Manage Triggers with Shape Software - Shape Software - Automate your business!

Manage Triggers with Shape Software

What is Trigger Automation in Shape?

Triggers are a way to automate aspects of your system from productivity tools within your CRM (note popups, calendar popups, record conversions, etc) to communication tools such as an email or text message being sent to your customers. It is recommended to set up communications that require follow up over longer periods to be set up in drip campaigns.

How to Create New Trigger Folders

In the top navigation, navigate to your settings pages. On the settings pages left-hand sidebar, click “Manage Triggers.” There, you should see your list of triggers in the system. These triggers represent folders of triggers, which helps with organization and turning on triggers in bulk.

Manage Triggers:

Add a new trigger folder using the “Create Trigger” button at the top of the page. Opening up a trigger from the main list view brings you into the folder structure. At the top, you can name and describe your trigger set. If the status is “OFF” then these triggers are inactive and no triggers that you define here will take place. Turning this to “ON” will activate the triggers. Underneath, you will see a table containing all of your folder triggers.

On the righthand side, you will find the “Choose” dropdown to delete trigger folders from your system. It is important to note that when the folder is deleted, the triggers within them will also be deketed.

This screenshot highlights the creating a new trigger folder and editing/deleting an existing trigger folder.

Understanding Triggers

Triggers in Shape can be boiled down to an IF THEN statement. For example, IF an application has been sent to the customer, THEN Shape will change the status to "Application Sent."

Detailing Trigger Types and Action Types

The "Choose Trigger" and "Choose Action" are dynamic lists that allow you to select which Trigger (IF) and Action (THEN) you would like to perform after selecting the Trigger & Action Types.

Trigger Type Options

The trigger type is the event that will initiate the trigger. The Trigger Type list items are all the items that you can initiate a trigger off of in alphabetical order.

You can also set triggers up to perform an action BEFORE a Calendar Event occurs, or before a Date within your system. You will select “Calendar Event” or “Date” as the Trigger Type.

Action Type Options

The action type is the action that will occur once the trigger type is initiated. The Action Type list items are all the items that you can perform with a trigger.

The processing priority is only necessary if you need a series of triggers to happen in a particular order. The default is 10.

Frequently Asked Questions

We recommend “Manage Checklists” for a series of templated tasks based on record type and user department. Find more information about checklists here!

You can, you will just need to build out multiple triggers to support your multi-actions. If you are trying to use triggers to communicate over periods of time, we recommend drip campaigns instead. Drips are initiated off of the record type, and status primarily.

Every record has an “Activity” sidebar for tracking the triggers that are set off for that recorded. You can use the filter dropdown on this sidebar to filter by specific times, activity type, and user.

Absolutely! You can set triggers to change the status in Shape based on milestone updates in you LOS as long as they offer an integration with Shape! 

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