A file review is your broker's checklist for a deal. You submit the deal's file. A reviewer looks at each document and decides on it. The review is for your team. It does not say that a file meets a law or a rule.
Submit the file
Under the list of files, find File review. It shows the items that go to the reviewer.
The review lists any required document with no file. It also lists files whose name says draft or blank. You can submit anyway. The reviewer decides.
Select Submit for review. The file goes to the reviewer, and they get a notice.
What goes in the file:
- With a transaction package, each of its required documents, with the current version of its file.
- Without a package, the current version of each file, by folder.
- A placeholder with no file is listed as No file.
Each file you submit is kept until your workspace's retention date. You cannot delete it before then.
Who reviews it
A person with the Review files permission reviews files. Admins have it. To give it to someone else, turn on Review files in their role, under CRM.
A deal can have a Compliance reviewer in People. If that person is a member with Review files, the file goes to them first. Otherwise any person with Review files can take it.
Review a file
You see the files that wait for you, and the files you submitted.
Select Start review. Others with Review files see that you have it.
Select Open file to download the exact version the agent submitted. Then choose Approve or Request changes. In the … menu, choose Waive or Not applicable.
A change request, a waiver and Not applicable each need a reason. A missing item cannot be approved.
When every item has a decision, the review ends:
- Approved: the agent gets a notice. Each approved file is kept until the retention date.
- Changes requested: the agent gets a notice. Each change is a task for them.
Submit it again
Fix what the reviewer asked. For example, upload a new version of a file. Then select Submit again. Only the items that changed, and those with changes requested, go back to the reviewer. Items that were approved and did not change stay approved.
If you upload a new version of an approved file, its approval is cleared. The item goes back to the reviewer.
Elsa's reminder
A week before the closing, Elsa checks the deal's file. If it was not submitted, she makes one task for the agent: Submit the file for review. Under Broker file audit in Contract to close, she lists what is missing or may not be signed. When the reviewer approves the file, the line is done.
Elsa reads file names only, not the text in the files. A reviewer always decides.
With Claude
You can do all of this through Claude. Ask it to submit a deal's file, list the files that wait for you, or approve an item. Claude uses your own permissions.