Review collateral and manage security requests

Review collateral documents, raise security requests, and clear approved loans for disbursement.

The Securities team reviews collateral documentation for approved secured loans before any funds are released. The review confirms every required document is present, properly executed, and meets the credit union’s perfection requirements. Once all security requirements are met, the loan moves to Disbursement automatically.

Unsecured loans pass through Securities but are auto-skipped to DISBURSEMENT in the same step, because there is no collateral to verify. You only see secured loan types in your queue: Auto, Mortgage, and Cash-Secured.

What you need

You need the Securities role, which carries the securities.review capability, to approve, reject, or waive security requests. Credit Officers can open the Securities detail page to work a file, but their actions are scoped: reading the page needs securities.review or loans.edit, submitting a requested document is gated by loans.edit, and uploading the document itself also requires members.documents.upload. Officers cannot approve, reject, or waive requests.

Adjudicators can also raise and waive security requests on a file, because both of those actions accept securities.review or loans.adjudicate.

Which loans come to Securities

Loan type	Routes through Securities?
Auto	Yes
Mortgage	Yes
Cash-Secured	Yes
Unsecured	Passes through, then auto-skipped to Disbursement.

Reviewing a loan

1. Open the Securities queue

   Open Securities under the Review queue group in the sidebar. Reaching the queue list needs securities.review or reports.view, which is a wider gate than the detail page. The queue shows approved loans awaiting collateral review. A Pending / Completed toggle switches between active requests and resolved or rejected ones, and the All / My queue / Unassigned tabs filter to your files or unclaimed work.

2. Open the application

   Click a row to open the Securities detail page. You’ll see the full application summary, the risk assessment, and the collateral details submitted by the Credit Officer.

3. Review collateral and documents

   Check the Collateral on file card for the collateral type, valued amount, valuation date, valuation source, and the loan-to-value ratio. Cross-reference what this loan type requires against what’s been provided.

4. Take action

   • If everything is in order and the collateral is correctly perfected, the loan routes to Disbursement once all security requests are resolved (see below).
   • If anything is missing or incomplete, raise a security request.

Raising a security request

A security request is a formal sub-workflow that notifies the Credit Officer of a specific document requirement. You can have multiple open requests on the same loan at once. Adjudicators can raise requests too, since this action accepts securities.review or loans.adjudicate.

1. Open the Request additional documents card

   On the Securities detail page, find the Request additional documents card and click Request additional documents to open the form.

2. Specify what is needed

   Describe the document required, for example a vehicle title, an insurance binder, a property valuation, or a survey diagram. Be precise. The Credit Officer reads your description and uses it to locate or obtain the document. Click Create request to raise it.

3. The request lands as PENDING

   The new request is created in PENDING and the Credit Officer is notified by email immediately. Raising a request does not change the loan’s status. The loan stays in SECURITIES while the request is open.

   One shortcut: if every document you ask for is already on the member’s file, the platform auto-promotes the request straight to SUBMITTED (marked with an AUTO-DETECTED pill) instead of waiting on an upload. There is nothing for the officer to submit, and you can review and resolve it right away.

4. Officer uploads the document

   When documents are not already on file, the Credit Officer uploads the requested document against the member’s file and marks the request submitted. You receive a notification to review.

5. Review the uploaded documents

   Return to the Securities detail page. The request card now shows SUBMITTED status. Review the uploaded document against the requirement.

   • Approve. The document satisfies the requirement. Click Approve and add any notes. The request moves to RESOLVED.
   • Reject. The document is malformed, incomplete, or doesn’t match what was asked for. Click Reject, enter a reason of at least 10 characters, and the Officer is notified to raise a fresh request.
   • Waive. The document isn’t needed on this file (waiver authority, exception policy, or it already sits on the member’s record). See Waiving a security request below.
6. Loan routes to Disbursement

   Once every security request on the loan is RESOLVED, the loan routes to DISBURSEMENT automatically and the Disbursement team is notified. You can optionally use the Route Disbursement to picker, shown when you resolve the last request, to hand the file to a specific person on the Disbursement team.

Waiving a security request

Sometimes a requested document isn’t actually needed: you hold waiver authority, an exception policy applies, or the document is already on the member’s record. Instead of forcing an upload, you can waive the request and clear it.

