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 let you perform the same action across multiple records at once, helping your team save time while keeping CRM data organized and consistent.
Whether you’re assigning records to users, updating statuses, sending communications, tagging contacts, validating contact information, or making other large-scale changes, Bulk Actions allow you to manage entire groups of records in just a few steps.
Shape also tracks each Bulk Action after it is submitted, giving administrators visibility into processing and making it possible to find the records associated with a previous Bulk Action later.
This guide explains how Bulk Actions work, how to select records, how processing works, how to monitor submitted actions, and how to use Bulk Action IDs to find records affected by a previous job.
What Are Bulk Actions?
Bulk Actions allow you to perform one action across multiple CRM 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 work with and apply the action across the entire selection.
Depending on your permissions, industry template, 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 |
| Data Quality & Compliance | Opt-Out Records, Email Validation, Phone Validation |
| Integrations | Initiate Webhooks |
| Cleanup | Delete Records |
Some actions may require additional permissions or enabled features.
Why Use Bulk Actions?
Bulk Actions eliminate repetitive work and help teams apply updates consistently across their CRM.
Common uses include:
- Assigning hundreds of leads from one user to another
- Updating statuses across a targeted group
- Adding tags for segmentation
- Removing outdated tags
- Sending emails or text messages to a specific audience
- Creating follow-up tasks for multiple contacts
- Converting record types during data cleanup
- Updating lead sources after a migration
- Validating email addresses or phone numbers
- Triggering integrations or webhooks for a group of records
- Organizing records before reporting or exporting
Instead of making the same update over and over again, you can define the audience once and apply the change across the entire group.
For managers and administrators, Bulk Actions are also useful for larger data-management projects where consistency matters. A filtered list can become a working audience that you update, organize, communicate with, and return to later.
Where Can I Use Bulk Actions?
Bulk Actions are available on most contact-type list pages throughout Shape, making it easy to work with multiple records from a single list view.
The available record types and actions vary depending on your industry, configuration, permissions, and enabled features.
If a list page supports Bulk Actions, you’ll see the Bulk Actions menu after selecting one or more records.
Some specialized reports, dashboards, and custom pages may not support Bulk Actions.
How to Use Bulk Actions
Most Bulk Actions follow the same basic workflow regardless of which action you’re performing.
Navigate to a List Page
Open the contact list page containing the records you’d like to update.
Using filters before making your selection can be helpful when you’re working with a particular audience.
For example, you might filter for:
- Records assigned to a specific user
- Leads from a particular source
- Records in a particular status
- Contacts created within a date range
- Records containing a particular tag
- Records associated with a previous Bulk Action
Select Your Records
Use the checkboxes to select the records you’d like to include.
You can choose to:
- Select individual records
- Select all records currently displayed on the page
- Select your entire filtered list
Always review the number of selected records before continuing.
Click Bulk Actions
Click the Bulk Actions menu to view the actions available to you.
The menu reflects the Bulk Actions available for your user role and enabled features.
Choose Your Bulk Action
Select the action you’d like to perform.
Each Bulk Action has its own configuration window where you can enter the required information and review any important details before continuing.
For example, changing a status will require you to choose the new status, while sending a communication will require the applicable message information.
Review and Confirm
Most Bulk Actions include a confirmation screen before processing begins.
Take a moment to confirm:
- The correct action is selected
- The correct audience is selected
- The number of records looks right
- Any configuration options are correct
- You understand any warnings displayed
Once confirmed, Shape submits the Bulk Action for processing.
Selecting Records Across Multiple Pages
Bulk Actions make it possible to work with specific records even when they span multiple pages of a list.
When selecting individual records across multiple pages, Shape keeps track of your selections as you navigate between pages.
This allows you to build a custom selection without losing the records you’ve already chosen.
Before submitting the Bulk Action, review the total number of selected records on the confirmation screen to make sure you’ve included the intended audience.
Using Filters to Build a Bulk Action Audience
One of the most useful ways to use Bulk Actions is to combine them with Shape’s list filters.
Instead of manually checking hundreds of individual records, create a filtered audience first.
For example, you could filter for:
Source = Internet Leads
Status = New
Created Date = This Month
You could then select the entire filtered audience and apply the appropriate Bulk Action.
This makes Bulk Actions useful for more than simple data updates. They can become part of larger workflows involving segmentation, lead management, marketing, cleanup, reporting, and follow-up.
How Bulk Action Processing Works
Most Bulk Actions begin processing shortly after they are submitted.
To maintain system performance and 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.
- Processing time varies based on the action, number of selected records, and current system activity.
