This guide covers seven workflow item types. For the automation items (Integration, Action, Carry Forward) see Workflow Items: Automation & Flow. For the full workflow and item foundation, see Order Workflows & Workflow Items.
Decision
A Decision item presents a set of named choices to the person working the deal. Pick one, and the deal moves to the step that choice is mapped to. It is the manual branching point that lets a single pipeline fork into different outcomes.
Each choice has a label and a target step. An optional confirmation prompt makes the user confirm their selection before the deal moves — useful when a choice is hard to reverse, such as declining an application.
When to use it. Any time a human judgement call determines what happens next: approve versus decline versus refer, fast-track versus full assessment, or any fork that depends on a decision rather than data.
Example. At the end of Underwriting, an underwriter chooses Approve (→ Approved step), Decline (→ Declined step), or Refer to Senior (→ Manager Review step). The Decline choice has the confirmation prompt enabled.
Distribution (Auto-Assign)
A Distribution item automatically assigns the deal to a team member in a specified role. You configure which role to fill (Broker, Processor, Manager, or any role your organisation defines) and the selection rules — typically round-robin or next-available from a queue.
Distribution supports the same execution triggers as Action and Integration items (manual, on step entry, on step exit) and optional delays.
When to use it. Any time you need the right person on a deal without manual intervention: round-robin new leads to available brokers at intake, assign a processor when a deal enters processing, or attach a manager for sign-off at approval.
Example. On entering Fact Find, a Distribution item assigns the deal to the next available Broker so every new application has a named owner before any work begins.
Validation Gate
A Validation Gate is a rule-based checkpoint that blocks a deal from advancing until a defined set of conditions pass. Unlike form-level required fields (which check completeness per form), a gate evaluates the deal's data at a specific point in the workflow against an explicit quality rule set.
When the gate runs, it checks each rule against submitted form data. If any rule fails, the gate blocks the deal and shows a list of the failing fields with direct links so the user can jump to the relevant form and fix them. Once corrections are saved, the gate re-evaluates automatically and clears — the deal advances without further user action.
When to use it. Before high-stakes hand-offs where data quality must be guaranteed regardless of what was checked at the form level.
Example. A Validation Gate before Underwriting checks that every applicant has a date of birth, an income figure within an acceptable range, and at least one payslip uploaded. Failing fields are listed with links; once fixed, the gate clears and the deal moves on.
Quick Capture
A Quick Capture item is a lightweight inline form showing a small, curated selection of fields pulled from one or more existing form templates — without opening the full form. It is scoped and cardinality-controlled the same way as a regular Form item, but only surfaces the specific fields you name.
You configure it by selecting individual fields from your form templates. Each entry names the source form and the specific field within it. An optional display hint overrides how the field label appears in the Quick Capture context.
When to use it. When you need to collect a handful of fields quickly without the overhead of a full form — especially at the top of the funnel where registration should feel instant.
Example. A Quick Capture in the Lead step pulls just the first name, phone number, and loan purpose fields. A web visitor registers in seconds; the full Fact Find forms follow in a later step.
Outstanding Documents
An Outstanding Documents item automatically surfaces all file fields across the deal's completed forms that were marked require later and have not yet been fulfilled. It requires no configuration — it reads the deal's state and builds the list itself.
As uploads come in (from the applicant via a magic link or from a team member), entries are satisfied. The item completes when nothing is left outstanding.
When to use it. Whenever your workflow lets applicants proceed past a form without uploading every document up front. The require-later flag on a file field lets the deal keep moving; this item is how you chase those deferred uploads in a dedicated collection step.
Example. During Fact Find the applicant uploads payslips but skips bank statements and ID (both marked require later). A Document Collection step later in the workflow has an Outstanding Documents item listing those two missing files, with links for the applicant to upload them.
Checklist
A Checklist item is a manual tick-off task list created fresh for each deal. Each entry has a text label, and entries can have nested sub-items for finer-grained tracking. The checklist is complete when every item (and required sub-items) is ticked.
Checklists are for staff — they do not appear in applicant-facing views.
When to use it. Manual process gates that do not involve data entry or automation: compliance sign-offs, KYC verification steps, pre-settlement reviews — anywhere you need human confirmation that a series of steps have been carried out.
Example. A Pre-Settlement Checklist contains items like "Confirm insurance certificate received", "Verify discharge authority lodged", and "Final identity check completed", each ticked off by the processor before the deal moves to Settled.
Results Display
A Results Display item is a read-only card that surfaces data from an earlier Integration result or from deal fields, using a presentation template you configure. There is nothing to fill in — it exists purely to show outcomes to whoever is working the deal.
You configure it with a source (a specific Integration item already in the workflow, or a set of named deal fields) and a presentation template that controls how values are laid out and labelled. Results Display items are typically placed immediately after the Integration that produced the data they show.
When to use it. Any time you want to surface computed or fetched data inline in the deal — credit scores, serviceability results, lender shortlists, calculation outputs.
Example. Immediately after a credit-check Integration, a Results Display card shows each applicant's bureau score and credit recommendation, so the underwriter has the numbers in front of them when they reach the Decision item that follows.