Searching and Finding Contacts in Shape
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Show users how to manage their day and stay organized in Shape.
Searching and Finding Contacts in Shape
Shape keeps all of your contacts in one centralized system, including brand new leads, referral partners, recruits, and existing contacts. This video walks through the different ways you can search for records so you can quickly find the right person without needing to remember where they sit in your pipeline.
Master Search Across All Records
The master search bar at the top of Shape allows you to search across all contact types at once. You can type in a name or identifier and instantly see matching results from across the system.
Search results include helpful context such as:
- Record type
- Current status
- Created date
- Last assigned user
If you have permission, you can open the record directly from the results and begin working it immediately.
Controlling What Fields Are Searchable
Not every data point in Shape is searchable by default. To keep search fast and accurate, only selected fields are indexed.
Admins can control searchable fields using Manage Search Rules, allowing you to:
- Decide which data points should be searchable
- Improve search performance
- Align search behavior with how your team actually works
This ensures users can find what they need without slowing the system down.
Searching Within List Views
Each list view includes its own search bar that only searches within that specific list, across all pages.
This is useful when:
- You know someone should be in a specific pipeline
- You want to confirm whether a record appears in a prioritized view
- You don’t want to leave your current workflow
The “View All” option also shows how many records are currently in the list.
Data Center Search for External Records
Some Shape systems include Data Center Search, commonly used for mailer or external data.
This search allows you to:
- Look up records by reference ID
- Search by last name or other identifiers
- Convert external records directly into your pipeline
When a record is converted, it is automatically assigned so you can begin working it right away.
Why This Video Matters
Knowing how to search effectively in Shape saves time and prevents missed opportunities. Whether you are responding to an inbound call, following up on a lead, or locating an older record, these tools ensure you can find the right contact quickly and take action without disrupting your workflow.
