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Document Review
Having the office approve each document on a deal before the CDA or invoice goes out: the switch, approving, marking a document as not approved with a note, sending it back to the agent, and releasing a deal without full approval.
Updated October 9, 2026
Where to Find It: click the gear icon in the top bar (
Settings and Features), then
Transactions in the settings menu on the left, under
Daily Operations. On the
Sales Transactions tab, the card headed
Document Review. The one switch covers sales and leases. The reviewing itself happens on each deal's page in Transaction Manager. See
Transaction Settings.
Who can use it: any administrator can turn it on. Approving documents and sending them back needs the Transaction and Financials permission. It is off until you turn it on, and deals already submitted when you turn it on are left alone.
The Problem It Solves
A CDA should not go to the title company on a file with a missing signature. With document review on, every document an agent uploads needs an Approve from the office. Until they all have one, the CDA or invoice cannot be emailed or downloaded and the deal cannot be closed out.
Turning It On
Step 1: Click the gear icon in the top bar (Settings and Features), then Transactions in the settings menu on the left.
Step 2: On the Sales Transactions tab, find the card headed Document Review.
Step 3: Tick The office approves each document before a CDA or invoice goes out.
Step 4: Leave Also text the agent when documents are sent back ticked if you want agents texted as well as emailed. The text only goes to agents who accept texts.
Step 5: Edit the Quick reasons, one per line, then click Save.
Reviewing a Deal
Step 1: In Transaction Manager, set Status to Pending - Needs document review to see the deals waiting on you. Each one also carries a Needs review badge.
Step 2: Open the deal and scroll to the Documents card. The bar at the top, headed Document review, says how many documents are waiting.
Step 3: Click a file name to open it in the viewer, then click Approve under it. Approve all approves everything still waiting in one click.
Step 4: When the last document is approved, the bar reads Documents approved and the buttons to email the CDA or invoice and to Close Out unlock.
When a Document Is Not Right
Step 1: Click Not approved under the document.
Step 2: Write a note telling the agent what to fix. Insert a reason drops one of your quick reasons into the note, such as Missing Signature or Missing Initials.
Step 3: Click Save. Nothing is sent yet, so you can go through the whole file first.
Step 4: When you have marked everything, click Send back to agent. The agent gets one email, and a text if that is on, listing each document you did not approve with your note, plus any required document that is still missing. You can add one note for the whole message.
The deal then reads Sent back to agent and moves to the Pending - Sent back to agent list. When the agent has replaced the documents and resubmitted, the office is emailed Ready for review again and the deal returns to the needs review list. Only the new documents need a decision. The ones you already approved stay approved.
Things Worth Knowing
- A required document the agent marked Doesn't apply needs your approval too, so that mark cannot be used to skip a document.
- A required document that is missing holds the deal the same way an unapproved one does. Send back to agent lists it as still needed, so the agent knows exactly what to upload.
- Once you approve a document, the agent can no longer delete or replace it. The agent can still add a new document at any time. On an approved deal, a new document puts it back in your needs review list until you approve that one file.
- A document the office uploads counts as approved.
- Undo puts a document back to needs review.
- On a co-represented deal, both agents' documents must be approved before the combined CDA can go.
- Review history, under the document list, shows who did what and keeps the notes that were sent to the agent.
Releasing a Deal Without Full Approval
When a CDA has to go out today, click Release without full approval in the Document review bar and write a short note saying why. Sending and Close Out unlock for that deal. Your name and the note are written to the deal's notes and to the review history.
Note: The emails use the sender on your "transaction created" notice. The Documents resubmitted for review email goes to the same people as that notice to start with. Change who gets it in Settings and Features under Notifications.
Tip: Review time comes out of the days you have to get a CDA to title. The Command Center lists deals waiting on review with how long each has waited, oldest first. The agent's side is on
Fixing Documents the Office Sent Back.
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