How can I clean up my account and free up space?
Your database is one of the most valuable resources within your company. However, over time some information is bound to become outdated, and failing to maintain the health and quality of your database can cost your company money and clients.
Regular maintenance of your database increases efficiency and lets you achieve higher conversion rates, so here are some tips to help free up space and keep your account running smoothly.
Deleting items
The most effective way to free up space in your account is to delete data that isn’t necessary anymore. You can delete individual items in their detail views, or in bulk using the list view.
Deleting with the detail view
To delete a single item in Pipedrive (lead, deal, contact, product, project,) go to the detail view and click ”...“ > Delete.
Deleting with the list view
If you want to delete an activity, or delete items in bulk, go to your list view and select the items you want to delete then click the trash can icon.
You can create and apply filters in the list view if you want to specify which items to delete, rather than selecting them individually.
Deleting custom fields and reports
Custom fields and reports are both impacted by usage limits, so knowing how to delete them is important for storage management.
Custom fields
Go to Settings > Data fields, find the desired field and click ”...“ > Delete.
Reports
Go to your Insights, select the desired report and click ”...“ > Remove from your reports.
Managing deals
There are some actions available for deals related to data management that other items don’t have. This can be important, especially since the number of open deals you can have is impacted by usage limits.
Converting deals to leads
If you have an excess of open deals in your account and need to remove some to make room for new deals, you can move those deals into your Leads inbox.
You can do this in two ways:
- from the deal detail view
- from the list view
Reopening deals
If you’ve deleted deals and want to add them back into your account, start by applying the filter for all deleted deals.
Then select the desired deal and, in the detail view, click ”Reopen.“
Deal status
Keeping won and lost deals open affects your reports and statistics since they’re counted toward your deal storage.
If your deals were already won or lost, we recommend marking them accordingly. You can do this in two different ways:
- Detail view
- List view
Managing duplicates
Another great way to streamline your data and free up space is to remove or merge duplicates.
Detail view merging
Deals and contacts can be merged in the detail view by clicking ”...“ > Merge.
Type the name of the deal or contact you want to merge with, or the first few letters to see the autofill options.
After you select an item to merge with, choose which item will continue to exist in your account by using the keep this data bubble, then click ”Preview.“
You‘ll see a preview of your new item, including the data that’s been merged into it.
For example, this deal didn’t have any linked activities before, but now it has one from the other deal.
Click ”Merge“ to confirm the changes.
Merge duplicates tool
You can also merge contacts by going to Tools and apps > Merge duplicates.
After you click ”Preview,“ you’ll be taken to the same preview window as the detail view merge tool.
Notes
You can use notes in place of custom fields to save space as well.
For example, rather than creating a text custom field for client description, you can add that information as a note.
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