Understanding Lists in Shape Software

List Management

This guide covers all the ins and the outs of the list pages in Shape Software CRM. Learn how to add columns, reorganize, filter, and more. All user roles have the ability to import and add records by default. Only admin and manager roles have the ability to export.

PLEASE NOTE: Shape lists remember the last list view, filter, search, etc. that you were last performing. If you are having issues finding records, go to your “Saved Lists” dropdown and select “All {Record Type}” – the record type will auto-populate with the list view that you are on – also check filters and remove any filters that are applied to the list, and lastly, remove any searches in the list that may be present using the search icon right above the first table row.


Bulk Actions

Want to manage your records on your list in bulk? Use the left hand checkmarks to discover your bulk action options.

Bulk Actions:  Want to make changes or take action on your list in bulk? Use the check marks on the left hand side of your list. Once selected, the top row will change. Click on the “More” dropdown for more bulk selection options:   Add a Note:  Add a general note in bulk to multiple records at once.  For example: Called & Left Voicemail   Email:  Send an email template out in bulk to your selected records.   SMS:  Send a text message out in bulk to your selected records.  Change Status:  Change multiple record statuses at once.  Add to Call Queue:  Add multiple records to your call queue to call in succession.

Bulk Actions: Want to make changes or take action on your list in bulk? Use the check marks on the left hand side of your list. Once selected, the top row will change. Click on the “More” dropdown for more bulk selection options:

Add a Note: Add a general note in bulk to multiple records at once. For example: Called & Left Voicemail
Email: Send an email template out in bulk to your selected records.
SMS: Send a text message out in bulk to your selected records.
Change Status: Change multiple record statuses at once.
Add to Call Queue: Add multiple records to your call queue to call in succession.


Custom Lists and Reporting

Customize each list view, re-organize your columns, filter your results, and view and save lists – all from the list page.

Customize Columns:  Change your list view. This is customizable on a user-by-user basis. After selecting the columns you’d like to appear on your list, click “Apply Changes to List” and the columns will modify accordingly.

Customize Columns: Change your list view. This is customizable on a user-by-user basis. After selecting the columns you’d like to appear on your list, click “Apply Changes to List” and the columns will modify accordingly.

Re-Organizing Columns:  Re-organize your columns by clicking on the “Re-Organize Columns” option on your list view. In the popup, use the left hand icon to drag and drop the order of your columns. When you are satisfied with the new order of the columns, click “Re-Organize Columns” and the columns will modify accordingly.

Re-Organizing Columns: Re-organize your columns by clicking on the “Re-Organize Columns” option on your list view. In the popup, use the left hand icon to drag and drop the order of your columns. When you are satisfied with the new order of the columns, click “Re-Organize Columns” and the columns will modify accordingly.

List Filters:  Filter your lists by clicking the “Filter” button. Either “View Results” to see the filters applied to your current list view or choose to “Save Filtered List” if this is a filter that you use often. This Saved Filtered List will appear in your “Saved Lists” dropdown.

List Filters: Filter your lists by clicking the “Filter” button. Either “View Results” to see the filters applied to your current list view or choose to “Save Filtered List” if this is a filter that you use often. This Saved Filtered List will appear in your “Saved Lists” dropdown.

Saved Lists Dropdown:  When you log in to Shape for the very first time, you will see the default “Recently Added” list views. Use the “Saved Lists” dropdown to discover more list reports and create your own using “Filters.”

Saved Lists Dropdown: When you log in to Shape for the very first time, you will see the default “Recently Added” list views. Use the “Saved Lists” dropdown to discover more list reports and create your own using “Filters.”

List View: The list view that you are currently viewing will show in the upper left hand corner. If you are seeing a name that you do not recognize, then change your view via the “Saved Lists” dropdown.    PLEASE NOTE:   Shape lists remember the last list view, filter, search, etc. that you were last performing. If you are having issues finding records, go to your “Saved Lists” dropdown and select “All {Record Type}” – the record type will auto-populate with the list view that you are on – also check filters and remove any filters that are applied to the list, and lastly, remove any searches in the list that may be present using the search icon right above the first table row.

List View: The list view that you are currently viewing will show in the upper left hand corner. If you are seeing a name that you do not recognize, then change your view via the “Saved Lists” dropdown.

PLEASE NOTE: Shape lists remember the last list view, filter, search, etc. that you were last performing. If you are having issues finding records, go to your “Saved Lists” dropdown and select “All {Record Type}” – the record type will auto-populate with the list view that you are on – also check filters and remove any filters that are applied to the list, and lastly, remove any searches in the list that may be present using the search icon right above the first table row.


Searching Records & Lists

There are 2 main ways to search for records within Shape.

  1. Search your entire Shape Software database

  2. Search within a specific list view

Search All – Regardless of Record Type

To query the entire base (regardless of record type), use the upper right hand search icon in the gradient navigation bar. This will show all possible search results for what you typed in.

shapesoftwarecrm-listmanagement-customreporting.png

Search Specific – Within A Particular Record Type

To search the current list you are on within a particular record type, use the search bar right above the first row in your list view. This will search within the filtered or saved list you are currently viewing.

shapesoftwarecrm-listmanagement-customreporting.png

Managing Duplicates

Maintaining accurate data builds the trust of your team and helps you work toward complying with various data protection and privacy regulations. Shape gives you tools for managing duplicates one at a time manually or automatically to track and eliminate duplicate records. Learn more here.

Duplicate Detection:  If you find warning icons on your lists, this is alerting you to the fact that this may be a duplicate lead. Click on the icon to compare or delete that record. Learn more about  duplicate management here .

Duplicate Detection: If you find warning icons on your lists, this is alerting you to the fact that this may be a duplicate lead. Click on the icon to compare or delete that record. Learn more about duplicate management here.



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