To waive, open the request, choose Waive, and enter a justification of at least 20 characters. The request flips to RESOLVED, shows a Waived pill in the queue and on the detail page, and the audit record stamps waived: true together with your reason, so compliance can filter for waivers later. The Credit Officer is notified.

Both the Securities team (securities.review) and an Adjudicator (loans.adjudicate) can waive a request. A waived request counts as completed, so it clears the way to Disbursement just like a normal approval.

Security request states

A security request starts at PENDING when raised, moves to SUBMITTED once documents are uploaded, then ends at RESOLVED or REJECTED. A waived request ends at RESOLVED with a distinct Waived outcome.

Status	Meaning
PENDING	Request raised. Credit Officer has been notified and must upload documents.
SUBMITTED	Officer has uploaded documents. Awaiting Securities review.
RESOLVED	Documents approved. This request is cleared.
REJECTED	Documents rejected. Officer must raise a fresh request.

A REJECTED request does not block progression on its own. Advancement to Disbursement is gated only by there being zero open requests, meaning none in PENDING or SUBMITTED. The count of RESOLVED requests is not part of that gate, so a loan whose only requests were all rejected (no open, none resolved) technically passes the gate. The detail page surfaces a recovery banner for that stranded case, and a fresh rejection of the last request auto-bounces the loan back to Adjudication, covered below.

While requests are open, the loan stays in SECURITIES

Open security requests do not move the loan to a different status. While one or more requests are in PENDING or SUBMITTED, the loan stays in SECURITIES, which is where the document-request loop plays out. Raising more requests, having the officer submit documents, and you approving or rejecting them all happen with the loan parked in SECURITIES.

SECURITIES_ISSUE is a separate, Adjudicator-owned state. It is not the per-request signal. It is reached only when someone with loans.adjudicate flags a structural problem with the collateral package and sends the file back for the Adjudicator to resolve.

When the collateral has a structural problem

If something is structurally wrong with the collateral package, a valuation mismatch, ineligible collateral, or an identity mismatch, use the Send back to Adjudication card on the detail page. Enter a reason of at least 10 characters and submit.

This fires the SECURITIES → SECURITIES_ISSUE transition and requires the loans.adjudicate capability, since the Adjudicator owns the SECURITIES_ISSUE state. The file lands back on the Adjudicator’s desk, where they can restructure the collateral plan, request new information from the officer, or decline the loan.

The Send back to Adjudication card only appears for users who hold loans.adjudicate. A member of the Securities team without that capability raises additional document requests or rejects a request instead, rather than escalating to SECURITIES_ISSUE.

When every request was rejected

If you reject the last open request and the loan is left with no productive path, meaning none of its requests are PENDING, SUBMITTED, or RESOLVED, the platform automatically fires SECURITIES → ADJUDICATION and emails the Adjudicators and the Credit Officer. The file goes back to Adjudication for re-review rather than stalling in Securities.

For an older loan that was stranded this way before that auto-bounce was wired in, the detail page shows a recovery banner with a one-click action that sends the file back to Adjudication.

After Securities, the Disbursement path

Once all requests are resolved, the platform notifies the Disbursement team automatically. A few credit unions also run a security check after funds have gone out, for example to confirm vehicle insurance was activated or a lien was filed. That is a separate DISBURSED → SECURITIES transition that someone with the loans.adjudicate capability initiates; it is not part of filing the loan. The platform only allows it when your credit union’s securitiesFinalCheckRequired configuration flag is on (a setting on TenantWorkflowOverride, defaulting off, with no screen that toggles it). When it fires, you’ll see the loan reappear in the Securities queue while its status stays DISBURSED, and once the new request is resolved the file returns through Disbursement and can be filed.

There must be zero open security requests (PENDING or SUBMITTED) for the loan to proceed to Disbursement. Resolve or reject every outstanding request before expecting the loan to advance.

Securities dashboard

The Securities dashboard lives under the Dashboards group in the sidebar (Dashboards → Securities). It shows five tiles plus a throughput sparkline: Pending reviews, Outstanding requests, Resolved this week, Reviews completed, and Auto-skipped, with a Requests resolved per day sparkline. Reaching it needs securities.review or reports.view.