Table of Contents
Support Guide
Using Quick Actions in Shape Software
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Shape Software
Learn how to use Quick Actions in Shape Software to call, text, email, create notes, assign tasks, and schedule calendar events directly from list pages without opening a record.
Quick Actions in Shape Software
Quick Actions allow you to complete common tasks directly from supported list pages without opening the full record. Whether you're calling a contact, sending a text, creating a task, or adding a note, Quick Actions help you move through your day more efficiently by reducing unnecessary clicks.
Instead of opening each record individually, you can perform many of the most common activities directly from the list page while maintaining a complete activity history on the record.
Where Are Quick Actions Available?
Quick Actions are available on most Contact Management List Pages, including:
- Database Views
- Prioritized Views
- All Records
- Shark Tank List Views (unless disabled by your administrator)
- Master Search results
Quick Actions are generally not available on reports, as reports are designed for viewing and analyzing data rather than working records.
Available Quick Actions
Depending on your organization's configuration and enabled features, the following Quick Actions are available.
Call
The Call Quick Action immediately places a call to the contact's primary phone number while opening the dialer in the right-hand sidebar.
When a call is initiated:
- The call begins immediately.
- The dialer opens automatically.
- The call is logged in the record's activity history.
- Call outcomes and notes can be added after the call.
If a record has multiple phone numbers, you can call additional numbers by selecting the desired phone number from the record or clicking directly on that number when available.
Text
The Text Quick Action opens the conversation window, allowing you to continue an existing text conversation or start a new one without opening the record.
The text window includes:
- Previous conversation history
- Message composer
- SMS and MMS support
- Image and file attachments
- GIF support
- Emoji support
- Voice dictation
This makes it easy to quickly communicate with contacts while continuing to work from your list page.
The Email Quick Action opens the email composer directly from the list page.
From the email composer, you can:
- Write a new email
- Select from email templates
- Attach files
- Send immediately
- Schedule the email to send later
- Send on behalf of another authorized sender (when configured)
Unlike the Text Quick Action, the email composer does not display previous email history.
Notes
The Note Quick Action allows you to quickly document important information without opening the full record.
Notes support:
- Rich text formatting
- User @mentions
- Pinned notes
- Viewing previous note history
Once saved, notes immediately appear in the record's activity history.
Tasks
The Task Quick Action makes it easy to create follow-up tasks directly from a list page.
When creating a task, you can:
- Assign the task to yourself or another user
- Set a due date and time
- Select a priority
- Use task templates
- Mention other users with @mentions
Task reminders are automatically sent:
- 15 minutes before the task
- At the scheduled task time
This helps ensure important follow-ups aren't missed.
Calendar Events
The Calendar Event Quick Action allows you to schedule appointments or other events directly from a list page.
Calendar events can include:
- Event title
- Date and time
- Assigned attendees
- Notes
- Associated contact information
If you've connected your Google Calendar or Microsoft Outlook calendar through your user profile, calendar events can also synchronize with your external calendar based on your selected sync settings.
Event reminders are automatically sent:
- 15 minutes before the event
- At the scheduled event time
Quick Actions vs. Bulk Actions
Although they may seem similar, Quick Actions and Bulk Actions serve different purposes.
Quick Actions
Bulk Actions
Work with a single record
Work with multiple records at once
Complete immediate follow-up tasks
Update or communicate with many records simultaneously
Ideal for day-to-day record management
Ideal for large-scale updates and outreach
Use Quick Actions when working an individual contact.
Use Bulk Actions when you need to perform the same action across many records.
Related Guide: Bulk Actions https://setshape.com/support-guides/bulk-actions
Activity History
Actions performed using Quick Actions are immediately recorded on the associated record.
For example:
- Calls are logged.
- Text conversations are saved.
- Notes appear in the activity history.
- Tasks and calendar events are created immediately.
This ensures your record history remains complete without requiring additional steps.
Mobile Support
Most Quick Actions are also available in the Shape Software mobile app, allowing you to continue working your records while away from your computer.
Available Quick Actions may vary slightly depending on the platform and your organization's enabled features.
Best Practices
- Use Quick Actions to complete common tasks without opening the full record.
- Create notes immediately after conversations to keep your activity history accurate.
- Use task templates for recurring follow-up activities.
- Schedule emails when communicating outside business hours.
- Review previous text conversations before sending a new message.
- Use Bulk Actions instead of Quick Actions when updating multiple records.
Frequently Asked Questions
Do I need to open a record before using a Quick Action?
No. Quick Actions are designed to let you complete common tasks directly from supported list pages.
Do Quick Actions update the record immediately?
Yes. Actions such as calls, notes, tasks, and text messages are immediately reflected in the record's activity history.
Can I call a phone number other than the primary number?
Yes. The Call Quick Action initially dials the contact's primary phone number, but you can also call other available phone numbers from the record.
Can I send attachments in text messages?
Yes. The Text Quick Action supports MMS, including image and certain file attachments, as well as GIFs, emojis, and voice dictation.
Can I use email templates?
Yes. The Email Quick Action supports email templates, attachments, scheduled sending, and sending from authorized sender profiles.
Are Quick Actions available everywhere?
Quick Actions are available on most Contact Management List Pages but are generally not available on reports.
Why don't I see Quick Actions on my Shark Tank?
Your administrator may have enabled the Hide Quick Actions setting for that Shark Tank. When enabled, users must first claim a record before performing actions such as calling, texting, or emailing.
Related Guide: Shark Tank: https://setshape.com/support-guides/shark-tank-in-shape-software
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