Table of Contents
Support Guide
Using the All Records List Page in Shape Software
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Shape Software
Learn how to use the All Records list page in Shape Software to search, filter, manage, and update all contact records from a single location. Includes filtering, Bulk Actions, exports, saved views, FAQs, and best practices.
All Records List Page in Shape Software
Managing records across multiple contact types can make it difficult to quickly locate the information you need. Instead of switching between separate list pages, the All Records list page provides a single view of every contact record you have permission to access.
Whether you're searching for a specific contact, updating records in bulk, exporting data, or building custom list views, the All Records page gives you one centralized location to work across your database.
The All Records page functions like any other Shape Software list page, so you can continue using familiar features such as filtering, Quick Actions, Bulk Actions, saved views, exports, and customizable columns.
What's New?
The All Records list page is now available directly from the Leads dropdown in the top navigation.
Previously, users needed to navigate directly to the All Records report to access it. Adding this shortcut makes it faster to search and manage records across all contact types without first opening an individual record list.
What Is the All Records List Page?
The All Records list page combines all contact record types that you have permission to view into a single list.
Rather than navigating between multiple record type list pages, you can work from one centralized location while still filtering the results however you need.
Because Shape Software supports multiple industries, the available record types vary depending on your organization's configuration and enabled features.
Only records you have permission to access will appear on the All Records list page.
Why Use the All Records List Page?
The All Records page is ideal anytime you need to work across multiple record types instead of viewing just one.
Common uses include:
- Finding a record when you aren't sure which record type it belongs to.
- Searching across your database from a single list page.
- Running Bulk Actions across multiple record types.
- Building custom filtered views.
- Exporting records.
- Managing records without switching between multiple list pages.
If you're only working with a single record type, its dedicated list page may still be the better choice. However, when your work spans multiple record types, the All Records page provides a more efficient workflow.
Accessing the All Records List Page
To open the All Records list page:
1.
Select Leads from the top navigation.
2.
Choose See All Records
The All Records page opens as a standard Shape Software list page, giving you access to the same tools and functionality you're already familiar with.
Features Available on the All Records List Page
The All Records page supports many of the same features available on other list pages throughout Shape Software.
Depending on your permissions, you can:
- Open records.
- Use Quick Actions.
- Run Bulk Actions.
- Filter records.
- Customize displayed columns.
- Save custom views.
- Export records.
This allows you to manage your records without sacrificing any of the functionality available on individual list pages.
Filtering Records
The All Records page supports the standard Shape Software filtering system.
You can combine filters to quickly narrow your results based on the information you're looking for.
Depending on your organization's configuration, available filters may include:
- Record Type
- Status
- Assigned User
- Date
- Tags
- Source
- Custom Fields
- And many additional filter options
Combining filters allows you to create highly targeted lists while still working from a single page.
Searching Records
There are two ways to search within Shape Software, and it's important to understand the difference.
Master Search
The Master Search in the top navigation searches across your records regardless of which list page you're currently viewing.
Use Master Search when you're trying to locate a specific record as quickly as possible.
List Page Search
The search bar on the All Records list page searches only within the records currently displayed.
If you've applied filters, the search results are limited to those filtered records.
For example:
- Searching for "John" on an unfiltered All Records page searches all displayed records.
- Searching for "John" after filtering to records assigned to a specific user only searches within those filtered results.
If you can't find a record, review your active filters or use the Master Search instead.
Permissions
The All Records page respects your existing user permissions.
Only records you have permission to view will appear in the list.
If you don't have access to certain record types elsewhere in Shape Software, those records will not appear on the All Records page.
What Isn't Included?
The All Records page only displays active records that you have permission to access.
Archived or deleted records are not included.
Best Practices
- Use the All Records page when you aren't sure which record type contains the record you're looking for.
- Save frequently used filters as custom views for quick access.
- Use Bulk Actions to update multiple records without switching between list pages.
- Review active filters if expected records aren't appearing.
- Use the Master Search when you need to search your database without regard to the current list page filters.
Frequently Asked Questions
Does the All Records page replace my other list pages?
No. Individual record type list pages remain available and are often the best choice when you're working exclusively with one type of record. The All Records page simply provides a convenient way to view and manage records across multiple record types.
Can I customize my columns?
Yes. Like other Shape Software list pages, you can customize the displayed columns and save your preferred layout as a custom view.
Can I run Bulk Actions?
Yes. Bulk Actions are fully supported on the All Records page, subject to your user permissions and enabled features.
Can I use Quick Actions?
Yes. Quick Actions work the same way they do on other supported list pages.
Can I export records?
Yes. You can export records from the All Records page just as you would from other list pages.
Why can't I find a record?
First, check for any active filters on the All Records page, as they may be limiting your results. If you're still unable to locate the record, try using the Master Search in the top navigation, which searches across your records regardless of the current list page or filters.
Can I save custom views?
Yes. You can save customized views with your preferred filters, columns, and sorting to quickly return to frequently used record lists.
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