Step 1: Understanding Record Types - Shape Software - Automate your business!

Step 1: Understanding Record Type

System Customization: Understanding & Defining Record Types

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Defining Record Types

The first steps in the process are understanding record types. Record types are the categories of your records that appear at the top of the screen in the gradient navigation bar. The most common record types are: Prospects & Accounts. However, they can also include more specific verbiage per your industry or custom system. See screenshots below

Example 1: In this example, the customer record types are: Prospects & Accounts. Prospects are typically leads & opportunities. Accounts are active working clients and past clients. Partners are a separate record type that has different tabs & fields because the record is not a customer, but rather a business partner or vendor. Lastly, there are Contacts, which are uncategorized records.
Example 2: In this example, the customer record types are: Leads, Prospects & Borrowers. Leads are typically new leads & attempting contact records. Prospects are opportunities and records that may have started engaging in the process but may fall out. Borrowers are active working deals & closed customers. Realtors are a separate record type that has different tabs & fields because the record is not a customer, but rather a business partner or lead referral partner. Lastly, there are Associates, which are a separate record type that has different tabs & fields because the record is not a customer, but rather a business partner or someone associated with the deal.

Frequently Asked Questions

If you need to add or adjust your record types, you do have to request the change from Shape. After discovery of the changes and functionality you want and need, Shape will provide you with a statement of work (SOW) for the time and will give you an estimated turnaround time. Turnaround times depend on the level of complexity of the tab customizations as well as Shape’s current workload.

The dropdowns off of the record types can be created and customized in your settings pages under “Prioritization Rules.” Prioritization rules allow you to organize your lists by status and other filters. Learn more about prioritization in Step 9.

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Getting Started Index

Step 1: Understanding Record Types
Step 2: Department Workflows & Fields
Step 3: Defining Statuses & Actions
Step 4: Trigger Automation
Step 5: Creating Drip Campaigns
Step 6: Integrating With Lead Providers
Step 7: Duplicate Management Rules
Step 8: Distribution Rules
Step 9: Prioritization Rules
Step 10: Phone Configuration