Knowledge Base

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

Leads Inbox

Jenny Takahara, April 15, 2024

In the early stages of your lead generation process, you may find yourself with many 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 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.

Adding Leads

Note: For information about adjusting leads visibility, check out this article.

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

Click “Add lead” to add a single lead or ...”> Import leads to add multiple leads from a spreadsheet.

Note: You can read more about how to import leads in this article.

When using the Add lead dialog, you can link your lead to an existing contact or add a new one. All fields are optional, but a lead must always be linked to a person or organization in Pipedrive.

Sorting and filtering your leads

Note: You can learn about setting up lead labels in this article.

Like other list views in Pipedrive, you can customize and sort your visible columns.

Click on the top of any column to sort in either ascending or descending order.

Click on the gear icon to customize the columns you see in your leads list. You can add columns related to deals, organizations and people.

On the top-right corner, you can filter your leads by source, label and predefined or custom filters.

You have these sources to choose from:

And these pre-defined filters:

Custom filters can be created by selecting Filters > + Add new filter. Creating custom filters will give you better visibility of important information during the lead qualification process.

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

Filtered results can be exported to a spreadsheet by clicking on “...”> Export filter results.

You can 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

Note: You can see phone numbers from both lead 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.

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 to view your lead details or update your lead with the latest information.

You also have the option to Convert to 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.

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 using either the Activity tab at the top or the quick add tool below it.

Archiving leads

If you want to keep a lead in your database but not listed among 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

Note: Any person, organization or notes data from the lead is automatically populated in the Convert to deal dialog.

When you’ve qualified a 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.

Once completed, hit “Save” to convert the lead into a new deal and the lead will be moved from your Leads Inbox to the selected pipeline.

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

Select the leads from your list and click Send group email” to email multiple leads.

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


To tag another user with the mentions feature, 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 within the box.

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

Afterward, you can preview your merged lead, then click “merge” to confirm it.

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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