# Mortgage pipeline tracker in SharePoint

> For the full documentation index, see https://250highstreet.com/llms.txt

> Track each loan file by stage, target closing date and missing documents in one SharePoint list, with saved views and a daily Power Automate reminder.

Short answer: keep one SharePoint list with one row per loan file. Give each row a file label, a stage, a target closing date, a loan officer and a documents status. Then save three views: files in progress, files with documents missing, and files past their target date. A daily Power Automate flow can email the loan officer when a file is close to closing and documents are still missing. This guide is about tracking dates and stages. It does not say anything about lending law, privacy law or compliance, and it does not replace your loan origination system if you have one. Ask your compliance lead what you may store in a SharePoint list. The exact names of menus and buttons may differ from what is written here, because Microsoft changes its screens from time to time.

## Why loan files stall

A loan file has many moving parts. There is a stage, a closing date, and a list of papers the borrower still owes. When these live in email threads and personal notes, a missing paper is found late, and a closing date slips before anyone looks.

Signs this is happening:

- You ask each person "where is that file?" to learn the stage.
- A missing document is only found in the last week.
- You cannot see which closings are coming up this month.
- Two people chase the same borrower for the same paper.
- A file that fell through still sits in your open pile.

None of this is about effort. It is about having no single place to look.

## What you are building

You will build:

- One SharePoint list named "Loan pipeline", with one row per loan file.
- Three saved views: "In progress", "Documents missing" and "Past target date".
- One Power Automate flow that emails the loan officer when a file is 7 days from its target closing date and documents are still missing.

If you are still on a spreadsheet, see "[Replace a spreadsheet tracker with a SharePoint list](/guides/replace-spreadsheet-with-sharepoint-list/)". If you also manage closings on the real estate side, see "[Real estate transaction tracker in SharePoint](/guides/real-estate-transaction-tracker-sharepoint/)". This guide does not repeat the basics of building a list.

## Plan what not to store

Borrower files carry private details, so settle the storage question first.

1.  Put one question to your compliance lead: which items may sit in a SharePoint list, and in which location? I state no rule here. Their answer decides.
2.  Leave out Social Security numbers, bank or account numbers and income figures. The tracker never uses them. Our advice, not a Microsoft rule: identify each row with a short file label, such as "Loan 104", rather than personal details.
3.  Park the paperwork itself in whatever folder or system your compliance lead names. The list only notes receipt: the Docs column plus the Missing documents note.
4.  Settle who can open the site. Views do not protect anything. They change the screen, and any person with list access can pick another view. Permissions control visibility, so ask your admin which arrangement suits your site.

## Step 1. Create the list

Microsoft's help page on creating a list says: "Blank list: Choose to start a list from scratch." Open [https://www.microsoft365.com/launch/lists](https://www.microsoft365.com/launch/lists) and start a blank list. The help page also says: "When you're finished selecting options, select Create." Name the list "Loan pipeline". Exact names may differ.

## Step 2. Add the columns

Add these columns. The names are examples. Use words your team already says. Create each column name as one word first (for example Closing, Stage, Docs, Officer), then change the display name later if you want spaces. This keeps the names simple in the flow in Step 5.

1.  Title (Single line of text). A new list has a Title column, and it is required by default. Rename it to "File label", or turn off the Require setting. Type a short label, such as a file number.
2.  Loan type (Choice). Example choices, numbered so your order is kept: 1 Purchase, 2 Refinance, 3 Other. SharePoint sorts these by the words, so the leading digit is what puts Purchase first.
3.  Stage (Choice). Numbered: 1 Application, 2 Processing, 3 Underwriting, 4 Clear to close, 5 Closed, 6 Withdrawn.
4.  Closing (Date and Time, date only). The target closing date.
5.  Docs (Choice). Numbered: 1 Missing, 2 Complete. This is the flag that tells a view whether a file still needs papers.
6.  Missing documents (Multiple lines of text). One line per paper still owed. Names of papers only, no numbers from the papers.
7.  Officer (Person). The one person who owns the file. This is who gets the email.
8.  Next step on (Date and Time, date only). The next day someone will contact the borrower or lender.
9.  Notes (Multiple lines of text). Short notes only. Leave out private numbers.

