Checklists in Shape
System Setup and Customization
Configure fields, roles, and layouts to match your workflow and business needs.
Checklists in Shape
Built-in accountability and automation for every record
Checklists in Shape help teams stay organized, consistent, and accountable as records move through your workflow. They live directly inside each record and make it easy to track what’s been completed, who completed it, and when it happened, without relying on memory or manual follow-up.
Where Checklists Live
Checklists are found in the productivity sidebar inside every record. They sit alongside notes and other tools and can be accessed with a single click. Each record can have multiple checklists stacked together, depending on what needs to be tracked at that stage.
Built-In Accountability
When a checklist item is completed, Shape automatically timestamps the action and records the user who checked it off. This creates a clear audit trail so managers and teammates can see progress without asking for updates or chasing confirmations.
Using Multiple Checklists
Shape supports multiple checklists per record, allowing different teams to track different responsibilities at the same time. Sales, account management, billing, and operations can each have their own checklist without interfering with one another.
Automations Triggered by Checklist Items
Checklist items can do more than track completion. When an item is checked, it can automatically trigger actions inside the system.
Common automation options include:
- Updating the record status
- Assigning a user or running distribution rules
- Sending emails or text messages
- Creating tasks or internal notifications
- Triggering outbound webhooks
This allows entire workflows to move forward with a single checkbox.
Managing Checklists in Settings
Checklists are managed in Settings under Custom Configuration. From there, admins can create new checklists, edit existing ones, reorder them, or remove ones that are no longer needed. Visibility can be controlled by department and record type so only relevant users see each checklist.
Customizing Checklist Items
Each checklist contains individual items that can be renamed, reordered, deleted, or added at any time. Items can be arranged to match the exact order of your real-world process so users always know what comes next.
Creating New Checklists
Admins can create brand new checklists by giving them a name, selecting which departments can see them, and choosing which record types they apply to. Once saved, checklist items can be built out and refined over time as workflows evolve.
Triggering Automation from Checklists
Checklist-based automation is configured using automated actions and triggers. When a specific checklist item is completed, Shape can immediately perform the action you define or delay it by a set amount of time. This allows checklists to actively drive your workflow instead of just documenting it.
Why This Video Matters
Checklists turn routine steps into structured, trackable workflows. They reduce manual follow-up, eliminate guesswork, and ensure nothing slips through the cracks. When combined with automation, checklists become a powerful way to move records forward consistently without relying on memory, reminders, or extra management effort.
