Collaboration and Multi-User Workflows in Shape
Daily Workflow Basics
Show users how to manage their day and stay organized in Shape.
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Collaboration and Multi-User Workflows in Shape
Shape is built as a multi-object database, which means multiple users can work within the same contact record at the same time without overwriting each other’s work. This video walks through how teams collaborate inside a single record, assign responsibilities, and communicate without leaving the platform.
Working in the Same Record Across Roles
Shape allows multiple users such as loan officers, LOAs, partners, or other departments to access the same record simultaneously. Each user may see different tabs, checklists, or workflow elements depending on their department and permissions.
This makes it easy to:
- Share responsibility across departments
- Keep all activity tied to one contact
- Avoid passing records back and forth
Users can switch department views to see exactly what another team member experiences inside the record.
Internal Notes and @Mentions
Notes are a powerful internal communication tool in Shape. Users can @mention teammates directly inside a note to call attention to something important.
When a user is mentioned:
- They receive an email notification immediately
- Clicking the notification opens the exact contact record
- They can reply directly using @mentions
This keeps conversations tied to the record instead of scattered across email or chat tools.
Task Assignment and Shared Ownership
Tasks allow teams to divide work clearly and stay accountable. You can create tasks directly inside a record and assign them to one or multiple users.
Tasks can include:
- Due dates and times
- Descriptions with @mentions
- Multiple assigned users
When a user is mentioned in a task, they receive a notification and the task appears both inside the record and in their task views.
Viewing Tasks Across the System
Tasks created within a record are visible beyond that single contact. Users can manage tasks from centralized task views, including list and board layouts.
This allows teams to:
- Track workload across all records
- Manage priorities visually
- See task status at a glance
Changes made in task views automatically sync back to the contact record.
Why This Video Matters
Collaboration in Shape is designed to keep communication, accountability, and task management in one place. By using shared records, internal notes, and tasks, teams can work together efficiently without relying on external tools or losing context. This reduces errors, speeds up follow-up, and keeps everyone aligned on what needs to happen next.
