Manage Statuses with Shape Software

What are Statuses?

Statuses are typically used to communicate and record the stage of a contact in your Shape Software system to both the reporting managers and admins and the sales rep who is working the lead. Knowing these elements is central to cohesion amongst your staff. Statuses also trigger drip campaigns and are involved in organizing and categorizing your contacts in your system.

In the top navigation, navigate to your settings pages. On the settings pages left-hand sidebar, click “Manage Statuses.” There, you should see your list of statuses in the system.

In the top navigation, navigate to your settings pages. On the settings pages left-hand sidebar, click “Manage Statuses.” There, you should see your list of statuses in the system.


How to Use & Manage Statuses in Shape

Shape is unique in that it allows a single record to have multiple statuses. For example, a record may have a “Sales” status and a different “Billing” status. A use case of this would be having a sales status of “Contract Signed” and a billing status of “Down Payment Received.” Statuses in Shape are key to a number of automated actions throughout the system.

In this demo example, the Main Status, Loan Status, and Marketing Status are all applied to “Prospects” and “Accounts.” Therefore, an an Account can have a “Qualification” Main Status, “Underwriting” Loan Status, and “SMS Opt-Out” marketing status.

In this demo example, the Main Status, Loan Status, and Marketing Status are all applied to “Prospects” and “Accounts.” Therefore, an an Account can have a “Qualification” Main Status, “Underwriting” Loan Status, and “SMS Opt-Out” marketing status.

Within the status list, you can re-organize your statuses by dragging list items around using the left-hand icon.

Within the status list, you can re-organize your statuses by dragging list items around using the left-hand icon.

Within the status list, you can edit and delete statuses by using the edit and trash icons on the right hand side

Within the status list, you can edit and delete statuses by using the edit and trash icons on the right hand side


Departments & Statuses

Determine which departments this status list will apply to. Assigning a list to a department is optional, if none selected, this list will apply to all departments. All users in any department will be able to view the different statuses assigned to a record. However, only users in the particular department(s) assigned to that status list can change/edit the status.

All users in any department will be able to view the different statuses assigned to a record. However, only users in the particular department(s) assigned to that status list can change/edit the status.

All users in any department will be able to view the different statuses assigned to a record. However, only users in the particular department(s) assigned to that status list can change/edit the status.


Record Types & Statuses

Determine which record type this status list will apply to. Assigning a list to a record type is optional, if none selected, this list will apply to all record types. If the status list is assigned to a particular record type, the status list dropdown will automatically show that status list as status selection options for that record type. Status lists that are not selected for certain record types will not show or be applied to those record types.

If the status list is assigned to a particular record type, the status list dropdown will automatically show that status list as status selection options for that record type.

If the status list is assigned to a particular record type, the status list dropdown will automatically show that status list as status selection options for that record type.


Deleting Statuses

If a status within a list or an entire status list is deleted from a system, those statuses will no longer show on the dropdown list. Except for previously statused records. When you delete statuses, you will be notified that all records in the deleted status will continue to receive drip campaign logic. To stop drip campaigns in this status, please go to Drip Campaigns and delete all drip campaigns related to this deleted status.

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Marketing Status

There is an un-editable “Marketing Status” list in every system that is applied to all record types and all departments. SMS Opt-Out and Email Unsubscribe are automatically tracked in Shape and do not need to be manually selected.

Do Not Call: If a record has a DNC request, use the marketing status “Do Not Call.” By choosing the Do Not Call marketing status, all forms of communication will be disabled for that record in Shape.

SMS Opt-Out: When using a Messaging Service to send SMS messages, any STOP keyword replies will apply to the entire range of phone numbers enrolled in this service. Similarly, a START keyword will disable our blacklisting, and allow messages to this recipient once more.

Email Unsubscribe: Shape can keep track of every time a recipient requests to be unsubscribed from your mailings. Shape automatically inserts unsubscribe links at the bottom of every email. Any recipient that clicks on the url will be automatically unsubscribed and those email addresses will be blocked from receiving future emails.

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Watch the Tutorial Video


Need More Help? Contact us at support@setshape.com