Create and manage tasks automatically to streamline your workflow.

Task Automation is an extension of the Automation Rules. They are available on the Broker PRO and Non-Del Plans.

Tasks in ARIVE organize your workflow by assigning steps to specific users. You can create tasks manually or generate them automatically using templates and automation rules.

Important Information about Contract Processors and Automation Rules & Tasks: 
If you're working with a contract processor, the hiring company (not the processor's company) must configure all automations and task templates under their own company settings.

The hiring company must:
 - Set up task templates 
 - Create automation rules
 - Assign the task to the Processor Role

TABLE OF CONTENTS

• How to Create a Task Template
• Set Assignee
• Set Due Date
• Add Follow-Up Task
• Add Checklist Items
• Required Checklists and Task Enforcement
• Auto-Complete Tasks
• Add Shortcut Button to Task
• Linking Tasks to Automation Rules
• Task Chaining with the “Task Status Changes” Trigger
• Notifications for Tasks
• Real-Time Communication (RTC)
• Pipeline UI Enhancements

How to Create a Task Template

Instructions:

1. Click on your profile icon in the top right corner of the screen, then click Company Settings.
   
   
   

2. Select Automation Rules.
   
   
   

3. Click on Task Templates.
   
   
   

4. Click + Task Template.
   
   
   

5. Title your template. Information Tags can be used in the title.
   
   
   

6. Add a Description by describing the Task Template's purpose and provide any necessary instructions.

   This field supports text formatting and information tags.
   
   
   

7. Set the task due date, time, and time zone. 

   
   

   For more details, see: Set Due Date Section
   
   
   

8. Set the Assignee. Choose the role responsible for completing the task. If that user type is unavailable, ARIVE will automatically assign the backup listed in parentheses.
   
   For more details, see: Set Assignee Section
   
   
   

9. Set up a Follow-Up Task. You can create a follow-up task that automatically generates when the current task is marked Done.

   
   

   For more details, see: Add Follow-Up Task Section
   
   
   

10. Add Checklist Items to a Task Template. Use Checklist Items to break the task into smaller, trackable steps for the assigned user. These are sub-items the assignee can mark off as they complete each part of the task.
    
    For more details, see: Add Checklist Items Section
    
    
    

11. Set Auto Complete for Task. You can set tasks to auto complete when a specific action is performed in the loan file. This eliminates the need for a user to manually mark the task Done. The task will automatically be marked Complete when the selected loan action occurs after the task is created.
    
    For more details, see: Auto-Complete Task Section

    
    
    

12. Add Shortcut Button to Task Template. You can add a Shortcut Button to a task that links directly to a specific section of the loan file. This helps the task assignee navigate instantly to the exact screen they need.

    
    

    For more details, see: Add Shortcut Button to Task Section
    
    
    

13. Select Add Template.

Set Due Date

Set the task due date, time, and time zone. 

• Due Date Options:

  • Hours: Next 1 Hour, Next 2 Hours, Next 4 Hours

  • Days: Same Day, Next Business Day, In Next 2 Business Day, In Next 3 Business Day

  • Week: Next Monday, Next Tuesday, Next Wednesday, Next Thursday, Next Friday, By Next Week
    
    

• Time Options:
  • 24 hours in 15 minute increments (e.g., 3:45 PM, 4:00 PM, 4:15 PM, etc.)

• Time Zone Options: System will pick Assignee's Timezone in case Company's or Branch's timezone is not selected.
  • Assignee TZ
    • If Assignee time zone is selected, ARIVE uses the assignee’s time zone
  • Branch TZ
    • If Branch time zone is selected, ARIVE uses the branch’s time zone
    • If the branch time zone is not set, it defaults to the assignee’s time zone
  • Company TZ
    • If Company time zone is selected, ARIVE uses the company’s time zone
    • If the company time zone is not set, it defaults to the assignee’s time zone
      
      

Set Assignee

Set the Assignee. Choose the role responsible for completing the task. If that user type is unavailable, ARIVE will automatically assign the backup listed in parentheses.

• Assignee Options:
  • Primary Loan Officer
  • Primary LO Assistant (If unavailable, assign to Primary LO)
  • Primary Processor (If unavailable, assign to Primary LO)
  • Primary Disclosure Desk (If unavailable, assign to Primary Processor)
  • Primary Funder (If unavailable, assign to Primary Processor)
  • Primary Payroll (If unavailable, assign to Primary Processor)
  • Primary Lock Desk (If unavailable, assign to Primary Processor)
  • Primary Closer (If unavailable, assign to Primary Processor)
    
    

Add Follow-Up Task

This is not the same as chaining tasks. Chaining creates separate next-step tasks. A Follow-Up task is used when the same task needs additional attention or continued tracking.

• Example: “Request Insurance Binder” could have a follow-up task like “Follow-Up: Request Insurance Binder” assigned for the next day to confirm the request was received.
  
  

• Due Options for Follow-Up Task:

  • Same as above: Hours, Days, and Week options
    
    

• Time Options:

  • 15-minute increments (e.g., 3:45 PM, 4:00 PM, 4:15 PM, etc.)
    
