Step 9: Prioritization Rules - Shape Software - Automate your business!

Step 9: Prioritization Rules

System Customization/Configuration: Organizing Your Records Lists & Views Through Prioritization

Prioritization Rules

Organize your records based on defined filters. Prioritize your records in the order in which you'd like to view them from top to bottom by the filters defined within the rules you create. These views appear off the desired record type in your gradient navigation bar. These lists are characterized by blue priority information bars across the screen, letting users know which records fall under which category.

Creating Prioritized Rules

Create as few or as many prioritized rules as you’d like under each record type. It is recommended to use the ‘KISS’ method when starting out and have little experience creating prioritized lists. Most companies utilize simple status filters to keep the entire organization on the same page.

Managing Prioritization Rules: All of your prioritization rules will appear in the “Settings” pages under the “Prioritization Rules” settings page.
Creating Rules: The name of the list is what will appear in the dropdown off of the gradient navigation bar and the record type is which record type the list applies to.
Rule Visibility: The users, teams, and departments dropdowns allow you to select which users, teams or departments have access to viewing the list. If no one is selected here, no one will see a dropdown.

How Do Workflow Tabs & Departments Relate?

A sales department rep may see and perform different tasks compared to a customer service department rep. Because of this, Shape allows you to define each departments workflow. See images below for more explanation:

“Loan Officer” Workflow: Viewing as the “Loan Officer” Department, the prospects workflow covers the information and functionality required by a loan officer.
“Processor” Workflow: Viewing as the “Processor” Department, the prospects workflow covers different processes compared to loan officer because the users perform different tasks.
Creating Organization: Below is the order of the list. The title of the row is the name that will appear in your priority information bars (the blue rows in the first image above)
Managing Sections: Add, edit, re-organize, and delete sections of your prioritization rule by using the icons and buttons in this section.

Editing & Adding Rule Sections

Name the priority info bar display name which will be visible to the users that have access to this view. Afterwards, define your filters of what appears in that section. Be mindful of your rules and how they relate to one another because it is possible for a record to show up in two of the sections within the same list. It is recommended to start out by just using status filters. **Note: Prioritized lists are a series of filters. When you pull a list, the system looks for and then returns data. Each record must get evaluated against each filter, filters with complex logic can increase load times. If a list is running slowly, it's because parts of the list take a long time to find and return the filtered data or you are pulling a lot of records. Try simplifying your filters and/or removing unused sections.

Frequently Asked Questions

No, prioritization rules are just for organization. If you would like to have automated actions and communications off of certain events, set these up in triggers or drip campaigns.

Prioritized lists are a series of filters. When you pull a list, the system looks for and then returns data. Each record must get evaluated against each filter, filters with complex logic can increase load times. If a list is running slowly, it’s because parts of the list take a long time to find and return the filtered data or you are pulling a lot of records. Try simplifying your filters and/or removing unused sections.