on its row in the table.


How to Create a Task

To create a new Task:

  • Navigate to the "Task Checklist" tab of an application.
  • Click the "Create Task" button.
  • A popup will appear requesting the information listed below.
  • Once the form is complete, click the "Create Task" button and the task will be created (with the initial status of "Not Done").

The "Create Task" form includes the following fields:

  • Task Title, which is the title of the task.
  • Internal Assignee(s), which lets you select the team members assigned to the task.
  • Internal Instructions, which is the description of the task for the team members.
  • External Assignee, which lets you select the borrower/intermediary assigned to the task.
  • External Instructions, which is the description of the task for the borrower/intermediary.
  • Automatically email the external assignee to notify them, which is a toggle that, if activated, sends an email containing the task description and a link to upload a file (borrowers/intermediary only).
  • Due Date/Time for the task to be completed by.
  • Stop applications from entering statuses if the task isn't in the Done status, which is a toggle that, if activated, prevents the application from entering the selected workflow statuses until the task is completed.
  • Include editable application data within the task, which lets you display task-related data.
  • Automatically update this task's status to Done if a condition passes, if a condition passes, which will be checked every time the application is updated. This condition must return “true” (string) or TRUE (boolean) to pass.
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Tasks with External Assignees

If you are assigning tasks to a borrower or intermediary, please note the following:

  • They will receive an email when the task is created so that they're aware of the requirement. If you don't want to send the email to borrowers/intermediaries, deactivate the "Automatically email the external assignee to notify them" toggle.
  • You can display these tasks on a digital lending portal that they have access to. This gives you the ability to let them upload documents directly to the task, add comments to the task and change their status.

DigiFi's standard borrower portals include built-in functionality to make it easy for borrowers or intermediaries to work on their tasks. They'll be presented with a list of outstanding tasks and can upload documents, add comments or mark tasks as complete (which moves them to the "In Review" status for your team to confirm).

If you have a custom digital lending portal, we recommend creating a page for their tasks and using the DigiFi API to fetch and return task-related information.


How To Work On Tasks

To edit a task:

  • Navigate to the "Task Checklist" tab of the application.
  • Click on the task you would like to edit.
  • A view will appear from the side with all of the task's information.

When editing a task, your team members can take the following actions:

  • View and modify the task details (title, instructions, etc.) by clicking the "Edit Task" button.
  • Edit the data fields by clicking the "Edit Data" button.
  • Add labels by clicking on the "+" button located under the task title.
  • View documents by clicking on the "Documents" tab and then selecting a specific document.
  • Upload documents by clicking on the "Documents" tab and then clicking on the "Upload Document" button.
  • Add a comment by clicking on the "Comments" tab and then clicking the "Add Comment" button.
  • Change the status of the task by clicking on the button next to the team assignment.
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