Creating Custom List Segments and Quick Reports in Shape
Contact Management
Understand how to track, update, and work every contact and file.
Creating Custom List Segments and Quick Reports in Shape
Shape gives you a full library of pre-built dashboards, pipelines, and reports, but sometimes you need a custom slice of data that fits your exact workflow. Whether you're tracking application progress, building a newsletter segment, or pulling a list for a manager review, Shape makes it simple to create your own lists and save them for future use.
Below is a walkthrough of how to build these segments, why they matter, and how teams use them every day.
Why Custom List Segments Matter
Custom lists help you quickly answer questions that come up in daily production, team management, and marketing follow-up. They remove the headache of digging through spreadsheets, and let you reuse lists whenever you need them.
Teams use custom segments to:
- Monitor where borrowers stand in their application journey
- Build one-click marketing audiences for email or text blasts
- Track engagement, such as recent application activity or communication history
- Pull manager-ready reports without exporting data
- Save repeatable lists so you don’t rebuild them every time you need a filter
Starting From the All Records View
The All Records view includes everything in your database, making it an easy place to drill into a specific subset of contacts.
From here, you can filter the list and quickly turn it into something meaningful.
Using Filters to Create a Custom Segment
Step 1: Apply pre-built filters
You can use any of Shape’s existing filters to narrow down your list.
Example:
- Select Application Completed
- Or combine multiple statuses for a broader view
Step 2: Add custom field filters
If you want something more tailored, use custom field filters to pinpoint exactly what you're looking for:
- Application sent date
- Application started date
- Property type
- Loan purpose
- Tags or custom data points
Once you press Apply, Shape refreshes the list with only the contacts who match your criteria.
Adjusting Columns to Show the Data You Care About
Custom segments become even more useful when paired with the right columns.
You can:
- Add relevant milestones (Application Sent, Started, Completed)
- Reorder columns to match your workflow
- Remove clutter so the list shows only what matters
This gives you a simple, manager-friendly view for reviewing progress or spotting delays.
Saving Your List for Future Use
If you like what you’ve built, Shape lets you save it in one click.
How to save your filtered list:
- 1. Open Filters
- 2. Select Save Filtered List
- 3. Give it a clear name
- Example: Applications In Progress
Now your custom list becomes a reusable segment you can return to anytime without rebuilding it from scratch.
You can also:
- Share saved lists with teammates
- Delete lists you no longer use
Common Ways Teams Use Custom Lists
For loan officers
- Track all applications currently in progress
- Pull a quick “needs follow-up” list based on status or dates
- Build targeted outreach lists for rate updates, re-engagement, or milestones
For marketing teams
- Segment contacts for newsletters, event announcements, or promotions
- Create lists of borrowers who opened an email or clicked a link
- Build custom remarketing audiences with tags or sources
For managers
- See where bottlenecks are in the pipeline
- Monitor team activity using filtered views
- Pull custom performance snapshots without exporting spreadsheets
Wrap Up
Custom list segments turn your database into something you can actually use in real time. Whether you're checking loan movement, planning a campaign, or reviewing application progress, Shape gives you the flexibility to slice your data however you need.
If you’d like help setting up custom segments or reports, our team is here to help.