Enter five or six real files first. Check that the dates sort correctly before you add the rest.

## Step 3. Build the three views

Sort and filter in views so the list answers a question the moment it opens.

View 1: "In progress"

1.  Open the view menu and create a new view named "In progress".
2.  Sort by Closing, ascending, so the soonest date is first.
3.  Filter out finished files in the classic view editor: Stage is not equal to 5 Closed, and Stage is not equal to 6 Withdrawn.

View 2: "Documents missing"

1.  Choose "Edit current view" to open the classic view editor on a new view named "Documents missing".
2.  Under Filters, choose "Show items only when the following is true".
3.  First filter: Docs is equal to 1 Missing.
4.  Add a second filter with And: Stage is not equal to 5 Closed, and a third: Stage is not equal to 6 Withdrawn.
5.  Show File label, Officer, Closing and Missing documents. Sort by Closing, ascending.

View 3: "Past target date"

1.  In the classic view editor, create a view named "Past target date".
2.  Filter: Closing is less than \[Today\].
3.  Add And filters: Stage is not equal to 5 Closed, and Stage is not equal to 6 Withdrawn.

Microsoft's help page on filtering a view says: "It is not possible to use the \[Today\] or \[Me\] filters when filtering using a column header." It also says: "You must use the classic view editor to filter columns using these keywords." And: "The \[Today\] keyword works on date-based columns." Our advice, not a Microsoft rule: set blank and "is not equal to" filters in the classic view editor too.

Any row in "Past target date" is a file whose date passed without a Closed or Withdrawn stage. Someone should open each one the same day. A view shows only what you typed, so it is only as good as the stage you keep current.

## Step 4. Update the row after every contact

After a call with the borrower or lender, do three things in the row. Move Stage forward if it changed. Remove a paper from Missing documents when it arrives, and set Docs to 2 Complete when none are left. Move "Next step on" to the next date. If you leave the old date, the file looks stale and the views stop helping.

## Step 5. Build the reminder flow

A saved view waits for a person to open it. A scheduled flow checks the list each morning without being asked.

Go to [https://make.powerautomate.com](https://make.powerautomate.com) and make a scheduled cloud flow called "Closing reminders". Exact names may differ.

1.  Start with a Recurrence trigger set to every 1 day, timed ahead of the workday.
2.  Next comes the SharePoint "Get items" action, pointed at your site and the "Loan pipeline" list.
3.  Open Advanced options and fill in Filter Query. Microsoft's Get items page says OData filter queries work there, with operators lt, le, gt, ge, eq and ne. A one-day window catches date columns that carry a time part:

Closing ge 'START' and Closing lt 'END' and Docs eq '1 Missing'

START is this expression: formatDateTime(addDays(utcNow(), 7), 'yyyy-MM-dd')

END is this expression: formatDateTime(addDays(utcNow(), 8), 'yyyy-MM-dd')

Type the choice text exactly as stored, number prefix included, and wrap text values in single quotes.

1.  Raise the cap on rows. Microsoft says: "The default item limit is 100". It also says: "If you are working with large lists, you can increase this limit up to the list view threshold limit of 5,000." Pick a Top Count above the largest number of closings you expect on one date, never past 5,000, and switch Pagination on in the action settings.
2.  Wrap a "Send an email (V2)" action in "Apply to each" on the Get items output. Address it to the Officer. The body carries the file label, the closing date and the Missing documents note. Keep private numbers out of it.
3.  Save, then test. Create "Loan 12" with a Closing date exactly 7 days out, Docs set to 1 Missing and yourself as Officer. Run the flow by hand and confirm the email lands.

A row with no Officer has nobody to receive the email. Mark Officer as required in the column settings. Licensing for Power Automate is outside this guide, so ask your admin before building.

