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Understanding Lists in Shape Software

Shape Software
  • February 8, 2022
  • 4 min read
  • 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.

    Types of List Views

    If you see multiple options off of your record type in a dropdown, the last option in the list is the “Database” view. The Database view is a list that is organized by creation date – newest records show at the top, oldest records show at the bottom with no customization applied.

    Prioritization Rules are characterized by the blue horizontal lines that create order to your records, prioritizing the contacts that should be followed up with first. Learn more about prioritization rules here to create filtered and organized views for your users:

    Prioritization Rules: https://setshape.com/support-guides/prioritization-rules

    The Shark Tank is an effective way to revitalize aged or neglected records. The idea is to allow other users the opportunity to claim records that haven’t resulted in a deal. Other reps can pull from – or steal – those records that fall under your shark tank rules. This type of structure can be automated to ensure opportunities aren’t being left behind and have the chance to be re-worked. These are characterized by the word “Shark Tank” in the list views and default to the bottom of the dropdown options.

    Note: Shape lists remember the last list view, filter, search, etc. that you were last performing. If you are having issues finding records, check filters and remove any filters that are applied to the list by clicking the blue “Clear Filters” button, and lastly, remove any searches in the list that may be present using the search icon right above the first table row. The Clear Filters button will clear all searches as well.

    Bulk Actions from a List View

    Want to manage your records on your list in bulk? Use the left hand checkmarks and the bulk actions dropdown to discover your bulk action options. Once selected, the top row will change. By using the bulk actions dropdown, select the records on the page or press “Select Entire List” to select the entire list of records.

    Note: Deleting records in Shape is reserved for the Admin user role ONLY

    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.

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

    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. Also, feel free to create your own custom filters based on fields available in your template.

    Using the phone in Shape to call down your list of leads? Keep track of which records you’ve called with the green check mark after the phone number. The green check mark indicates records that you’ve called that day, the green checks are removed the next day and start over.

    If you are looking at a “Database View” (ie: if you see several options in a dropdown off of your record types, the “Database View” is the last option in the dropdown list.

    Use the “Saved Lists” dropdown to discover more list reports and create your own using “Filters” that you use frequently, giving you time back in your day!

    Keywords: List, Pipeline, Prioritized View, Database View, Shark Tank, Saves Lists, Green Checkmark, Quick Actions, Delete Records, Bulk Actions, Communication

    Still need help? Contact Shape experts!