Compliance workflows are at the heart of your brokerage’s day-to-day functions. Workflows in dotloop are the way to move document folders from stage to stage in your review processes to ensure all necessary documents are completed and all transactions can continue without a hitch through closing. The workflow compliance begins with your agent clicking Submit for Review - and from there, can be customized by you to go through compliance stages to have admins review files, brokers sign off on paperwork, and anything in between. Your compliance workflows are located in your business account's templates section.
When an agent starts their loop, that loop is not in any compliance stage. This is because sometimes loops are completely arbitrary and you, as the admin, need not be bothered by these loops. However, once an agent has decided that their loop is ready for your review, they will click the SUBMIT TO REVIEW button in that loop. This triggers the workflows for the compliance statuses that you have set up!
- Setting up workflows
- Setting resubmit logic for review stages
- Custom Notifications for review stages
The easiest way to confirm you are in your admin profile is to look in the top left for “Teams” or “Business+”.
Click on Templates in the top right.
You may need to scroll down, click on Workflows on the left hand side.
Click on +New Workflow to create a new workflow for your brokerage, office, or team.
Type in the name of your new workflow and click Create Workflow.
Workflows can be set up based on transaction type. At a minimum, most admins will create a Purchase and Listing workflow. You may find that you need a workflow for agent onboarding, referrals, or leasing.
Note: Once you have added a workflow you can click on the overflow icon to the right of the workflow to remove, rename, and enable. We recommend chatting with your success manager before removing or disabling an enabled workflow.
Click on Add Stage to add review stages to your new workflow.
This first review stage could be “Documents Need Review” or “Initial Review”. The first stage added will automatically be the default stage for this workflow. That means the very first time an agent submits their folder for review it will default to this stage. You can click on the overflow icon (three vertical dots) to the right of any review stage to make it the default stage.
You can add as many stages as necessary. Workflows and review stages are meant to be customized to fit your compliance needs.
Here are some examples of Review Stages
- Returned to agent
- Documents approved
- Closed
- Training/error
- Additional documents need review
- Ready for DA
- Ready for marketing
Once your workflow is ready you can click Enable to make it available to your agents. Before you enable, take a look at Resubmit logic and Notifications in this article.
An enabled workflow also allows admins to filter their homepage by this criteria. CLICK HERE to learn more about filtering as an admin.
Setting resubmit logic for review stages
Resubmit logic is the way the review stage of an agent's folder will flow into another stage when an agent submits that folder for review. A common resubmit scenario involves a folder that has been returned to the agent, once the agent is ready to submit again the resubmit logic on this folder will put the folder into Needs Review. You could also set up resubmit logic for an Approved folder to move into the Additional Paperwork Submitted stage.
The easiest way to confirm you are in your admin profile is to look in the top left for “Teams” or “Business+”.
Click on Templates in the top right.
You may need to scroll down, click on Workflows on the left hand side.
Resubmit logic is set for review stages within workflows, click on the workflow that you would like to edit.
Click on the overflow icon to the right of the review stage that you would like to set up resubmit logic for.
Example: If we wanted to set up resubmit logic for a folder that is in the Returned to Agent review stage we would click on the overflow icon to the right of that stage.
Click on Set Resubmit Logic.
Click on the dropdown menu to choose the review stage for resubmit logic.
Click on the review stage that you would like for a folder that is being resubmitted to go into.
Note: If you need to remove resubmit logic from a review stage choose “Don’t update stage”.
Optional: You can use the checkbox in this window to have the folder automatically use the resubmit logic if an Approved document has been modified.
Click Save.
Custom Notifications for review stages
You can customize notifications for review stages so that only certain admins are notified when a folder is in that review stage.
The easiest way to confirm you are in your admin profile is to look in the top left for “Teams” or “Business+”.
Click on Templates in the top right.
You may need to scroll down, click on Workflows on the left hand side.
Resubmit logic is set for review stages within workflows, click on the workflow that you would like to edit.
Click on the overflow icon to the right of the review stage that you would like to set up notifications for.
Click on Notifications.
You can choose who you want to be notified when a folder is moved into this review stage. Depending on how your admin team works together you can choose to have all immediate admins notified, no one notified, one admin, or many!