Tasks and Task Automation in Shape
Daily Workflow Basics
Show users how to manage their day and stay organized in Shape.
25% Progress
Tasks and Task Automation in Shape
Shape includes a fully built-in task manager designed to help users stay organized, accountable, and on track throughout the day. This video walks through how tasks work inside Shape, how to customize your task views, and how to automate task creation so nothing slips through the cracks.
What Tasks Are Used For
Tasks are internal reminders that help you manage follow-ups, calls, to-dos, and next steps tied to your records or general work. If someone asks for a callback later or you need to complete an internal step, tasks ensure you stay accountable without relying on memory or external tools.
Where to Access Tasks
You can access tasks in several places depending on how you prefer to work:
- The task icon in the top navigation bar
- The productivity sidebar on the right side of a record
- The Task Manager itself, which supports both list view and board view
List view offers a familiar CRM-style layout, while board view provides a drag-and-drop experience similar to tools like Trello.
Task Views and Statuses
Tasks can be viewed and managed using different statuses such as Not Started, In Progress, Waiting, On Hold, and Completed. These statuses are fully customizable based on your permissions and can be adjusted under Project Management in Settings. Moving a task to Completed automatically removes it from your active workload and keeps everything organized.
Customizing Task Columns
You control what information appears in your task list. Columns like status, contact, task details, and due date can be added or removed, and additional fields such as mobile phone numbers can be included. This allows you to call or text directly from the task manager without opening the record.
Editing and Managing Tasks
From the task manager, you can open, edit, or delete tasks at any time. You can update due dates, change who the task is assigned to, link it to a record, update the task description, or adjust its status. Task history also shows who created the task and what changes have been made.
Creating Tasks and Using Templates
New tasks can be created directly from the task manager or from within a record. Task templates allow you to predefine common tasks so you do not have to retype the same information repeatedly. Templates can set:
- Task title and description
- Priority level
- Assigned user or role
- Default status
- Due date timing
Templates make task creation faster and more consistent across your team.
Mentioning Users in Tasks
You can mention other users inside a task by typing “@” followed by their name. This assigns them to the task and sends them an email notification so they stay informed without needing separate messages or external tools.
Automating Task Creation with Triggers
Tasks can be created automatically using triggers. For example, when a record status changes to Attempting Contact, Shape can automatically create a follow-up task using a task template. Triggers can run immediately or after a delay and help ensure consistent follow-up without manual effort.
Automating Tasks with Drip Campaigns
Tasks can also be added as steps inside drip campaigns. When a campaign reaches a certain day or step, Shape can automatically create a task for the assigned user. This ensures follow-ups happen at the right time during the customer journey without anyone needing to track dates manually.
Why This Video Matters
Tasks are more than reminders in Shape. They act as a built-in accountability system that keeps follow-ups consistent and visible. When combined with automation, tasks turn Shape into a proactive assistant that creates work for you at the right moments, helping your team stay organized, responsive, and focused without added overhead.
