Statuses in Shape CRM help you track, automate, and manage workflows effectively. They serve as labels that represent the current stage of a record in your pipeline—whether it’s a lead, deal, or customer.
By using statuses, you can:
✅ Track progress across different departments.
✅ Automate actions based on status changes.
✅ Improve communication among team members.
✅ Organize workflows for efficiency and accuracy.
🚀 Let’s explore how statuses work and how to customize them for your business!
🔍 What Are Statuses?
📌 Statuses categorize and track records in your CRM. For example:
✔️ Leads → “New Lead” → “Contacted” → “Qualified” → “Converted”
✔️ Deals → “Proposal Sent” → “Negotiation” → “Closed Won”
✔️ Support Cases → “Open” → “In Progress” → “Resolved”
Shape allows custom status configurations to match your workflow, but it also comes pre-configured with industry best practices to minimize setup time.
🔄 What’s Unique About Shape’s Status System?
Unlike other CRMs, Shape allows multiple statuses per record! 🏆
📌 Why is this powerful?
✅ A record can have multiple active statuses (e.g., "Contract Signed" in Sales and "Payment Received" in Billing).
✅ This eliminates bottlenecks and allows different teams to track progress simultaneously.
✅ Enables custom automations—for example, a record in both "Contract Signed" and "Payment Received" can trigger an account creation process automatically.
🚀 More flexibility = More efficiency!
🎯 Why Are Statuses Important?
📌 Statuses drive automation & efficiency!
⚙️ Automate Workflows—Trigger actions like emails, task assignments, and follow-ups based on status changes.
📢 Improve Communication—Keep your team informed about where a lead or deal stands.
📈 Track Performance—Monitor records in each stage and identify bottlenecks.
🎨 Customize Your CRM—Align statuses with your specific processes.
🚀 Boost Productivity—Reduce manual updates and automate repetitive tasks.
🛠️ Managing Statuses in Shape
🗑️ Can I Delete Statuses?
🚨 No, statuses cannot be deleted directly in Shape to prevent accidental disruptions in workflows and automation.
📌 What if I want to remove a status?
✔️ Contact Shape Support for assistance.
✔️ Remove associated drip campaigns so records don’t continue receiving automated messages.
📌 Customizing Statuses in Shape
📌 Custom Statuses in Prioritized Views
Want a custom status to appear in a prioritized view? Follow these steps:
✅ Go to "Prioritization Rules" in Settings.
✅ Click "Add Rule" → Name the rule.
✅ Define included/excluded statuses, sources, and tags.
✅ Drag and drop the rule to set its priority.
🚀 Now, your prioritized list will show records with your custom statuses!
📊 Adding Status Columns to List Views
📌 Easily track statuses from your list pages!
✅ Click "Manage Columns" (top-right of the list view).
✅ Search for your status list or specific status.
✅ Add it to your view to see statuses for each record.
📌 Pro Tip: Selecting a status list will show a dropdown, while choosing a specific status will display the date & time it was reached.
🚀 Customize your list for faster decision-making!
📌 Creating & Managing Custom Status Lists
Want custom statuses tailored to your business? Follow these steps:
✅ Go to "Manage Statuses" in Settings.
✅ Click "Create New Status List".
✅ Assign it to specific departments (optional).
✅ Add statuses & assign colors for quick visibility.
✅ Save & Apply changes.
📌 To add a new status to an existing list:
✅ Open the status list → Click "Add Status" → Reorder as needed.
🚀 Custom statuses help track progress more accurately!
📌 Setting Required Fields for Status Changes
Ensure critical data is captured before progressing a record! 📌
✅ Click the arrow up-down icon next to a status.
✅ Select fields that must be completed before status change.
✅ Save changes.
📌 If a required field is missing, Shape will highlight it in red and prevent the status update.
🚀 This keeps your data clean and complete!
📌 Filtering Status Dropdowns & Call Outcomes
📌 Ensure users only select appropriate statuses or call outcomes.
✅ Status Filtering—Restrict which statuses appear based on the current status.
✅ Call Outcome Filtering—Limit available call outcomes to only relevant choices.
🚀 This improves accuracy and eliminates human error!
📌 Statuses & Opt-Outs (DNC, SMS, Email Unsubscribes)
📌 Statuses control opt-out preferences to ensure compliance!
✅ Marketing Status: Every Shape system has a "Marketing Status" to manage opt-outs.
✅ Opt-Out Toggles: Located at the bottom of the status dropdown for calls, texts, and emails.
✅ Do Not Call (DNC): Activating this disables all communication for that record.
✅ SMS Opt-Out: Any STOP reply automatically removes the record from text messaging.
✅ Email Unsubscribe: Every Shape email includes an unsubscribe link. Clicking it removes the recipient from future emails.
🚀 Stay compliant and respect communication preferences!
📌 Status Tracking & Reporting
📊 Want detailed insights? Use these reports!
✅ User Status Tracking Report—Monitor user performance by status conversion rates.
✅ Status Tracker Report—Evaluate marketing source effectiveness by tracking lead progress.
✅ List Page Status Columns—See lead data and statuses at a glance.
✅ Monitoring Tab in Records—View a history of all status changes (dates, times, and users).
🚀 Use these tools to refine your strategies and improve efficiency!
📌 Content Tags & Labels
📝 Content Tags
🔹 statuses
🔹 lead tracking
🔹 CRM automation
🔹 workflow management
🔹 status customization
🏷️ Labels
✅ CRM settings
✅ automation rules
✅ data tracking
✅ Shape CRM
🚀 Now you’re ready to master statuses in Shape and optimize your workflow! 🎯
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