Knowledge Base

Adding Leads
Sorting and filtering your leads
Viewing lead details
Converting leads to deals
Additional leads functions

Leads Inbox

Jenny Takahara, November 22, 2022

In the early stages of your lead generation process, you may find yourself with a lot of potential deals sitting in the early stages of your pipeline, not ready to move forward through the sales process but also not cold enough to be lost or deleted. This can cause a lot of clutter in your workspace and can distract you from focusing on the deals that need your immediate attention.

Pipedrive's Leads Inbox is a separate inbox to keep your prequalified leads in before they become deals. Once you decide which leads can be qualified, you can easily convert them to deals and add them directly into your pipeline to start your sales process.

leads inbox

Adding Leads

Note: Leads will be visible to all users in your company account, regardless of their role or visibility group.

To access the Leads Inbox, select the Leads tab > Leads Inbox.

Leads can be added through spreadsheet import, by clicking the "Add lead" button, or via LeadBooster. You can read more about how to import leads in this article.
To quickly add leads one at a time or from a spreadsheet, click on the "Add lead" button in your Leads Inbox. A lead will always need to be linked to a person or organization in Pipedrive.

When adding a lead through the Add lead dialog, all fields are optional except either the Organization name or the Person name. Your new lead must be linked to a contact. Through the Add lead modal, you can link your lead to an existing contact or add a new contact.


Sorting and filtering your leads

The Leads Inbox screen will display the title, activity status, label(s), source, creation date and owner (or team) of your existing leads. You can sort your leads by any of these fields by clicking on the column header of the field you want to sort by.

You can read more about setting up lead labels in this article.

sorting your leads

Click on the gear icon to customize the columns you see in your leads list. You will be able to customize your columns and add information related to any linked deals, organizations and people.

customize lead columns

On the top-right corner, you can filter your leads by source, label, owner (or team) and predefined or custom filters. When you click on each filter dropdown, you will be able to search for the information you are looking for.

You will be able to filter your leads by source:

filter for lead source

Or by one of the predefined filters:

  • Leads added more than three months ago
  • Leads with a linked contact
  • Leads with email
  • Leads with no activity
  • Leads with phone number
  • Leads with planned activity
  • Leads with value
leads predefined filters

Custom filters can be created after selecting on Filters > + Add new filter. Creating custom filters will allow you to have better visibility of important information during the lead qualification process.

custom filter leads

Filters can be added to favorites to be accessed more easily.

favorite lead filters

Filtered results can be exported to a spreadsheet by clicking on More '...' > Export filter results.

export leads

You can both edit and delete your leads in bulk if you want to update more than one at a time. Learn more about bulk editing here.

Viewing lead details

The lead detail page contains all of the information relevant to that deal. Click on any lead to bring up a panel on the right-hand side of the screen where you can view your lead details or update your lead with the latest information. You will also have the option to Convert the lead to a deal or archive the lead in the bottom left corner of the panel.

The following details will be shown in each lead panel:

  • Lead details – Labels, value, owner and source
  • Person – Person name, email and phone number
  • Organization – Organization name and address. Clicking on the entered address will bring up the location geo-located on a map.
  • Notes – You can add as many notes to your lead as you wish
  • Planned activities – Any upcoming activities you have planned related to this lead
  • Email – Any emails linked to the lead
  • Changelog – When the lead was created and other updates made to the deal. This will also include any done activities.
Note: You will also be able to see phone numbers from both leads fields and linked contacts in the detail view and use those numbers to make calls from the lead view. For more information on that, you can check out this article.

If Pipedrive recognizes a potential duplicate contact, you will be prompted to review and select an existing contact if applicable. You can then link the lead directly to the existing person or organization.


Scheduling activities for your leads

You can schedule an activity directly from the lead panel by clicking on "+ Schedule an activity".


Archiving leads

If you want to keep a lead in your database, but not listed amongst your active leads, you can archive it until you are ready to use it. To do so, click the "..." on the right side of any lead, and select archive:

And you can view your archived leads, as well as unarchive them, from here:

Converting leads to deals

When you've qualified the lead and are ready to pursue it as a deal in your pipeline, you can click "Convert to deal". This will bring you to a new dialog, where you can define the pipeline, visibility and value of your new deal.

Any person and organization information from the lead will automatically be populated in the Convert to deal dialog, so you can easily add them to your contacts lists. If Pipedrive recognizes a potential duplicate contact, you will be prompted to review and select an existing contact if applicable.

Any notes added to leads will also be transferred over to the deal detail view.


Once completed, hit "Save" to convert the lead into a new deal. The lead will be removed from your Leads Inbox and moved into the pipeline specified.

You can also convert multiple leads to deals at the same time by selecting the desired leads, then clicking Convert to deals:

Additional leads functions

Group emailing

To send an email to multiple leads, select the leads from your list and click the Send email button:

Note: For more information about the group emailing tool, check out this article.


To tag another user in your account use the @ symbol in your detail view's notes.

Merge duplicates

To merge two separate leads into one, click the "..." in the bottom left corner of your lead's detail view, then select Merge.

Type the name of the lead you want to merge with in the box.

Then select which lead's unique data you want to preserve.

Afterward you'll be able to preview your merged lead, and confirm it by selecting Merge.

Note: Once two leads are merged, the unpreserved lead will no longer exist in your account, but its unique data will be added to the other lead. Check out this article for more information about the merge duplicates tool.
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