Table of Contents
Support Guide
How to Use Bulk Actions in Shape Software | Bulk Record Management Guide
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Shape Software
Learn how to use Bulk Actions in Shape Software to update multiple records, assign contacts, send bulk communications, organize data, and streamline your workflow. Includes step by step instructions, best practices, FAQs, and troubleshooting tips.
Bulk Actions in Shape Software
Managing records one at a time can be time consuming, especially when you're working with hundreds or even thousands of contacts. Shape's Bulk Actions make it easy to perform the same task across multiple records at once, helping your team save time while keeping your data organized and up to date.
Whether you're assigning records to users, updating statuses, sending communications, tagging contacts, or making other large scale changes, Bulk Actions allow you to complete these tasks in just a few clicks.
This guide explains what Bulk Actions are, where to find them, how they work, and what to expect before submitting a bulk job.
What Are Bulk Actions?
Bulk Actions allow you to perform a single action across multiple records simultaneously instead of updating each record individually.
Rather than opening every contact one at a time, you can select the records you want to update and apply one action across all of them.
Depending on your permissions and enabled features, Bulk Actions can be used for tasks such as:
Category
Examples
Record Management
Assign Records, Change Status, Convert Records, Change Source
Organization
Add Bulk Notes, Tag Records, Remove Tags
Communication
Send Email, Send SMS Text, Send MMS Text
Follow Up
Add Tasks
Compliance
Opt-Out Records, Email Validation
Integrations
Initiate Webhooks
Cleanup
Delete Records
Some actions may require additional permissions or licensed features.
Why Use Bulk Actions?
Bulk Actions eliminate repetitive work and help ensure updates are applied consistently across your CRM.
Common uses include:
- Assigning hundreds of leads from one user to another
- Updating lead statuses after a marketing campaign
- Adding tags for segmentation
- Removing outdated tags
- Sending emails or text messages to a targeted audience
- Creating follow up tasks for multiple contacts
- Converting record types during data cleanup
- Updating lead sources after a migration
Instead of making the same update over and over again, you can complete it in just a few minutes.
Where Can I Use Bulk Actions?
Bulk Actions are available on most contact type list pages throughout Shape Software, making it easy to update multiple records from a single list view.
The available record types vary depending on your industry, configuration, and enabled features. If a list page supports Bulk Actions, you'll see the Bulk Actions dropdown after selecting one or more records.
Some specialized reports, dashboards, and custom pages may not support Bulk Actions.
How to Access Bulk Actions
Most Bulk Actions follow the same workflow regardless of which action you're performing.
Step 1: Navigate to a List Page
Open the list page for the records you'd like to update.
Step 2: Select Your Records
Use the checkboxes to select the records you'd like to update.
You can choose to:
- Select individual records
- Select all records currently displayed on the page
- Select your entire filtered list
Step 3: Click "Bulk Actions"
Click the Bulk Actions dropdown to view all available actions.
The menu displays the Bulk Actions available for your user role and enabled features.
Step 4: Choose Your Bulk Action
Select the action you'd like to perform.
Each Bulk Action opens its own configuration window where you'll enter any required information and review important reminders before continuing.
Step 5: Review and Confirm
Most Bulk Actions include a confirmation screen before processing begins.
Take a moment to review your selections before clicking Confirm.
Selecting Records Across Multiple Pages
Bulk Actions make it easy to work with large groups of records, even when they span multiple pages of a list view.
When selecting individual records across multiple pages, Shape Software automatically keeps track of your selections as you navigate between pages. This allows you to continue building your selection without losing records you've already chosen.
This is especially useful when you want to perform a Bulk Action on a specific set of records rather than an entire filtered list.
Tip: Before submitting your Bulk Action, review the total number of selected records on the confirmation screen to ensure you've included everything you intended.
How Bulk Action Processing Works
Most Bulk Actions begin processing shortly after they are submitted.
To maintain system performance and ensure reliable processing, Shape processes Bulk Actions in the background using a queue.
A few things to know:
- Bulk Actions are processed in the order they are submitted.
- You can queue multiple Bulk Actions at the same time.
- Processing time varies depending on the type of Bulk Action, the number of selected records, and current activity within your system.
- Some Bulk Actions also allow you to schedule processing for a future date and time.
Because processing happens in the background, you can typically continue working in Shape while your Bulk Action is running.
Monitoring and Canceling Bulk Actions
Most Bulk Actions begin processing shortly after they're submitted and are added to your system's processing queue.
If needed, administrators can monitor the status of submitted Bulk Actions from the Bulk Actions Report.
From the report, you can:
- View Bulk Actions that are queued, processing, completed, canceled, or failed.
- Monitor the progress of submitted Bulk Actions.
- Cancel pending Bulk Actions before they finish processing.
Canceling a Bulk Action also removes any remaining queued work associated with that Bulk Action. Records that have already been processed before the cancellation will not be automatically reverted.
You can access the report here:
Bulk Actions Report: https://secure.setshape.com/bulk-actions-report
User Permissions
Not every user has access to every Bulk Action.
Depending on your organization's role permissions:
- Some Bulk Actions may appear grayed out.
- Some Bulk Actions may be hidden entirely.
- Certain actions require additional permissions or licensed features.
If you don't see a Bulk Action you expected, contact your Shape administrator or, if you have the appropriate permissions, review the Role Permissions settings page to verify your access.
Best Practices
Before submitting a Bulk Action:
- Double check your filters.
- Verify the number of selected records.
- Carefully read any warnings displayed in the popup.
- Confirm you're performing the correct action.
- When making large changes, consider testing the action on a smaller group of records first.
Taking a few extra moments to review your selections can help prevent unintended updates.
Frequently Asked Questions
Can I undo a Bulk Action?
Some Bulk Actions cannot be reversed. Always review the confirmation screen before submitting.
Why are some Bulk Actions grayed out?
Your user role or permissions may not allow access to that feature.
Why don't I see Bulk Actions on every page?
Most contact list pages support Bulk Actions, but certain reports and specialized views do not.
Can I continue working while a Bulk Action is processing?
Yes. Most Bulk Actions process in the background, allowing you to continue working elsewhere in Shape.
Why is my Bulk Action taking longer than expected?
Processing time depends on:
- The type of Bulk Action
- The number of selected records
- Other Bulk Actions already waiting in your system's processing queue
Can I schedule a Bulk Action?
Some Bulk Actions support scheduling. Availability depends on the specific action you're performing.
Does everyone have access to every Bulk Action?
No. Available Bulk Actions depend on your user role, permissions, and licensed features.
Can I select records across multiple pages?
Yes. Shape Software remembers the individual records you've selected as you navigate between pages, allowing you to build a larger selection before running a Bulk Action.
Can I cancel a Bulk Action after submitting it?
Yes. Pending Bulk Actions can be canceled from the Bulk Actions Report. Canceling a Bulk Action removes any remaining work from the processing queue, but it does not undo changes that have already been processed before the cancellation.
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