- Some Bulk Actions allow processing to be scheduled for a future date and time.
- You can typically continue working in Shape while a Bulk Action is processing.
Larger jobs may take longer than smaller ones, particularly when other Bulk Actions are already waiting in the queue.
Monitoring Bulk Actions
Administrators can monitor submitted Bulk Actions from the Bulk Actions Report.
The report provides visibility into the Bulk Actions being processed in your Shape system.
From the report, you can review Bulk Actions that are:
- Queued
- Processing
- Completed
- Canceled
- Failed
You can also monitor processing progress and, when applicable, cancel a pending Bulk Action before it finishes.
Canceling a Bulk Action
Pending Bulk Actions can be canceled from the Bulk Actions Report.
Canceling the job removes the remaining queued work associated with that Bulk Action.
However, canceling a Bulk Action does not automatically reverse records that were already processed before the cancellation occurred.
For example, if part of a large tagging job has already finished when you cancel it, the records already processed will retain the tag.
This is one reason we recommend carefully reviewing your audience before confirming large Bulk Actions.
What Is a Bulk Action ID?
Every Bulk Action submitted in Shape receives its own unique Bulk Action ID.
Think of the Bulk Action ID as a reference number for that specific job.
It allows Shape to distinguish one Bulk Action from another and gives administrators a way to identify the exact action later.
Bulk Action IDs are available through the Bulk Actions Report.
More importantly, you can use a Bulk Action ID as a list filter to find the records associated with that Bulk Action.
How to Find Records From a Previous Bulk Action
If you need to return to the records associated with a previous Bulk Action, you don’t have to recreate the original audience manually.
Open the Bulk Actions Report
Navigate to the Bulk Actions Report and locate the action you want to review.
Find the Bulk Action ID
Each Bulk Action has a unique ID.
Copy or note the ID associated with the job you’re interested in.
Open a Contact List
Navigate to the applicable contact list page.
For example, you may use All Records or another contact list relevant to the records you’re reviewing.
Add a Bulk Action ID Filter
Add a filter using the Bulk Action ID field and enter the ID from the Bulk Actions Report.
Shape will use that ID to identify the records associated with the selected Bulk Action.
You can then review and work with that audience from the list page.
Why Bulk Action ID Filtering Is Useful
Bulk Action IDs give managers and administrators a simple way to return to a specific group of records after an action has been performed.
This can be useful for several reasons.
Review What Was Changed
Suppose you bulk-updated the status of several hundred records.
Later, you want to review exactly which records were included.
Instead of trying to recreate your original filters, use the Bulk Action ID to find the associated records.
Find a Bulk Communication Audience
If you sent a bulk email or text, you may later want to return to the audience included in that action.
Filtering by Bulk Action ID gives you a convenient way to identify those records again.
Continue a Multi-Step Workflow
Bulk Actions don’t have to exist in isolation.
For example, you might:
- Run a Bulk Action on a targeted audience.
- Find that action in the Bulk Actions Report.
- Filter by its Bulk Action ID.
- Review the associated records.
- Apply another tag or update.
- Export or report on the resulting audience where applicable.
This can be particularly helpful for larger operational or marketing workflows that involve several steps.
Troubleshoot a Bulk Change
If someone reports that a group of records changed unexpectedly, the Bulk Actions Report and Bulk Action ID can help administrators investigate.
You can identify the relevant job and then filter for the records associated with it.
Create a Reusable Working Audience
Bulk Action ID filtering can also help when the original audience would be difficult to recreate later.
The underlying records may change after the original Bulk Action. Statuses, assignments, sources, tags, and other fields can all be updated over time.
The Bulk Action ID gives you another way to return to the records associated with that specific job without relying solely on their current field values.
Bulk Action IDs vs. Import IDs
If you’ve worked with imports in Shape, the Bulk Action ID concept may feel familiar.
An Import ID helps identify records associated with a particular import.
A Bulk Action ID helps identify records associated with a particular Bulk Action.
Both can be useful when you need to isolate a specific group of records later.
For example:
Import ID: Find the records brought into Shape during a particular import.
Bulk Action ID: Find the records associated with a particular bulk update, communication, tag, assignment, or other Bulk Action.
Using Bulk Action IDs for Auditing and Troubleshooting
Bulk Action IDs are especially helpful for managers and administrators responsible for larger CRM databases.
When hundreds or thousands of records are being updated, it’s useful to have a reference point for what happened.
Instead of asking “Which leads did we update?” you can locate the Bulk Action and use its ID to find the associated records.
