Transaction coordinator document workflow Ontario

Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.

Frequently asked questions

What should transaction coordinators do with client documents?

QC uploads against the checklist, approve or reject with notes, and export brokerage-ready PDF packages — not forward raw email attachments without review.

Why is email forwarding a problem?

Forwarded attachments lose context, QC status, and timestamps. Brokerage files become hard to reconstruct for broker of record review or inspection.

Can coordinators work the same file as agents?

Yes. Hivi-X co-agent workflow lets coordinators QC uploads while agents manage client relationships.

Should coordinators delete rejected uploads?

Prefer keep rejection notes documenting why an upload failed QC — part of a reconstructable file story. Follow brokerage retention policy.

How do coordinators hand off complete files?

Export PDF package when all checklist lines are approved. Agent submits to landlord, lender, or compliance as needed.

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