Record Visibility in Shape
Team Management
Learn how teams work in Shape and how users collaborate across roles.
Record Visibility in Shape
This video explains how record visibility works in Shape and how roles determine which records users can see across the system. Record visibility gives you control over access to leads, applications, loans, referral partners, and more, ensuring users only see what makes sense for their role.
How Record Visibility Is Determined
Record visibility is controlled by user role. Admins have full visibility across all records, while other roles may only see records assigned to them. Shape includes best-practice defaults out of the box, but visibility is fully customizable so you can adjust it to match how your team operates.
Accessing Record Visibility Settings
Record visibility settings live under Settings > Users and Permissions > Record Visibility. From there, you’ll see all user roles listed alongside columns for each record type. This layout allows you to define different visibility rules for leads, applications, loans, referral partners, and more.
Assigned Records vs All Records
Each record type can be set to either Assigned Records Only or All Records. This allows you to support different workflow models.
Common use cases include:
- Shared lead pools where leads are visible until claimed
- Assigned-only visibility once records move further down the pipeline
- Restricted access for sensitive record types
This flexibility ensures visibility aligns with ownership and responsibility.
All Records Report Visibility
All Records visibility controls access to the All Records report, which combines every record type into a single list. This report is useful for bulk actions like email sends, data cleanup, or audits without navigating each record type individually. Limiting access here prevents unnecessary exposure while still supporting administrative workflows.
Master Search Visibility
Master Search follows record visibility rules by default. You can also allow users to search across all records without allowing them to open records they are not assigned to. This is useful when users need awareness without edit access.
Shared Inbox Visibility
Shared Inbox visibility controls what users can see across emails, texts, and calls. Some users may only need access to their assigned conversations, while managers or directors may need visibility across all records to oversee activity and performance.
Assigned Records Plus Referral Partners
One important option allows users to see assigned records plus all referral partners. This is helpful when referral partners are shared across the organization, but leads and accounts are owned individually. It ensures users can link records correctly without exposing unrelated data.
Why This Video Matters
Record visibility controls how information flows across your organization. When configured correctly, it balances transparency with security while supporting collaboration and accountability.
It helps you:
- Prevent unnecessary access
- Support shared and assigned workflows
- Protect sensitive data
- Improve operational clarity
- Scale access as teams grow
Record visibility ensures users see exactly what they need, no more and no less.
