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Archive deals and leads

YS
Yssel Salas, April 8, 2025

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

  • No activity or updates in the past 6–12 months

  • No upcoming tasks or expected follow-ups

2. Closed or stale

  • Lost deals or cold leads that won’t be revisited

  • Won deals that have been delivered and completed

  • Disqualified leads

3. Low-priority or low-value

  • Deals or leads from past campaigns, experiments, or exploratory work

  • Not aligned with current business goals

4. For record-keeping

  • 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:

  • Deals retain their previous status (Open, Won, or Lost)

  • The archive status is set to “Archived” and a timestamp is added

  • Automations and webhooks that depend on record changes may be triggered

Automations

Note: The Automations feature is only available on Advanced and higher plans.

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”.

Note: If a deal’s pipeline or stage no longer exists, the deal won't show in any pipeline until a pipeline and stage are assigned.

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
Note: Your company account can have up to 300,000 archived leads and deals combined.

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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