Notes in Shape
Getting Started
Show users how to manage their day and stay organized in Shape.
Notes in Shape
Notes are a powerful internal collaboration tool that help keep everyone aligned on conversations, progress, and next steps across every contact record. Because Shape supports multiple users and departments working on the same record, notes ensure context is never lost and teams stay informed without relying on outside tools.
Using Notes for Internal Communication
Notes allow team members to document conversations, updates, and important details directly within a contact record. This creates a shared source of truth that reduces internal back-and-forth and keeps everyone working from the same information.
Notes are especially useful when multiple departments or roles are involved in the same lead, ensuring visibility into what has already happened and what still needs attention.
Note Types and Customization
Each note can be assigned a note type to clarify its purpose and importance. These types are fully customizable and help standardize how information is logged across your team.
Common note types include:
- Phone calls
- Important updates
- Follow-ups
- Progress notes
- General communication
Note types can be reordered, renamed, recolored, removed, or expanded by navigating to system preferences and managing note types.
Note Mentions for Team Collaboration
Notes support user mentions, making it easy to loop teammates into specific updates without leaving the platform. Mentioning a user sends them an email notification with the full context of the note.
Note mentions allow you to:
- Notify teammates instantly
- Share context without separate messages
- Keep collaboration centralized within the record
This eliminates the need to copy information into chat tools or email threads.
Note History and Pinned Notes
Notes include built-in history tracking so important information is easy to find over time. Users can view recent notes or reference pinned notes that stay visible at the top of the record.
Pinned notes are useful for:
- Key reminders
- Ongoing issues
- Important account context
Pinned notes can be unpinned at any time by the user who pinned them.
Accessing Notes from List Views
Notes can be accessed directly from list views without opening individual records. This allows users to quickly review history or add updates while working through pipelines.
From list views, users can:
- View full note history
- Add new notes
- Save time navigating between records
Bulk Notes for Efficiency
Notes can also be added in bulk across multiple records at once. This is helpful when applying the same update or communication note to many contacts.
Bulk notes allow you to:
- Select multiple records
- Apply a consistent note type
- Add updates quickly and efficiently
Why This Video Matters
Notes play a critical role in keeping teams aligned, informed, and efficient. By centralizing communication, supporting mentions, and providing visibility across departments, Shape ensures nothing falls through the cracks and everyone stays on the same page as records move through the pipeline.
