Manage Departments & Department Tab Workflows in Shape Software - Shape Software - Automate your business!

Manage Departments & Department Tab Workflows in Shape Software

What are Departments in Shape?

A department is a group of people that have the same daily tasks and areas of expertise and ability. An example of this would be your sales department vs your HR department. Because not all departments have the same daily activities, we give you the control to change the workflow tabs that you want your departments to see for a more customized experience. 

Shape is unique in that you can have multiple users assigned to a record from each department. An example of this would be assigning a Sales user as well as a Billing user to keep everything organized and maximize efficiency.

Creating and Editing Departments

Click “Settings” in the top gradient navigation bar and select the “User & Permissions” dropdown to find  the “Manage Departments” settings page.

Manage Departments: https://secure.setshape.com/departments

You can add a new Department by clicking the green “Add Department” button at the top of the page.

If you would like to edit an existing Department, you can do so by clicking the action dropdown and selecting “Open”.

You can use the “Record Type” dropdown to select the record types that are available for the users assigned to this department. The default is for all of them to be visible but you can click the x on the record type to hide this bucket for your users if it is not needed for that department.

For example, your call center department users may not need to see the borrower tab or associates if their job is only call new leads in Shape.

Managing Department Workflow Tabs

A Workflow Tab in Shape are a series of tabs that are customizable by department for which tabs are visible to each department! These tabs are located within the records details.

For example, the users in the Administration Department may not need access to the all of the tabs used to create a loan file in the Mortgage system and these can be removed from their view but kept visible to the users in the Loan Officer Department.

You can also use the Department View dropdown to combine the department views that they are assigned to to avoid unnecessary back and forth between views!

Frequently Asked Questions

The user can be assigned the department at the time the user is created! If this is a new department that you want to add users to, you can do so from the Manage Users settings page https://secure.setshape.com/users

Once here click “Choose” then “Edit” under action column on the far right to add them to the appropriate department(s)

You can assign 1 user from each department as long as the department has been created in your system.

For example, if you have 10 users spread out across the Sales, Billing, and Administration departments, then you can assign 3 out of 10 to that one record being 1 from each department!

Absolutely! This is set up from the distribution rules settings page linked here: https://secure.setshape.com/distribution

Once here you can create a new rule or edit an existing one to route to a specific department.

See our support guide for distribution rules here: Distribution Rules in Shape

Yes! The order in which the workflow tabs appear can be adjusted in “Manage Departments” settings page. You can remove, re-order, and add tabs that are currently in your system.

If you need to add a new custom tab, 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.

If you need to add custom fields, 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.

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