Updating and Managing Pipeline Records

You can update an existing pipeline record to ensure its information stays accurate and up to date. This article explains how to edit a pipeline record’s fields, update owner, manage collaborators, update tags, add notes and update files.

Updating the pipeline record’s details

You can update a pipeline record’s details to keep key information accurate and relevant.

To update a pipeline record:

1. Go to the Pipelines module from the left sidebar menu and select the pipeline.
2. Click the pipeline record’s name to open its details page.
3. You can update the basic details on this page.
4. To view or update all fields, scroll to the section and click to open the drawer containing the complete list of fields.
5. Click on next to any field you want to edit, make your changes, and save.
6. You can also manage your pinned layout by pinning or unpinning fields, reordering them, or resetting the layout back to its default arrangement.

Updating the owner

The Owner field indicates the user responsible for managing the pipeline record. Updating the owner allows you to reassign responsibility to another user.

To update the owner:

1. Open the pipeline record’s details page.
2. In the field, click
3. Select a new owner from the dropdown list.
4. Click

Each pipeline record can have only one owner.

Updating collaborators

Collaborators allow multiple users to work on and track progress for a pipeline record without changing the owner. You can add or remove collaborators at any time.

To add collaborators to a pipeline record for the first time:

1. Open the pipeline record’s details page.
2. Go to the field and click . The Add Collaborators dialog will appear.
3. Select the users to be added as collaborators.
4. Click to save.

To update collaborators:

1. Click under the . A dialog displaying the list of added collaborators will appear.
2. To remove a collaborator, click next to the collaborator and confirm action when prompted.
3. To add more collaborators, click Add collaborators at the bottom of the dialog, select the users and save.

Updating the stage

The Stage field indicates the current step of the pipeline record in your sales process, such as Qualification, Negotiation, or Closed won. Updating the stage helps you track progress accurately and reflect the latest status of the record.

You can update the stage from either the stage progress bar or the All Fields drawer.

Using the stage progress bar

1. Open the pipeline record’s details page.
2. At the top of the page, click the stage you want to move the record to in the progress bar.
3. The record is automatically updated to the selected stage.

From All fields drawer

1. Open the pipeline record’s details page.
2. Scroll to the section and click
3. Locate the Stage field.
4. Click on next to the Stage field.
5. Select the required stage and save your changes.

Updating tags

Tags help you categorize and organize pipeline records for easier filtering and tracking. You can add or remove tags at any time.

To update tags:

1. Click on a pipeline record to open its details page.
2. Click icon next to the icon. The Edit Tags dialog will open.
3. In the dialog, click inside the tag selection area to view available tags.
4. Check or uncheck the box next to the tag to add or remove a tag.
5. Click to save the changes or to discard.

Updating notes

Notes are used to capture updates, discussions, or important information related to a pipeline record.

To create, view, edit, link records, edit tags and delete notes, refer Introduction to notes

Updating files

You can attach files to a pipeline record to keep all related documents in one place.

To add a file:

1. Click on a pipeline record to open its details page.
2. Click the Files tab.
3. Click Click to upload or drag and drop files into the upload area.
4. The uploaded file appears under the Files tab (maximum file size: 20 MB).

No specific permission is required to upload files.

Note: Once files are deleted, they cannot be restored.

Linking related records to the pipeline record

Associating tasks, events, and linking the pipeline record to related contacts, companies, and other pipeline records helps keep everything organized in one place. This article explains how to do it.

Associating tasks with a pipeline record

You can link tasks to a pipeline record to keep all related tasks like follow-ups with that record in one place.

To create, view, filter, change view, edit and delete tasks, refer Introduction to tasks

Associating events with a pipeline record

You can associate events with a pipeline record to maintain a complete timeline of meetings, appointments, and scheduled interactions related to that record.

To create, view, filter, change view, edit and delete events, refer Introduction to events.

Linking related contacts to a pipeline record

To link contacts to a pipeline record:

1. Go to Pipelines from the left sidebar.
2. Select the pipeline from the Business Process Pipelines menu.
3. The pipeline opens with a listing page displaying its records.
4. Click a record to open its details page.
5. Go to the Related Contacts section.
6. Click Edit. A Related Contacts dialog will open.
7. Click Add Contact. A mini dialog will open for you to search and select a contact you want to link and add a relationship label if needed.
8. If the contact doesn’t exist, click to add a new contact from the dialog. You will need permission to create a new contact to perform this action. To create a new company, refer to Adding new contacts

Linking related companies to a pipeline record

You can link companies associated with a pipeline record to show the organizations involved in deals, renewals, or other pipeline processes.

Note for non-admin users: If you don’t have access to configure or manage Companies, contact your BoldSales administrator to request the required permission.
Note for administrators: For managing permissions, refer to Understanding permissions in companies module

To link a company:

1. Go to Pipelines from the left sidebar.
2. Select the pipeline from the Business Process Pipelines menu.
3. The pipeline opens with a listing page displaying its records.
4. Click a record to open its details page.
5. Click All Fields to open the All Fields drawer, where you can locate and edit the Company information.
6. Click the pencil icon next to the field and select a company from the dropdown.
7. If the company doesn’t exist, click to add a new company from the dialog. You will need permission to create a new company to perform this action. To add a new company, refer to Adding new companies

Linking other pipeline records

You can associate a pipeline record (e.g., a deal) with other pipeline records like renewals or orders to show dependent or connected processes.

To link a contract or an order to a pipeline record, the record must have a primary quote. To set a primary quote, refer: Setting a primary quote

To link a pipeline record:

1. Open the pipeline record’s details page.

2. Go to the Linked Records tab.

3. Choose the type of pipeline you want to link (e.g. Deals, Renewals, Orders).

4. Click Link (X), X represents the pipeline you want to link.

5. To link an existing pipeline record, check the box next to the record in the drawer and click Link.

   • Deals and Renewals are linked automatically without any additional prompts.
   • When linking Orders or Contracts, a confirmation dialogue appears stating: “The product list in the record being linked may differ from the current record’s products. Are you sure you want to proceed with linking?”
     Note: This dialogue serves as a warning that products in the linked records will not align or sync automatically, and each record will retain its own product list even after linking.

6. If the record you want to link doesn’t exist, you can create a new one from the drawer itself using create button at the top. For more information on creating a pipeline record, refer to Adding pipeline records

The below image shows a Link Records interface from the tab and all tabs in the pipeline record’s detailed page.

Calls

To add, view, edit and delete call logs, refer to Understanding call logs

Products

To add, view, edit or delete product line items, refer to Introduction to products

Sales documents

The Sales Documents tab allows you to create and send documents directly from pipeline records. To access and use sales documents, go to the Sales Documents tab, then from the left pane, select the document type you want to send (such as quotes, invoices, or proposals).

For more information on sending documents, refer:

• Creating and Sending a Contract Sales Document
• Creating and sending a quote
• Creating an interactive document template and a sales document (Microsite)
• Creating and sending an invoice sales document

Emails

This section displays all email communications related to the record, helping you track conversations and correspondence in one place.

To send and view emails, refer Sending emails and linking them to relevant records

Activities

The Activities section provides a consolidated timeline of all interactions and system activities related to the record. It includes upcoming items such as next steps, events, and tasks, as well as recent interactions like emails and last conversations.

The timeline also captures historical activities, including what was changed, who made the change (user or system), and when it happened, with precise details and timestamps for every update.

For more information about timeline, refer to Viewing the pipeline record’s timeline