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Go to Quality Control > Templates in the sidebar. The templates table shows each template’s name, active status, number of items, number of reviews using it, and any conditions applied.

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Creating a template

  1. Go to Quality Control > Templates and click Add Template.
  2. Fill in the template details (described below).
  3. Add checklist items.
  4. Click Save.

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Template fields

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Setting conditions

Conditions control which loans a template applies to. When a loan is selected for QC review, the system automatically matches it to a template by checking the loan’s attributes against each template’s conditions. If a condition array is empty, it matches all values for that attribute.

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How template matching works

When a QC review is created for a loan, the system finds the first active template whose conditions match the loan:
  1. If the template has loan types listed and the loan’s type is not in the list, it does not match.
  2. If the template has loan purposes listed and the loan’s purpose is not in the list, it does not match.
  3. If the template has channels listed and the loan’s channel is not in the list, it does not match.
  4. If the template has property states listed and the loan’s property state is not in the list, it does not match.
  5. If all populated conditions match (or the condition arrays are empty), the template is a match.
Templates are evaluated in sort order. The first matching template is used. Example: A template with loanTypes: [FHA] and propertyStates: [CA, TX] will match FHA loans in California and Texas, but not an FHA loan in Florida or a Conventional loan in California. Example: A template with all condition arrays empty will match any loan and is commonly used as a catch-all default.

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Adding checklist items

Each template contains one or more checklist items (questions). These are the specific things a reviewer will evaluate during the review.

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Item fields

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Standard categories

Keystone includes the following standard categories for organizing QC items. You are free to create your own categories as well.

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Item-level conditions

In addition to template-level conditions, individual items can have their own loan type and loan purpose filters. This allows a single template to include program-specific items that only appear when they are relevant. For example, an item with loanTypes: [FHA] will only be included in a QC review if the loan being reviewed is an FHA loan. This means you can have one comprehensive template that serves all loan types, with program-specific items automatically included or excluded based on the loan.

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Ordering items

Items are displayed in the order defined by their Sort Order value. Within the same sort order, items are further sorted by category name. Best practice is to use sort orders that leave gaps for future insertions:
  • Loan Application & Disclosures items: 1—9
  • Income & Employment items: 10—19
  • Asset Verification items: 20—29
  • And so on

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Required vs. optional items

  • Required items (default) must receive a Pass, Fail, or N/A result before the review can be completed.
  • Optional items can be left in a Pending state without blocking review completion.
Use optional items for supplementary checks that may not apply to every loan.

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Editing a template

Go to Quality Control > Templates, click on the template row, make your changes, and click Save. When you update a template, existing reviews that were created from the template are not affected. Changes only apply to new reviews going forward.

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Deleting a template

Open the template from Quality Control > Templates and click Delete Template. Confirm the deletion. Deleting a template does not delete existing QC reviews that were created from it. The reviews retain their copied items and can still be completed.

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Using the default template

Keystone can seed a Standard QC Checklist template with approximately 55 industry-standard items. Go to Administration > Company Settings, scroll to the Quality Control section, and click Create Default QC Template. The template appears in your templates list, ready to use or customize. The default template covers all standard categories and includes program-specific items for FHA, VA, and USDA loans with appropriate loan type filters already applied.