## Step 6. Use the list every week

1.  Once a week, open "Past target date". It should be empty. If it is not, update each row that day.
2.  Open "Documents missing" and ask each officer which papers are still owed.
3.  Open "In progress" and look at the next 30 days of closings.
4.  When a file closes or falls through, set Stage to 5 Closed or 6 Withdrawn so it leaves the open views.

## What to avoid

- Keep Social Security numbers, account numbers and income figures out of every column and every email.
- Pick Date and Time for date columns. Plain text sorts as letters, not as dates.
- Fill Officer on every row, since the reminder needs a recipient.
- A view is a screen setting, not a lock. Anyone with list access can see all rows.
- Stage belongs in a Choice column with numbered options, not free text.
- Stay at or under 5,000 for Top Count.
- Check current access with your admin before sharing the site widely.
- Pair the flow with a weekly look at "Past target date".

## Honest limits

The list holds only what a person typed. It reads no loan documents, contacts no lender and cannot confirm a file truly cleared to close. A forgotten Stage or Docs update leaves the list wrong, and the flow will then email on bad data.

Each reminder is one email. It makes no call, and it cannot show whether anyone opened it. For the general reminder build, see "[Send a reminder before a due date in a SharePoint list](/guides/send-reminder-before-due-date/)". If Get items returns fewer rows than you expect, see "[Power Automate Get items stops at 100 rows: how to get them all](/guides/power-automate-get-items-only-returns-100/)".

## When to get help

You can build all of this yourself in Microsoft 365. If you would rather have it built and tested for your team, I do that. A tracker like this is a fixed price: \$5,000 for one, built in 2 weeks. See "[What a SharePoint tracker costs to build](/guides/what-a-sharepoint-tracker-costs/)". Bring one example of the problem to a free call.

I am Al Davies. I run 250 High Street LLC and build SharePoint trackers and Power Automate flows for operations teams. I work remotely. The first call is free, and I will not try to sell you anything.

See trackers I built: [Tools I built](/portfolio/)

## FAQ

### What columns does a small mortgage pipeline tracker need?

One way to start is a file label, loan type, stage, target closing date, documents status, missing documents note, loan officer and next-step date. That is our advice, not a Microsoft rule. Add more only when you miss them.

### Should I store borrower Social Security numbers or income in the list?

No. This tracker does not need them. Ask your compliance lead what you may store, and keep private numbers out of the list and out of reminder emails.

### How do I show only files past their target date?

Make a view with Closing less than \[Today\] and Stage not equal to the closed and withdrawn choices. Microsoft says you must use the classic view editor for \[Today\] and \[Me\] filters.

### Why does the Get items action return only some rows?

Microsoft says the default item limit is 100. Set Top Count to a number above the rows you expect, up to 5,000, and turn Pagination on.

### Can everyone on the team see every file?

Yes, if they can open the list. A view only changes what is shown. To limit access, use permissions and ask your admin.

## Sources

- [Microsoft Support, Create a list](https://support.microsoft.com/en-us/sharepoint/lists/data-and-lists/create-a-list)
- [Microsoft Support, Use filtering to modify a SharePoint view](https://support.microsoft.com/en-us/office/use-filtering-to-modify-a-sharepoint-view-3d8efc52-0808-4731-8f9b-3dfaeacea3d4)
- [Microsoft Learn, In-depth analysis into Get items and Get files SharePoint actions](https://learn.microsoft.com/en-us/sharepoint/dev/business-apps/power-automate/guidance/working-with-get-items-and-get-files)

## Related guides

- [A real estate transaction tracker in SharePoint for a small brokerage](/guides/real-estate-transaction-tracker-sharepoint/)
- [Scholarship application tracker](/guides/scholarship-application-tracker/)
- [An HOA violation tracker in SharePoint](/guides/hoa-violation-tracker-sharepoint/)

Source: https://250highstreet.com/guides/mortgage-pipeline-tracker-sharepoint/