    

• Assign To Options: 

  • Same Assignee (as the main task when marked complete)

  • All others are the same as above (e.g., “Primary Processor; if unavailable assign to Primary LO”)
    
    

Add Checklist Items

Use checklist items to break the task into smaller, trackable steps for the assigned user. These sub-items can be marked off individually.

• To add checklist items:

1. Click + Add Item under the Checklist section

2. Type the item name (e.g., "Confirm Borrower Email")

3. Toggle Required to ON if the item must be completed before the task can be marked Done

4. Use Information Tags by typing {{ to insert borrower or loan-specific fields

5. Add up to 20 checklist items per task

   • Example checklist items:

     • Confirm Borrower Email

     • Verify Title Order Sent

     • Update Flood Cert Notes

6. Click the Trash Can to delete items. Deleting a checklist item does not delete the task or affect task completion.
   
   

Required Checklists and Task Enforcement

To make sure important task checklist items aren’t skipped, you can attach required checklist items to a task. The task cannot be marked complete until all items are checked.

• Where to set this:
  In the task template, under the Checklist section, check the box for “Required” next to each item.

Auto-Complete Tasks

You can configure certain tasks to auto-complete when a loan action is performed (e.g. “Order Credit” completes when a credit report is ordered).

• To set up auto-completion:

1. Edit the task template under Company Settings > Automation Rules > Task Templates.

2. Select a template by clicking on the template name or selecting the More (...) button and then selecting Edit Task.

3. Scroll to the Auto-Complete section

4. Choose from the supported actions (e.g. Apply Product from PPE, Run AUS)

5. Click Update.
   
   

• Available Auto Complete Triggers:

• Apply Product from PPE
• Order Credit
• Register Loan
• Run AUS
• Send Initial Disclosure Package
• Send Loan Estimate
• Send Change of Circumstances
• Send Closing Disclosure
• Send Pre-Closing Package
• Send Closing Package
• Order Flood Cert
• Order HOI
• Order Title
  
  

Note: If multiple tasks use the same action, they will auto-complete when that action occurs. Consider separating tasks into stages and chaining them.

Add Shortcut Button to Task

You can add a shortcut button to link directly to a specific section of the loan file. This helps the assignee navigate instantly to the right screen.

• To add:

1. Check the Add shortcut button box

2. Select the section from the dropdown
   
   

• Shortcut Options:

• Loan & Property

• Borrower Info

• Financial Info

• FHA/VA Loan Info

• Products & Pricing

• Review Fees

• Dual AUS

• Pre-Approval

• Loan Center

• Client Needs

• Conditions

• Documents

• Disclosure Forms

• Loan Quotes

• Funding/Revenue

• Audit & Dates
  
  

Linking Tasks to Automation Rules

Automates repetitive task creation to save time and ensure consistency.

• To auto-create a task based on a trigger:

1. Go to Company Settings > Automation Rules
2. Click + New Rule (or edit an existing rule)
3. Select a Trigger (e.g. Loan Status Changes, Milestone Changes, Document Signed)
4. Add Criteria (e.g. Loan Purpose = Purchase), if needed
5. Under Action, select Create Task
6. Click + Add From Task Templates List or + New Template
7. Choose an existing task template or create a new one

8. Click on Add Rule
   
   

Important: Task Status Changes trigger must be selected to use the Change Loan Status action.

Task Chaining with the “Task Status Changes” Trigger

Helps you build step-by-step workflows that react to task status changes. This is done by selecting the Task Status Changes trigger and using the Create Tasks.

• For example:

• Task A: “Order Appraisal”

• Once marked Complete, trigger Task B: “Confirm Appraisal Payment, Assignment, and Due Date”

• To set up task chaining:

1. Go to Company Settings > Automation Rules

2. Click + New Rule (or edit an existing rule)

3. Set Trigger to Task Status Changes

4. Set Task Name = [previous task name]
5. Status is automatically set to "is marked as done"

6. Set Action to Create Task → [next task name]

7. Click Add Rule.
   
   

Notifications for Tasks

Users will be notified in real-time and/or via email when:

• A task is reassigned

• A task is unassigned

• A task is due today, overdue, or upcoming (digest-style email summary)

• To manage notifications:

• Company-wide: Company Settings > Notifications

• Individual user: User Settings > Notifications

Real-Time Communication (RTC)

Task changes are visible instantly across all open tabs and users, including:

• Task creation

• Task completion

• Checklist updates

• Assignment changes

Pipeline UI Enhancements

Tasks are now visible in:

• Loan Pipeline: Tasks Due column with hover preview
  
  
  

• Loan Center: Embedded task view
  
  
  

• Task Pipeline: Tab view with checklist progress, due dates, and assignee info
  

Each task includes:

• Links to relevant loan sections

• Assigned user

• Due date

See: 
Automation Rules Configuration
Task Management (HOT-25570) [ARIVE Release Notes - v2025.7.0.0]
Task Pipeline