Prioritization Rules (Organized List Dropdowns) - Shape Software - Automate your business!

Prioritization Rules (Organized List Dropdowns)

Prioritized Views in Shape Software

In Shape, most users will work off of pre-defined Prioritization Rules for enhanced organization and efficiency. Because of this, some administrators will want to hide the “Normal View” from select users in order to streamline the list options. Learn how to hide the normal view from all or select users.

You will want to navigate to Settings in the top gradient bar and select “Prioritization Rules” under “Custom Configuration” on the left-hand side.

On the Settings landing page, you will see a checkmark to hide the Normal View from your users to streamline the list options for your users.

You will notice a green button to add a new prioritized view into your system. Alternatively, you can edit, duplicate, and delete existing rules using the choose dropdown on the right-hand side. 

The name of the list is what will appear in the dropdown off of the gradient navigation bar and the record type is which record type the list applies to.

The users, teams, and departments dropdowns allow you to select which users, teams or departments have access to viewing the list. If no one is selected here, no one will see a dropdown.

 

Click the “Add Rule” button to add a rule into your new prioritized view. Once added, you can name the rule as well as add any included/excluded statuses, marketing sources, tags and milestones.

You can click and drag your rules to order them as needed as well as using the buttons on the right to edit and delete your rules if needed.

Utilize the field filter rules to narrow down your prioritized view. Be mindful of your rules and how they relate to one another because it is possible for a record to show up in two of the sections within the same list. It is recommended to start out by just using status filters.

Prioritized lists are a series of filters. When you pull a list, the system looks for and then returns data. Each record must get evaluated against each filter, filters with complex logic can increase load times. If a list is running slowly, it’s because parts of the list take a long time to find and return the filtered data or you are pulling a lot of records. Try simplifying your filters and/or removing unused sections.

Frequently Asked Questions

No, prioritization rules are just for organization. If you would like to have automated actions and communications off of certain events, set these up in triggers or drip campaigns.

Prioritized lists are a series of filters. When you pull a list, the system looks for and then returns data. Each record must get evaluated against each filter, filters with complex logic can increase load times. If a list is running slowly, it’s because parts of the list take a long time to find and return the filtered data or you are pulling a lot of records. Try simplifying your filters and/or removing unused sections.

This due to the visibility settings in each rule. If the rule is set for specific users or departments then only those set in that view will be able to utilize it.

Absolutely! Simply click and drag the views to re-order them however you wish. You can also reorder the rules within that view (blue bar containing the name on your list view) using the same method.

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