Shape Data Center is a linked external database that keeps large datasets searchable from Shape without placing every record into your active CRM pipeline.
It is especially useful for mailer data, prospecting lists, past customer data, and other large datasets where many records may not have complete phone or email information. When someone responds, users can quickly search Data Center, locate the existing record, and convert it into the active Shape pipeline.
This keeps your day-to-day CRM focused on the opportunities your team is actively working while still giving users easy access to the larger database behind it.
What Is Shape Data Center?
Data Center gives your organization a separate, searchable database connected to Shape.
Instead of importing every record as an active lead, you can store data in Data Center until the person becomes an active opportunity.
Common uses include:
- Direct mail and mailer lists
- Large prospecting datasets
- Past customer databases
- Servicing or portfolio data
- Historical CRM data
- Purchased or appended data
- Records with incomplete contact information
- Other large datasets primarily used for lookup
When someone becomes an active opportunity, the existing Data Center record can be converted into the Shape CRM and worked through your normal pipeline.
Why Use Data Center?
Not every record your organization owns needs to be an active lead.
A direct mail campaign, for example, may include tens or hundreds of thousands of households. Many of those records may contain a name, mailing address, property information, or other identifying data without a reliable phone number or email address.
There is little benefit to filling your active CRM with records your team cannot contact yet.
Instead, the entire mailing audience can live in Data Center. If a recipient calls after receiving your mailer, your team can search for that person using the information they provide, find the original record, and convert it into an active lead.
This gives your team the best of both worlds:
- A clean CRM focused on active opportunities
- Access to your larger database whenever you need it
- A fast way to find inbound respondents
- Better continuity between the original data source and the resulting lead
Importing Data Into Data Center
Data Center supports imports using comma-delimited CSV files.
Before uploading a file, take a few minutes to review your data and decide how each column should map into Shape. Good preparation makes your Data Center much easier to search and use later.
Prepare Your CSV
Review your file before importing and clean up any obvious data issues.
We recommend:
- Removing unnecessary duplicates
- Correcting obvious formatting issues
- Removing columns you do not need
- Keeping names and addresses consistently formatted
- Reviewing blank or incomplete fields
- Confirming that information is stored in the correct columns
For mailer data, make sure you include enough information for users to identify the person later if they call in.
Name, mailing or property address, ZIP Code, campaign information, and a unique reference number can all be particularly helpful.
Include a Reference ID
Each Data Center record should include a Reference ID.
The Reference ID provides a consistent way to identify the record and is particularly important when working with recurring imports.
Whenever possible, use a stable identifier supplied by your mail house, data provider, servicing platform, or source system.
If the same record appears in future files, keeping the Reference ID consistent makes it easier to identify and manage that data over time.
Open Data Center Import
Navigate to Settings › Account Management › Data Center Import.
Upload your CSV by dragging and dropping the file into the upload area or selecting it from your computer.
Shape will display the data from your file so you can begin mapping your columns.
Map Your Fields
Match each column from your CSV to the appropriate Shape field.
For example:
| CSV Column | Shape Field |
|---|---|
| Address | Subject Property Address |
| Mailer Reference Number | Reference ID |
| Campaign Name | Source |
You can search for Shape fields by name when mapping your file. If a column does not need to be imported, leave it unmapped.
Take extra care with fields that will help users search for or identify the record later.
Using Saved Templates for Data Center Imports
If you regularly import files with the same structure, you can use Saved Templates to make future Data Center imports faster and more consistent.
Saved Templates work similarly to templates in Shape’s standard import process. Once you have established the correct field mapping for a recurring file, you can save that configuration and reuse it later.
For example, if your mail house sends a monthly file containing the same columns each time, you do not need to manually map every field for every new import.
Saved Templates are particularly helpful for:
- Recurring mailer files
- Monthly or weekly data imports
- Servicing data
- Files from the same data provider
- Standardizing mappings across administrators
Even when using a Saved Template, review the mapping before confirming the import. Outside vendors can occasionally rename, add, remove, or reorder columns.
Review and Confirm
Before starting the import, confirm that your most important fields are mapped correctly.
Pay particular attention to:
- Reference ID
- First and last name
- Address information
- Source or campaign information
- Important custom fields
- Any fields your team will use when searching Data Center
Once everything looks correct, select Confirm to begin the import.
