Multi-Object Record Assignment in Shape CRM
Lead Management and Routing
Learn how leads enter Shape, get organized, & move through your workflow.
Multi-Object Record Assignment in Shape CRM
How Multi-Object Access Helps Your Team Work Smarter
Why Record Assignment Matters
Record assignment in Shape controls who can see, open, work, and update a record. Because Shape is a multi-object database, multiple people can be assigned to and actively work the same record at the same time. This creates smoother workflows, better collaboration, and none of the “passing the file back and forth” issues that happen in single-object CRMs.
This becomes especially helpful for:
- Loan officers, processors, LOAs, and assistants who all touch the same file
- Insurance teams with shared pipelines
- Sales + onboarding teams working together
- Managers who need visibility without blocking users from working
What Makes Shape Different (and Better)
Some CRMs lock a record when someone is editing it or require one active owner at a time. Shape doesn’t. Your team can collaborate without restrictions. No delays. No access issues. And no lost work.
How to Assign Users to a Record
1. View Assigned Users
In any lead, application, loan, or contact record:
- Look at the top right
- You’ll see each assigned user and their department
This shows who can work the file and what role they’re assigned under.
2. Manually Reassign a Record
If you need to change assignment:
- 1. Click the assignment dropdown
- 2. Select the user(s)
- 3. Choose the correct department
- 4. It’ll save the selection automatically
Only assigned users (and their managers, depending on visibility settings) will have access to open or search for the record.
How Assignment Works With Automation
Distribution Rules
Most teams use distribution rules so Shape assigns new leads automatically.
For example:
- A buyer lead may route to the “Loan Officer” department
- A referral partner lead may route to “Business Development”
- An inbound call could route to the “SDR” team
Assignment happens instantly based on:
- Department
- State licensing
- Source filtering
- Quickfire Connect
- Round-robin rules
- Custom filters
This ensures the right person gets the right record the moment it enters the CRM.
Managing Users & Departments
1. Check a User’s Assigned Department
Go to: Settings → Manage Users
You’ll see:
- Each user
- Their department(s)
- Whether they’re eligible for assignment
Many users belong to more than one department (ex. Sales + Billing). Shape supports this easily.
2. Adjust a User’s Department
- 1. Click the three dots next to their name
- 2. Choose Edit
- 3. Update the department selections
- 4. Save
This controls all role-based assignment, views, and permissions.
3. Create or Edit Departments
Go to: Settings → Manage Departments
You can:
- Add new departments
- Remove unused ones
- Specify workflow tab views and tools available for each group
This helps assignment stay organized as teams grow or roles change.
When You’d Use Record Assignment
Common real-world examples:
- Loan officer + LOA + processor all working the same borrower record
- Inside sales takes the lead first, then passes to outside sales while everyone still has access
- Onboarding team and success team collaborate on the same client file
- Managers monitor files without blocking active users
- Specialists (credit, underwriting, HR, billing) access records only when assigned
Multi-object access keeps teams in sync and removes friction.
