Shape’s list pages are designed for flexibility and efficiency, giving you complete control over your contact management. Unlike other systems with limited columns and rigid functionality, Shape allows you to customize your view, streamline actions, and communicate seamlessly from a single interface.
This guide will walk you through how to maximize productivity using Shape’s list pages!
📌 List Page Overview: Why Shape is Different
✅ Fully customizable columns—Choose which fields to display and in what order.
✅ Quick actions—Update records, leave notes, and assign tasks directly from the list view.
✅ Built-in communication tools—Send emails, texts, and make calls without leaving the list page.
✅ Bulk actions & filtering—Manage multiple contacts at once and segment lists based on your needs.
🚀 No more constant navigation between pages—everything you need is right here!
🛠️ Quick Actions for Fast Workflows
Shape’s Quick Actions are located on the left side of the list view and allow you to work efficiently without opening a contact's full record.
🔹 📝 Notes—Click the speech bubble icon to quickly add a note to a record. Use voice dictation (microphone icon) to convert speech to text instantly.
🔹 ✅ Tasks—Click the checklist icon to create a task. Mention teammates using @name to assign tasks and send instant email notifications.
🔹 📅 Calendar Events—Click the calendar icon to schedule an event directly in Shape, which syncs with Google or Outlook calendars.
🚀 No need to switch tabs—Shape keeps your workflow smooth and uninterrupted!
📞 Calling, Texting, & Emailing from List Pages
💬 Send an Email:
✅ Click the email icon ✉️—A pop-up window will open to compose your message.
✅ Use templates from the dropdown to save time!
📞 Make a Call:
✅ Click the phone icon 📲—This opens your dialer slideout for seamless calling.
📩 Send a Text (SMS):
✅ Click the SMS icon 📩—Type your message directly from the list view.
✅ Use voice dictation (microphone icon) to transcribe your voice to text.
✅ Click the three dots in the text popup to access pre-written templates.
🚀 Communicate faster and smarter—without leaving your workflow!
📂 Selecting & Managing Records in Bulk
✅ Bulk Actions: Select multiple records using the checkmarks on the left-hand side. Then, use the bulk actions dropdown to:
✔️ Send bulk emails or texts
✔️ Change statuses
✔️ Assign tasks
✔️ Delete records (Admin Only)
🚀 Work smarter, not harder—handle multiple contacts in one action!
📅 Scheduling Bulk Emails & Texts
📌 Want to plan your outreach ahead of time?
✅ Select records and click the bulk actions dropdown.
✅ Choose "Send an email" or "Send an SMS."
✅ Two scheduling options:
✔️ Send Immediately—Messages go out right away.
✔️ Schedule for Later—Choose a future date/time for delivery.
🚀 Shape helps you plan your outreach in advance for maximum efficiency!
🗑️ Bulk Delete from List Pages (Admin Only)
🚨 Need to remove records? Use the bulk delete feature to clean up your lists.
✅ Select records, then click Bulk Actions → Delete Records.
✅ Deleted records can be restored within 90 days via the Deleted Records Report.
✅ Double-check your selections before deleting to avoid data loss!
📊 Managing & Customizing Columns
📌 Personalize your list views to show only the most relevant data!
✅ Click "Manage Columns" (top right of the list page).
✅ Add or remove columns based on your needs.
✅ Drag & drop columns to rearrange their order.
✅ Save your settings—this only affects your view, not others.
🚀 Focus on what matters most by customizing your list view!
🔎 Filtering Lists for Targeted Searches
✅ Preset Filters—Filter by:
✔️ Assigned user
✔️ Status
✔️ Source
✔️ Creation date
✅ Filters Stay Applied! Your selected filters persist even after logging out or refreshing.
✅ Clear Filters Anytime! Use the "Clear Filters" button to reset your list.
🚀 Find what you need instantly—without endless scrolling!
🔍 Advanced Custom Filters
📌 Need a more specific search?
✅ Click "Add Custom Filters" at the bottom of the filter popup.
✅ Choose the field (e.g., "Email").
✅ Select a filter type (e.g., "Is Empty").
✅ Click "Save Filter" → "View Results."
🚀 Drill down into your data with precision!
⚠️ Managing DNC, Unsubscribes, & Opt-Outs
📌 Easily segment contacts who have opted out of communication.
✅ Click "Add Opt-Out Filter" in the list view.
✅ Choose:
✔️ Do Not Contact (DNC)
✔️ SMS Opt-Out
✔️ Email Unsubscribe
✅ Filter to "Include" or "Exclude" these contacts based on your needs.
🚀 Stay compliant and respect customer preferences!
📥 Exporting Lists to CSV
📌 Need to download your contact data?
✅ Click "Export" on the list page.
✅ Ensure your columns are set correctly before exporting.
✅ Exports are available for 48 hours in the Reports tab.
✅ Large exports (3,000+ records) are processed overnight—you’ll receive an email notification when ready.
🚀 Extract and analyze your data effortlessly!
🧐 Why is My System Loading Slowly?
📌 Common causes of slow performance:
⚠️ Too many columns—Reduce unnecessary fields.
⚠️ Heavy bulk actions or imports—Wait for tasks to complete.
⚠️ Network issues—Check your internet connection.
💡 Need help? Contact support@setshape.com for troubleshooting.
✅ Pro Tips & FAQs
🔹 Green Checkmark Next to Phone Numbers?
📌 This means the contact was called today. Green checkmarks reset daily.
🔹 Can I See More Contacts Per Page?
📌 Database Views & Prioritized Views show a max of 50 contacts for optimal speed.
🔹 Bulk Record Updates?
📌 Export records → Update in Excel → Re-upload via the Bulk Update Page.
🔹 Searching for Contacts?
📌 Use the list page search bar (for filtered lists) OR the navigation bar search (for full database searches).
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