Large files may take some time to process. Shape will notify you when the import is complete.
Verify Your Import
After a large import, search for a few known records before considering the import complete.
Confirm that:
- The records can be found
- Names and addresses imported correctly
- Reference IDs are present
- Campaign or source information is correct
- Important custom fields contain the expected information
Testing a few records can catch mapping issues before your team begins using the new dataset.
Searching Data Center
Once records are stored in Data Center, users can search the database directly from Shape.
Use the Data Center search icon in the upper-right area of Shape and enter the information available for the person you are trying to locate.
Depending on the information stored in your Data Center, users may be able to search using identifying information such as:
- Name
- Address
- Reference ID
- Phone number
- Email address
- Other imported record information
This is especially useful for inbound mailer responses.
For example, if a homeowner calls after receiving a mail piece, your user can search for their name, address, or Reference ID and quickly locate the original record.
Converting a Data Center Record Into an Active Lead
When someone in Data Center becomes an active opportunity, the existing record can be converted into your primary Shape CRM.
Once converted, the record becomes part of your normal pipeline and can be worked using the Shape functionality available to your team, including assignment, calling, texting, email, tasks, notes, automations, and follow-up.
For a mailer campaign, the workflow can be as simple as:
Mailer data is stored in Data Center › Recipient calls in › Search for the existing record › Convert the record › Begin working the lead
This lets your organization maintain a large searchable database without requiring every person in it to become an active CRM record upfront.
Data Center Best Practices
A few simple practices can make Data Center significantly easier for your team to use:
- ✓Keep Reference IDs consistent. Avoid creating a new identifier for the same record with every recurring import.
- ✓Import useful campaign information. Include source, campaign, mail date, list name, or other attribution information that may be helpful later.
- ✓Think about how users will search. For mailer data, prioritize fields callers are likely to know, such as their name, address, ZIP Code, or printed Reference ID.
- ✓Use Saved Templates for recurring files. This saves time and helps keep field mappings consistent.
- ✓Still review saved mappings. File formats can change, even when they come from the same vendor.
- ✓Test after large imports. Search several known records and confirm the data appears where expected.
- ✓Keep inactive data in Data Center. If a record is primarily being stored for future reference or lookup, it generally does not need to clutter the active CRM pipeline.
Frequently Asked Questions
What’s the Difference Between Data Center and the Shape CRM?+
Data Center is a linked external database for records you want to retain and search without immediately placing them into your active pipeline.
Your Shape CRM is where your team actively works leads and opportunities.
When a Data Center record becomes an active opportunity, it can be converted into the CRM.
Why Is Data Center Useful for Mailer Data?+
Mailer datasets are often very large and may not contain reliable phone numbers or email addresses for every recipient.
Instead of creating thousands of active leads that cannot yet be contacted, the mailing audience can remain in Data Center.
When someone responds to the mailer, your team can search for their original record and convert it into an active lead.
Can I Save My Data Center Import Mapping?+
Yes. Data Center imports support Saved Templates.
If you regularly receive files with the same structure, save your field mapping and reuse it on future imports.
Should I Review a Saved Template Before Importing?+
Yes.
Always review the field mapping before confirming a large import. A vendor may occasionally change column names or modify the structure of a recurring file.
What File Type Can I Import?+
Data Center imports use comma-delimited CSV files.
Do I Need a Reference ID?+
Yes. Include a Reference ID for your Data Center records and keep it consistent across recurring imports whenever possible.
Can I Search Data Center From Shape?+
Yes. Data Center is connected to Shape so users can search stored records directly from the application.
What Happens When Someone in Data Center Becomes a Lead?+
Locate the existing Data Center record and convert it into the active Shape pipeline. Your team can then work the record through its normal CRM workflow.
Keep Your Data Accessible Without Cluttering Your Pipeline
Data Center gives you a simple place to keep large datasets connected to Shape until you actually need them.
For direct mail, that means you can store the entire mailing audience without creating an active lead for every recipient. When someone responds, your team can find the original record in seconds, convert it into the pipeline, and start working the opportunity.
With searchable records, reusable import templates, and a direct path into the CRM, Data Center keeps large datasets useful without getting in the way of the leads your team is actively working.