What Should I Know About Archiving Leads and Deals in Pipedrive?
Archiving leads and deals in Pipedrive is a useful feature for managing your data and keeping your workspace organized. This article provides an overview of how archiving works, its differences from deleting, its impact on associated data, and best practices for managing archived items.
Overview of Archiving in Pipedrive
Archiving is a manual action in Pipedrive that allows you to remove inactive leads or deals from your active view without permanently deleting them. Archived items are stored in the archived tab, where they remain accessible for reference but cannot be edited unless unarchived. This feature helps keep your workspace focused and improves system performance.
Differences Between Archiving and Deleting
Archiving: Retains historical data and associated information (e.g., activities, notes, and conversation history). Archived items are not visible in the active view but can be restored at any time.
Deleting: Permanently removes leads, deals, or contacts from your data. Deleted items cannot be retrieved and are no longer counted in your records.
Impact of Archiving on Associated Data
Activities and Notes: Activities, notes, and deal details remain linked to archived items but become inactive. To update these, you must unarchive the item first.
Email Conversations: Email conversations remain in the person’s history even if the associated deal or lead is archived.
Visibility: Archived deals remain associated with the person but are not accessible from the person’s profile. Additionally, API changes do not work on archived items.
Editing and Restoring Archived Items
Archived items cannot be edited directly. To make changes, you must first unarchive the item. To restore archived deals:
Navigate to the Archive in your Deals view.
Create a filter to locate the deals you want to restore.
Select the deals and choose the option to remove them from the archive.
Best Practices for Archiving
Archive only items that are no longer in use or have been lost to avoid disrupting active work.
Use archiving to declutter your active view while retaining historical data for future reference.
Regularly review archived items to ensure they are still relevant and restore any that were archived by mistake.
By understanding and utilizing the archiving feature effectively, you can maintain an organized and efficient workspace in Pipedrive.