Effectively Utilizing Lists in Shape

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.

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

Note: Deleting records in Shape is reserved for the Admin user role ONLY. Deleted Records can be restored up to 7 days after being deleted from the Deleted Records Report.

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!

Frequently Asked Questions

Most commonly, this is due to adding a filter previously that is still on the list. 

Simply press the “Clear Filters” button on the top right of your list to remove any filters that are still applied.

Absolutely! You will find the “Export” button in the top right of the list that can be used to download all of the contacts on your list into a single CSV file.

If you are using the default list views that come out of the box with Shape, then custom statuses would not be included there. You will need to navigate to Settings>Prioritization Rules to add your custom status to the list.

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!