Bulk Actions in Shape
Daily Workflow Basics
Show users how to manage their day and stay organized in Shape.
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Bulk Actions in Shape
Efficiently managing multiple records at once is essential for staying productive, and bulk actions in Shape are designed to help you do exactly that. This video walks through how to use bulk actions from List Views to save time, reduce repetitive work, and confidently make changes across many records at once.
What Bulk Actions Are
Bulk actions allow you to take the same action across multiple records simultaneously instead of working through them one by one. From any List View, you can select records and perform actions like sending emails or texts, updating statuses, assigning owners, or cleaning up data. This is especially useful when working large lists or managing high-volume workflows.
Selecting Records in Bulk
You can select records in several flexible ways depending on your goal and the size of your list:
- Select individual records by checking their boxes
- Select records on the current page only
- Select specific page ranges (for example, pages 1–3)
- Select the entire list, up to 5,000 records at once
Once selected, Shape clearly shows how many records are included so you always know the scope of your action.
Available Bulk Actions
After selecting records, the Bulk Actions menu gives you access to a wide range of actions, depending on your permissions. Common bulk actions include:
- Sending emails, texts, or MMS messages
- Assigning records to users, teams, or round-robin distribution
- Changing record statuses or sources
- Adding or removing tags
- Creating tasks or notes
- Converting record types
- Opting records out of communications
- Triggering webhooks or adding records to segments
- Deleting records in bulk
These options allow you to make meaningful updates across your database in just a few clicks.
Permissions and Access
Some bulk actions may appear grayed out based on your role permissions. If you can’t select a specific action, it simply means your role doesn’t currently allow it. In those cases, reach out to your system admin to discuss updating permissions if the action is appropriate for your responsibilities.
Tracking and Canceling Bulk Actions
Every bulk action is logged in the Bulk Actions Report, which you can find under Reports in Contact Management. This report shows what action was taken, who initiated it, when it occurred, how many records were involved, and whether the action completed, failed, or is still processing. An important safeguard is that bulk actions can be canceled while they’re still processing. If you realize a mistake, such as choosing the wrong status, you can cancel the action before it fully completes.
Why This Video Matters
Bulk actions are one of the fastest ways to stay efficient inside Shape. They reduce manual work, help prevent repetitive tasks, and give you confidence when managing large groups of records. When used intentionally, bulk actions keep your database clean, your communication consistent, and your day-to-day workflow moving quickly without sacrificing control.
