Manage Statuses in Shape Software - Shape Software - Automate your business!

Manage Statuses in Shape Software

What are Statuses in Shape?

Statuses are a way to track your records and move them through your pipeline. Knowing these elements is central to cohesion amongst your staff. Statuses are an integral part of Shape as they drive automation processes.

How to Use and Manage Custom Statuses

Click “Settings” in the top gradient bar and you will find “Manage Statuses” under Custom Configuration. Here you will find the statuses in your system

Manage Statuses: https://secure.setshape.com/statuses

Name your status list and 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. When selecting status lists to departments, this allows only users in that particular department to edit the status. However, all users in every department can view the different department statuses assigned to a record. Assign colors to your statuses for a visual aid in knowing where your contacts are sitting in the sales process.

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.

Just like you can set required fields in order to save records, you can also set required fields that have to be filled in before a user can change the status of a record.

You will see an to the right-hand side of the status and when you click on the icon for each status, choose the required fields for each status in order to move out of the current status or to move into the current status. This will help ensure your records have complete data throughout the entire process.

If the user tries to change the status without adding in the required fields, the fields will underline in red and the user will receive a red error notification in the upper right hand corner indicating that they must fill in the required fields.

 

If a record is in a particular status, you may only want your users to have certain options to choose from when changing statuses. For example, if a record is in the “New” status, you may only want your user to choose from “Attempting Contact, Interested, Nurture, Not Interested, or Appointment Scheduled.” Use the filter icon to choose the statuses that appear for the user when in the current status. This also applies to call outcome options.

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.

What is a Status Action?

Actions are essentially sub-statuses that reps must take in order to change statuses. Not ever system utilizes the action/status structure. However, for larger enterprise level organizations, the action/status structure is common as it is a way to control reps at the user level. Actions can be filtered to a certain list depending on which status the record is currently in. Actions change statuses via Trigger Automation. Beyond status changes, actions (and statuses) can have productivity triggers associated with them as well, such as calendar events, notes, automated emails or text messages, etc.

SMS Opt Out, Email Unsubscribe, and Do Not Contact

Every Shape system has a "Marketing Status" that is not editable and controls the record's Opt-Out, Unsubscribe, and Do Not Contact. These toggles are at the bottom of the status dropdown list within a record and can be toggled ON if the record makes it known that they do not want to receive further texts, emails, or calls.

Frequently Asked Questions

These can be deleted from your system if you do not wish to use the premade statuses. We DO NOT recommend overwriting statuses that came with Shape as those have automation tied to them and can cause unintended communications to be sent out. 

Yes! You can include the new status in your existing Prioritized Views or create new views by navigating to Settings>Prioritized Views!

You can easily update the statuses for your records using the status dropdown from within a record or on the list view. Simply click the status dropdown and choose the status list that you wish to update!

Yes! You can change the actions and statuses whenever you want via the “Manage Statuses” settings page. Both actions and statuses are found here.

Yes! You can select which actions fall under the status statuses via the “Manage Statuses” settings page by using the “Filter” icon and using the multi-select field to choose which actions fall under the edited status.

Yes! You can select which record types have that status list via the “Manage Statuses” settings page.

Yes! All departments will have the ability to VIEW all of the statuses. However, if you do not want a particular department to EDIT the statuses, then de-select them from the departments field in the status list via the “Manage Statuses” settings page.

Keywords: status, status list, manage statuses, status settings, custom, custom statuses, new status, create statuses, change status, multiple statuses

Still need assistance?

Our team of experts can help!