This can help with:
- Reviewing large data changes
- Investigating unexpected updates
- Following up on bulk communications
- Reviewing assignments
- Tracking cleanup projects
- Comparing results after a Bulk Action
- Continuing multi-step workflows
It adds another layer of visibility to large-scale record management.
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.
- Certain actions may require additional permissions or enabled features.
If you don’t see a Bulk Action you expected, contact your Shape administrator.
Administrators with the appropriate access can also review the Role Permissions settings page to determine which actions are available to different user roles.
Bulk Action Best Practices
Double-Check Your Filters
Before selecting an entire filtered list, make sure the filters represent the audience you actually want to update.
A few seconds reviewing filters can prevent a much larger cleanup later.
Verify the Number of Selected Records
Review the selected-record count before confirming the action.
If you expected 500 records and the confirmation shows 5,000, stop and review your selection.
Read the Confirmation Screen
Different Bulk Actions can have different behavior.
Review any warnings or instructions displayed before submitting the job.
Test Large Changes on a Smaller Group
When making a significant data change, consider testing the action on a smaller audience first.
Once you’ve confirmed the result is what you expect, you can apply it to the larger group.
Use Clear Filters and Tags for Complex Projects
If you’re working on a multi-step data project, filters and tags can help keep the audience organized.
Bulk Action IDs provide another way to return to the records associated with a specific action.
Use the Bulk Actions Report
The Bulk Actions Report isn’t only for checking whether something finished.
Use it when you need to review processing, investigate a previous job, cancel queued work, or find the Bulk Action ID associated with a specific action.
Frequently Asked Questions
Can I Undo a Bulk Action?+
Some Bulk Actions cannot be automatically reversed.
Always review the confirmation screen before submitting an action.
If you need to investigate a previous action, use the Bulk Actions Report and its Bulk Action ID to identify the associated records.
What Is a Bulk Action ID?+
A Bulk Action ID is a unique identifier assigned to each Bulk Action submitted in Shape.
It can be found in the Bulk Actions Report and used as a filter to identify records associated with that particular action.
Does Every Bulk Action Get a Bulk Action ID?+
Yes. Bulk Actions generate a unique Bulk Action ID that can be referenced through the Bulk Actions Report.
Can I Find the Records Included in an Old Bulk Action?+
Yes.
Find the applicable Bulk Action in the Bulk Actions Report, note its Bulk Action ID, and use Bulk Action ID as a filter on an applicable contact list.
Can I Perform Another Bulk Action on Those Records?+
Yes, if the applicable list and action are available to your user role.
After filtering by Bulk Action ID, you can select the resulting audience and use supported Bulk Actions just as you would with another filtered list.
Can I Export Records From a Previous Bulk Action?+
If the applicable contact list supports exporting and your user role has export permission, you can use the Bulk Action ID to build the list you want to review and then use the supported export functionality.
Export functionality and permissions are separate from Bulk Actions.
Why Are Some Bulk Actions Grayed Out?+
Your user role, permissions, or enabled features may not allow access to that action.
Why Don’t I See Bulk Actions on Every Page?+
Most contact list pages support Bulk Actions, but some reports, custom pages, 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 can depend on:
- The type of Bulk Action
- The number of selected records
- Other Bulk Actions already waiting in the processing queue
Larger jobs or busy processing periods may take longer.
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, configuration, and enabled features.
Can I Select Records Across Multiple Pages?+
Yes.
Shape remembers individually selected records as you navigate between pages, allowing you to build a larger custom selection before running a Bulk Action.
Can I Cancel a Bulk Action After Submitting It?+
Pending Bulk Actions can be canceled from the Bulk Actions Report.
Canceling removes remaining work from the processing queue but does not undo changes that were already completed before the cancellation.
What’s the Difference Between a Bulk Action ID and an Import ID?+
An Import ID identifies records associated with a particular import.
A Bulk Action ID identifies records associated with a particular Bulk Action.
Both can be used to isolate groups of records for later review.
Manage Large Groups of CRM Records Without Losing Visibility
Bulk Actions make it much easier to manage large audiences without updating records one at a time.
You can assign records, update data, organize contacts, send communications, validate contact information, trigger integrations, and complete other large-scale tasks while Shape handles processing in the background.
The Bulk Actions Report adds another layer of visibility by letting administrators monitor those jobs, and Bulk Action IDs make it possible to return to the records associated with a previous action later.
That means a Bulk Action doesn’t have to be a one-time event. You can identify the audience again, review what happened, continue working with those records, or use the information to troubleshoot a larger workflow.