Archive deals and leads
As your sales data grows, keeping your workspace clean and efficient becomes more important.
Archiving lets you remove inactive leads and deals from your active view without losing historical data, helping you stay focused and improve system performance.
When to archive leads and deals
You can archive any deal or lead that is no longer actively managed. Here are common scenarios:
1. Inactive for a long time
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No activity or updates in the past 6–12 months
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No upcoming tasks or expected follow-ups
2. Closed or stale
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Lost deals or cold leads that won’t be revisited
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Won deals that have been delivered and completed
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Disqualified leads
3. Low-priority or low-value
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Deals or leads from past campaigns, experiments, or exploratory work
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Not aligned with current business goals
4. For record-keeping
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Items kept for compliance, audits, or reporting that don’t need to be visible in your main workspace
How to archive leads and deals
Archive individually
In a deal or lead detail view, click Archive from the “...” menu (for deals) or button (for leads).
In the list view (for deals only), click on the ”...” button followed by ”Archive”.
Archive in bulk
In the leads or deals list view, select multiple items and click Archive.
Or update the Archive status field via the bulk edit drawer.
When archived:
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Deals retain their previous status (Open, Won, or Lost)
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The archive status is set to “Archived” and a timestamp is added
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Automations and webhooks that depend on record changes may be triggered
Automations
The archive status can be used within automations either as a condition or action.
Examples:
Trigger automations when items are archived or unarchived - Use changes to the “Archived status” field to trigger follow-up actions (e.g., notify a user or log the change)
Automatically archive stale deals or leads – Set up automations to archive items after a period of inactivity (e.g., no updates or activities in the last 3 months or 1 month after winning/losing a deal)
Add changes to deals once they're archived
View archived items
Archived leads and deals are accessible throughout Pipedrive and marked with an “Archived” indicator.
Deals
In the Deals list view, open the Archive tab.
And as linked items in persons, organizations, activities, projects, sales inbox, products and hover cards.
Leads
In the Leads list view, open the Archive tab.
And as linked items in the person detail view, the activity detail view and the sales inbox.
Unarchive individually
In the detail view, click ”Unarchive”.
Unarchive in bulk
In the archived items list view, select multiple items and click ”Unarchive”.
What actions are restricted for archived items?
To maintain data integrity and performance, the following actions are limited:
Editing | Can't change title, value, stage, owner, or custom fields |
Linking | Can't link new activities, calls, or contacts |
Conversion | Leads can’t be converted to deals; deals can’t be merged |
Viewing | Hidden from most list views and pipeline views |
API | Not returned in standard list endpoints. New endpoints are available |
What actions are allowed on archived items?
You can still manage archived items in the following ways:
Add/edit notes | Including comments and mentions |
Send/link emails | Group or single emails
Note: BCC supported |
Export | From list views |
Duplicate | Create copies of archived items |
Edit data | Visibility group, followers (deals), participants, “Seen” status (leads) |
Search results | Archived items will show in search results |
Filters | Supported in list views and across entities (e.g. filtering organizations based on linked archived deals) |
Insights | Reporting supported using fields like “Archive status” and “Archived on” |
User permissions for archived items
Action | Required permission |
Archive/unarchive own items | Always allowed |
Archive others’ items | Requires "Edit deals owned by others" permission |
View archived items | Follows standard visibility rules |
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