Working blueprint

TFC Suite to Borrower Portal Bridge

The internal suite remains the command center. The borrower portal becomes the calm action layer that shows clients only what they need to do, what is complete, and what happens next.

Mapped from the existing conditions page
Back to admin controls Open borrower document hub Open existing conditions suite

What exists now

Internal Suite

The conditions page already handles lender conditions, task boards, quick-view files, activity, Gmail/queue tools, title, insurance, credit, contracts, and stage messages.

What we add

Borrower Layer

The borrower sees requested items only, written in plain language, with upload, add note, I do not have this yet, and need help actions.

What connects them

Bridge Logic

When the suite sends, clears, reopens, or updates a borrower condition, the borrower portal should reflect it without exposing internal notes.

Physical drawing

How the pieces talk to each other

This is the clean version of the system: the suite holds the truth, the bridge translates it, and the borrower portal shows the borrower only what they need to do.

▦

TFC Suite

The internal command center where your team works the file.

  • Conditions and lender requirements
  • Tasks, processor notes, title, insurance
  • Credit, contract, activity, documents
  • Internal-only notes and repair controls
⇄

Portal Bridge

The translation layer that decides what becomes borrower-facing.

  • Turns lender language into plain language
  • Keeps internal notes hidden
  • Creates borrower requests from selected conditions
  • Logs changes back to activity
◉

Borrower Portal

The calm action page the borrower sees on phone or desktop.

  • Needed now, under review, complete
  • Upload, add note, need help
  • I do not have this yet
  • Simple status and next step
1

Condition Created

Conditions can be added manually, extracted from lender documents, or pulled from lender emails.

2

Owner Assigned

Internal team decides whether the item belongs to borrower, title, insurance, appraisal, lender, or TFC.

3

Borrower Request Sent

Borrower-owned items become portal requests and the email points them to the portal instead of a long plain email list.

4

Borrower Responds

They upload, add a note, say they do not have it yet, or ask for help. The suite receives the update.

5

Team Clears

When the suite marks an item cleared or revised, the portal updates the borrower-facing status and history.

Existing suite hooks found

Safe places to plug in

  • Conditions: add, update, delete, status, sub-status, responsible party, due date, notes, history, closing blocker.
  • Tasks: internal work separate from lender conditions.
  • Documents: quick-view file uploads already attach to a client file.
  • Activity: shared file history already records important events.
  • Messaging: condition email, stage email, SMS, scheduled queue, and Gmail send hooks already exist.

Do not expose

Borrower safety rules

  • Internal notes stay internal, always.
  • Team tasks do not show unless they require borrower action.
  • Underwriter/lender wording gets translated into plain borrower language.
  • Borrower can see complete, under review, needs correction, or waiting on someone else.
  • Revenue, commission, processor notes, and internal escalations stay hidden.

Condition Status Translation

This is the plain-English layer between the suite and the borrower portal.

Suite Status Borrower Sees Borrower Action
Outstanding + Borrower responsible Needed from you Upload, add note, or say I do not have this yet.
Requested We sent this request Complete it soon to keep the file moving.
Received - Needs Review We received it and our team is reviewing No action unless we ask for a correction.
Rejected / Revised Needs one correction Review the note and upload the corrected item.
Cleared by Lender / Waived / No Longer Applicable Complete No action needed.

Bridge event map

What should happen when the suite changes

Send condition request

Selected borrower conditions become portal requests and the email sends a portal link.

Suite to portal
Borrower uploads

The file attaches to the borrower request, changes status to received, and adds activity in the suite.

Portal to suite
Borrower cannot provide yet

The request stays open, the reason is logged, and the team can decide whether to pause reminders.

Needs review
Team clears item

The borrower portal changes the request to complete and removes it from the urgent action list.

Suite to portal
Team reopens item

The borrower sees a correction note with a simple explanation and a fresh upload action.

Correction
Reminder due

System checks open borrower-owned requests and sends a gentle reminder unless paused.

Automation

Troubleshooting map

If something breaks, what do we check?

Every bridge action should leave a breadcrumb. The goal is that you can see what was sent, what arrived, what changed, and what needs a manual fix without digging into code first.

Link

Borrower sees the wrong file or no requests

The link is the first thing to check.

  • Does the link have the right client/file ID?
  • Does that file still exist in the Suite?
  • Repair tool needed: copy fresh borrower portal link.
Mapping

A condition does not show in the portal

The condition may not be marked as borrower-facing.

  • Check responsible party: Borrower.
  • Check status: not cleared, waived, or no longer applicable.
  • Repair tool needed: mark as borrower request.
Upload

Borrower uploaded, but team cannot find it

The file may not have attached back to the Suite file.

  • Check upload receipt and file name.
  • Check Suite activity for the upload event.
  • Repair tool needed: reattach upload to condition.
Status

Suite says complete, borrower still sees needed

The portal may not have received the latest condition status.

  • Check condition status and sub-status.
  • Refresh/re-sync the borrower request.
  • Repair tool needed: force sync this borrower portal.
Reminder

Borrower got reminded when they should not have

The reminder rules may still think the item is open.

  • Check if reminders are paused.
  • Check if the item is uploaded but not reviewed.
  • Repair tool needed: pause reminders for item/file.
Audit

We need to know exactly what happened

The activity trail should answer the question.

  • Who sent the request?
  • When did the borrower open, upload, or leave a note?
  • Repair tool needed: timeline with resend/retry options.

Admin repair tools needed

UI-side fixes

  • Preview exactly what the borrower sees.
  • Resend borrower portal link.
  • Pause or resume reminders for one item.
  • Change borrower-facing wording without changing internal IDs.
  • Manually mark received, needs correction, or complete.
  • See a clear activity trail if anything looks off.

Build order

Recommended next moves

  • Add a borrower portal link/action to the existing conditions request flow.
  • Create a shared request shape that both suite and borrower portal understand.
  • Make the borrower document hub read borrower-owned conditions by file ID.
  • Add admin controls for pause reminders, correction note, and borrower preview.
  • Only then wire the final Airtable/Make/Worker fields.

Recommendation: do not move the borrower portal into the existing conditions folder. Keep `conditions/` as the internal suite heart, keep `borrower-portal/` as the borrower action layer, and connect them through shared client ID, condition ID, request status, and activity events.