Workflow Steps Overview

A different article shows you how to create a basic workflow template and add a step. This article builds on that work and shows you how to add specific steps to a workflow template.

Last updated: February 2026 · Workflows

In This Article

1. Adding a Task
2. Adding an automated email
3. Adding a simple time delay
4. Adding a conditional time delay
5. Adding or removing a tag on a contact
6. Archiving a loan
7. Unarchiving a loan
8. Moving a board card to a different stage
9. Sending a document stack to a client
10. Adding or removing an Assigned Team
11. Adding or removing a Team Role
12. Sending an SMS message
13. Sending data to a web application
14. Setting a date for a board card
15. Triggering a sub workflow

Prerequisites

Know how to create a basic workflow template.

Step-by-Step Guide

Step 1 — Adding a Task

1. Click the plus (+) icon to add a step to the workflow.
2. Select Task.
3. Click the Task Template field and select an existing task template or click Add Template to create a new one.
4. Configure options. (see below)
5. Click Save at the top of the page or click the plus (+) icon under a card to add a task.

Configuring options

Enter the number of days for the task to be completed. Select Calendar Days to count all days, or Business Days to count only Monday-Friday in the number of days to completion.

Check a box to assign responsibility to a role.

• Assign to Broker - Assign the task to the broker associated with the client.
• Assign to Team - Assign the task to the entire team associated with the client.
• Assign to Team Role - Assign the task to a team role associated with the client (e.g. load processor).

Step 2 — Adding an automated email

1. Click the plus (+) icon to add a step to the workflow.
2. Select Email.
3. Click the Email Template field and select an existing task template or click Add Template to create a new one.
4. Configure options. (see below)
5. Click Save at the top of the page or click the plus (+) icon under a card to add a task.

Configuring options

Click the Attach Report field to add a file to the email. (optional) Click the Send Option field and select an option:

• Route to Team/Broker - Send the email to the broker or team associated with the client.
• Email Template Recipients - Send the email to the people listed as recipients.
• Save as Draft - Create the email and save it but don't send it.

Step 3 — Adding a simple time delay

Follow these steps to add a simple time delay to the workflow template.

1. Click the plus (+) icon to add a step to the workflow.
2. Select Delay.
3. Click the Delay Type field and select Period of Time.
4. Enter the number of days to set the delay length.
5. Select Calendar Days to count all days, or Business Days to count only Monday-Friday.
6. Click Save at the top of the page or click the plus (+) icon under a card to add a task.

Step 4 — Adding a conditional time delay

Follow these steps to add a conditional time delay to the workflow template.

1. Click the plus (+) icon to add a step to the workflow.
2. Select Delay.
3. Click the Delay Type field and select Wait Until Condition Met.
4. Enter the number of days to set the delay length.
5. Select Calendar Days to count all days, or Business Days to count only Monday-Friday.
6. Select Before or After.
7. Click the Condition field and select a date type.
8. Click Save at the top of the page or click the plus (+) icon under a card to add a task.

Step 5 — Adding or removing a tag on a contact

1. Click the plus (+) icon to add a step to the workflow.
2. Select Tag.
3. Click Add or Remove.
4. Click the Tags field and select an option or click Add tag to create a new one.
5. Click Save at the top of the page or click the plus (+) icon under a card to add a task.

Step 6 — Archiving a loan

Archiving removes the loan from your boards. The loan still exists in BrokerEngine if you need to access it. Loan archive workflows are usually created with a time delay so that loans are automatically archived after a period of time.

1. Click the plus (+) icon to add a step to the workflow.
2. Add a simple Delay to the workflow.
3. Click the plus (+) icon and select Archive Loan.
4. Click Save at the top of the page or click the plus (+) icon under a card to add a task.

Step 7 — Unarchiving a loan

To unarchive a loan and return it to its board:

1. Click the plus (+) icon to add a step to the workflow.
2. Select Unarchive Loan.
3. Click Save at the top of the page or click the plus (+) icon under a card to add a task.

Step 8 — Moving a board card to a different stage

Add this workflow step to change the board stage for a card like a lead or deal.

1. Click the plus (+) icon to add a step to the workflow.
2. Select Move Stage.
3. Click the Stage field and select a destination for the board card.
4. Click Save at the top of the page or click the plus (+) icon under a card to add a task.

Step 9 — Sending a document stack to a client

This workflow step sends a document stack automatically using FinanceVault.

1. Click the plus (+) icon to add a step to the workflow.
2. Select Client Portal Publish.
3. Click the Document Stack field and select one or more options.
4. Click Save at the top of the page or click the plus (+) icon under a card to add a task.

Step 10 — Adding or removing an Assigned Team

Add this workflow step to assign or unassign a team to a card.

1. Click the plus (+) icon to add a step to the workflow.
2. Select Assign/Unassign Team.
3. Click Assign or Unassign.
4. Click the Team field and select an option.
5. Click Save at the top of the page or click the plus (+) icon under a card to add a task.

Step 11 — Adding or removing a Team Role

Add this workflow step to assign or unassign a role to a card.

1. Click the plus (+) icon to add a step to the workflow.
2. Select Assign/Unassign Team Role.
3. Click Assign or Unassign.
4. Hover the mouse over a team role icon and click Add.
5. Scroll through the menu and select a team member.
6. Click Save at the top of the page or click the plus (+) icon under a card to add a task.

Note: Click the three-dot icon to change or remove a team member assignment.

Step 12 — Sending an SMS message

1. Click the plus (+) icon to add a step to the workflow.
2. Select Send SMS.
3. Click the SMS Template field and select an option or create a new one.
4. Click Save at the top of the page or click the plus (+) icon under a card to add a ta

Step 13 — Sending data to a web application

If you're integrating BrokerEngine with another application, you might want a workflow to trigger an event in the third-party application. Construct a URL in the third-party application, then copy it.

To add the URL to the workflow template as a webhook:

1. Click the plus (+) icon to add a step to the workflow.
2. Select Webhook 2.0.
3. Paste the URL into the Webhook field.
4. Optionally, click the arrow icon to test the webhook.
5. Click Save to save the workflow or + under the task card to add another task.

Step 14 — Setting a date for a board card

Workflows can automatically set dates like a formal approval date or broker handover date.

1. Click the plus (+) icon to add a step to the workflow.
2. Select Custom.
3. Click the Custom Type field and select one or more dates that you want BrokerEngine to set.
4. Click Save to save the workflow or + under the task card to add another task.

Step 15 — Triggering a sub workflow

One workflow can trigger another workflow.

1. Click the plus (+) icon to add a step to the workflow.
2. Select Sub-Workflow.
3. Click the Sub-Workflow field and select an option.
4. Click Save to save the workflow or + under the task card to add another task.

Related Articles

• Learn About Workflow Automations
• Create a Custom Workflow
• Workflow Diagram