Loan Origination Condition Tracking Setup Guide
Condition Tracking is TMO's checklist engine for a loan file — every document, task, or approval a loan needs before it can move forward, tracked inside the loan itself instead of a spreadsheet or side notes. This guide covers the three System Administration lists that Condition Tracking is built on: Condition Groups, Conditions, and Condition Phases
System Administration (left nav) > All. The 3 relevant lists are:
- Condition Groups
- Conditions
- Condition Phases
Tip: Our suggestion is to build them in that order — a Condition must be assigned to a Condition Group, so the Group needs to exist first. Condition Phases don't depend on the other two and can be built any time before conditions are used in a template/loan.
Create a Condition Group (you are also welcome to use the Groups that TMO provides)
- Go to System Administration > All > Condition Groups.
- Click New.
- Enter a Description (this is the Group's name).
- Click Add.
- Click Close or repeat New > Description > Add for each additional Group.
Note: One Group per company/business line is common, though some customers that have many conditions choose to create more than one group to organize the conditions.
Create a Condition (you are also welcome to use the Conditions that TMO provides):
- Go to System Administration > All > Conditions.
- Click New.
- Enter a Description — this is the checklist label that will be seen everywhere else (templates, loans, reports).
- Select a Condition Group from the dropdown.
- Enter text in the Condition box.
- Click Add.
- Repeat New > Description > Group > Condition text > Add for each Condition needed.
Notes:
The Condition Box cannot be blank, or the Condition won't populate in the Condition Tracking grid. Many customers copy/paste the Description into the Condition box, though other customers expand on the Condition requirements.
If you’d like to use TMO’s provided Conditions but want to change the group or the wording inside of the Condition, select the Condition and change the Condition Group/Condition wording then click Update.
Create a Condition Phase (you are also welcome to use the Phases that TMO provides):
- Go to System Administration > All > Condition Phases.
- Click New.
- Enter a (the Phase name).
- Click Add.
- Repeat for each phase needed.
Quick Tips:
- Description and Condition-text fields cannot be blank — an empty one won't show up where expected later. This is the single most common setup mistake.
- Long Descriptions can hit a character limit — test long names before finalizing.
- TMO ships with a set of default Condition Groups, Conditions, and Phases already loaded. Most customers delete these and build their own list rather than working around the defaults.
- Nothing built here is visible on a loan yet — a Condition only appears on a loan once it's added to that loan's template (or added one-off inside a specific loan), which is covered in a separate guid