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Transaction Templates, Gates and Approvals for Team Leads/TCs

Updated September 5, 2026

Use Back Office → Transactions to build team checklists, review submitted work, handle blocked phase requests, and inspect a transaction's history.

Before you start: the account needs Ace Trove and Transactions enabled. Your admin or coordinator role must allow the action you are taking. Agent-facing My Transactions uses the same room and requirements.

Build and preview a useful template

  1. Open Templates and review the buyer or listing starting template. Adapt its items to your team's workflow.
  2. Assign each item to a phase, choose its due-date anchor, and select the requirement. Use an approval requirement where a TC or admin must review evidence.
  3. Set each gate to advisory, attested, or blocking. A blocking gate must state the consequence it protects. Use a concrete explanation that the agent can act on.
  4. Preview the template against a representative deal. Check missing date anchors, applicable items, and the requirements needed to advance.
  5. Publish the template. For existing rooms, inspect the drift preview and choose which eligible changes to propagate. Publishing a new version does not silently replace an in-progress room.

A template used by rooms cannot simply be deleted. Archive it when you want to stop using it for new work while preserving existing references.

Choose gate strength deliberately

  • Advisory: shows outstanding work without stopping a phase move.
  • Attested: allows a move with a written reason. The audit records who proceeded, when, why, and what remained outstanding.
  • Blocking: stops an agent until requirements clear. A permitted TC or admin can make a reviewer override with a recorded reason. Moving across several phases evaluates all the intervening gates.

Do not weaken a template merely to handle one exception. Review the room's actual blockers, collect missing evidence where appropriate, and use the explicit reviewer action if an exception is justified.

Review items and documents

  1. Open a room from the board and inspect the submitted checklist item or document.
  2. Choose Accept when the evidence satisfies the requirement, or return it with a specific note describing the correction.
  3. After an agent corrects and resubmits the work, review the new version. Prior document versions and review actions remain part of the room's history.

An upload, a signature, and reviewer acceptance are separate steps. A signed PDF can still need review. The needs-signature flag tracks an outstanding requirement; it does not create an invitation by itself. Accepted documents cannot be deleted as a shortcut around history; use the supported replacement process.

Resolve a phase release request

The Releases queue contains agents' requests to advance past a blocked phase. It is not a queue for handing an accepted document back for editing.

  1. Open the request and read the destination phase and the agent's note.
  2. Inspect the blockers and evidence in that room.
  3. Clear the requirements or, if your role permits and the exception is appropriate, move the phase with a written override reason. Follow up internally when additional work is needed.

Manage parties and external requests

Add, edit, or remove the appropriate party in the room, checking their role, name, and contact details before saving. Use a document request or signature action when you intend to contact an outside party. Confirm the recipient and inspect the result: the room can create a link even if its email cannot be delivered. When no send was attempted, use the displayed fallback link. If Ace says Delivery is unconfirmed, inspect the sending Gmail account before sending the link again. The message may have been accepted before a timeout; contact support if you cannot establish the outcome.

Reviewing an item records an internal workflow action; it does not replace an explicit client document or signing request. Internal alerts and external request emails serve different purposes. Check the delivery feedback before assuming anyone received a message. Link created in request history confirms creation only: it does not prove the link was copied or emailed. A Gmail receipt confirms provider acceptance, not that the party read the email.

Use the board and export the record

The board brings together owner, phase, close timing, checklist progress, overdue work, missing parties, and pending reviews for the rooms you can access. When a dependency is unavailable, use the displayed partial-data notice and retry before interpreting a blank metric as zero work.

Open the individual room and choose Export audit for the available CSV or JSON export. The room records phase moves, attestations, reviews, document actions, and exports. Treat the export as a record of Ace activity, alongside any separate brokerage document-retention process.

Troubleshooting

  • Access or a write is refused: check Trove, Transactions settings, and the account's coordinator/admin permissions. A visible read-only room does not grant reviewer or write permission.
  • The room changed: reload it and inspect the newest revision before repeating your action.
  • An upload fails: follow its size or format explanation. Use a labeled link to the document's existing location when the upload cannot be stored.
  • Earlier history fails to load: the current history remains visible. Choose Show earlier to retry.
  • An answer from Ask is unavailable: use the checklist, documents, and timeline directly. Ask is read-only, and its temporary limits do not disable the room.
  • A template change does not appear: compare the room's stored template version with the published version, inspect drift, and select eligible changes. Completed or waived work is protected.

Last updated: September 2026

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