Updating Data in Bulk With Shape’s Bulk Record Update Tool
Contact Management
Understand how to track, update, and work every contact and file.
Updating Data in Bulk With Shape’s Bulk Record Update Tool
Good data management matters, especially when you’re working inside a large database. There are times when it’s faster and cleaner to update records in a spreadsheet rather than editing each one manually. Shape’s Bulk Record Update tool gives you a safe, controlled way to make those updates and push them back into the CRM.
This video covers when to use a bulk update, how to prepare your file, and the exact steps to complete the process.
When to Use Bulk Record Update
Bulk updates are helpful when:
- A field is missing values across many records
- You need to adjust data in one or more fields in a consistent way
- You want to clean up legacy or imported data
- You’d like to use spreadsheet logic (copy/paste, formulas, etc.) to correct or fill fields
The example shown in the video updates mailing addresses using the property address info already stored in Shape.
Step 1: Export the Data You Want to Update
Start from the list or view that contains the records you want to modify. Before exporting, make sure you include:
The most important column: Lead ID
Lead ID is the unique identifier that Shape uses to match your spreadsheet rows back to the correct record. Without it, the update cannot be applied.
You don’t need to export every field, but the Lead ID must always be there.
Once exported, download the CSV from your Export Report page.
Step 2: Update Your Spreadsheet
Open your CSV and make your changes.
The example in the video:
Copying Property City/State/Zip into empty Mailing City/State/Zip fields.
Best practices inside your spreadsheet
- Only keep the Lead ID column and the columns you want to update
- Delete any rows you’re not updating
- Clean up unused or unrelated fields
- Confirm your header names clearly reflect the fields you’re mapping
Keeping the file tidy prevents mistakes and makes mapping much easier.
Once your updates are complete, save the file as a CSV.
Step 3: Upload Through Bulk Record Update
Go to:
Settings → Bulk Record Update
Drag your CSV into the upload area.
You’ll then map each column:
- Lead ID → Lead ID
- Mailing City → Mailing City
- Mailing State → Mailing State
- Mailing Zip → Mailing Zip
After mapping, confirm the update.
Step 4: Review the Bulk Update Report
After confirming the update, Shape generates a Bulk Record Update Report.
From here you can:
- Track progress
- See completion status
- Identify any rows that failed to update (rare, but possible if formatting is off)
For small updates, the process completes almost immediately.
Step 5: Spot Check Your Records
Once complete, pull up a few records by:
- Searching for their Lead IDs
- Reviewing the fields you updated
In the video, the updated Mailing City/State/Zip fields now appear correctly on the lead’s Application tab.
Spot checking helps confirm everything applied correctly.
Why Bulk Updates Matter
Bulk Record Update saves time and helps keep your database clean. Instead of manually editing dozens or hundreds of records, you can:
- Fix fields in minutes
- Standardize data
- Clean up old or imported records
- Maintain accurate reporting
- Improve automation and assignment rules dependent on clean fields
If you work with large data sets or frequent imports, this tool becomes especially valuable.
If you ever need help preparing your file or want us to review your data before updating, Shape’s support team is here to help.
