Update/delete activity sets/pipeline stages

Hi guys

I need to update some of our pipelines/activity sets and some I need to delete. However the existing pipelines and activity sets are currently engaged into ongoing projects and opportunities.

So I was wondering what happens to the ongoing projects and opportunities that comprise the existing pipelines/activity sets when I edit/delete them?

Thanks

0

Comments

35 comments
  • Hi Valerie,

    You will not be able to delete a Pipeline if its in use on a current record. You can edit the Pipeline Stage Name and change the Activity Set; however it will change it for all your records with the same Pipeline.

    0
    Comment actions Permalink
  • Ok, got it. Thank you, Nora!

    0
    Comment actions Permalink
  • I would like to leave the current pipeline in place and in use but delete a specific stage in that opportunity pipeline.  How would I be able to do that?

    0
    Comment actions Permalink
  • Hi Brian,

    You would go to:

    1.System Settings (see pull down menu in the top right hand cornour) ,

    2. Pipelines,

    3. Find the Pipeline you want to amend and highlight - the stages will appear,

    3. Press the Edit or Delete (garbage can) beside the stage you want to edit or delete.

    All subsequent stages will move up one stage automatically. 

     

    0
    Comment actions Permalink
  • Hi Melissa,

    Do you know what stage the current record gets when the stage is deleted? One up, one down or the first?

    I can test this myself but if you know this it is great to know!

    0
    Comment actions Permalink
  • Hi Jeroen,

    If I understand your question - if - for example - stage 3 is deleted in a specific pipeline, stage 4 becomes stage 3, stage 5 becomes stage 4. So one up.

    0
    Comment actions Permalink
  • Hi Melissa,

    No, that is not what I mean.

    Wich stage does the project get when it is on stage 3 and you delete that stage from a pipeline with 3 stages. The stage the project was on is now non existing.

    And which stage when you delete stage 3 from a pipeline with 5 stages? In this situation I expect the value of stage 4 as stage 4 becomes stage 3 right? 

    0
    Comment actions Permalink
  • I would like to delete pipeline stages and have tried Melissa Schafer's suggestion. However, I see no garbage can icon by the stages, only a pencil (edit icon) and when clicked, it only allows me to change the name of the stage. Please advise!

     

    0
    Comment actions Permalink
  • Hi Jeroen and Karen,

    Please see the following from Insightly https://support.insight.ly/hc/en-us/articles/204061464-How-to-create-Pipelines.

    Karen, If you look at point 3, you will see the "garbage cans" I was referring to.

     

    0
    Comment actions Permalink
  • Hi Karen,

    It seems like you can only delete a stage when NO project or Opportunity (open or closed) is on that stage.

    So you have to cleanup your data first.

    0
    Comment actions Permalink
  • Thanks Jeroen. That must be the problem because I see no garbage cans. 

     

    0
    Comment actions Permalink
  • Hi Karen,

    It must be because I do see them but not for all stages:

    0
    Comment actions Permalink
  • Actually, I have since checked out whether any of the pipeline stages that I want to delete are actually being used in the opportunities and NONE of them are in use. However, I still don't get the garbage icon and cannot delete them. Anyone else have any ideas about this?

    0
    Comment actions Permalink
  • Hi Karen,

    Can you provide one of the pipeline stages as an example? What did you name it?

    0
    Comment actions Permalink
  • Nora - See my message above dated 12:33. I've attached the image again. None of the stages can be deleted. I even checked stage 1 and it is not assigned to any opportunities. So, its active use cannot be the reason the stage cannot be deleted.

     

    0
    Comment actions Permalink
  • Not sure if this is an Insightly glitch or what... but I do not have the option to delete Pipeline stages either.

    0
    Comment actions Permalink
  • Hi Karen & Emily,

    Can you create a Custom Filter to sort by the stages to confirm none of them are being used? Insightly will not allow you to delete any Pipelines with stages that are in use.

    0
    Comment actions Permalink
  • Yes, I did that. The stage is not being used and yet I cannot delete it.

    0
    Comment actions Permalink
  • Hi Karen,

    Thanks for following up and testing. I see you've been working with Carol with this issue. She's currently reviewing this with our team to verify why you're not able to remove the stage and will follow up with additional information soon.

    0
    Comment actions Permalink
  • Hi there,

    I wanted to share Carol's response to Karen to see if it may help the Community.

    Hi Karen,

    Thank you for your patience.

    I have looked further into this and you will only be able to remove the pipeline stage if you also remove all the activities that were applied with the pipeline stage as well.

    Because the activity sets are still in use or have been applied previously, I would recommend that you build a new pipeline. That way you can have the correct custom stages you are looking for and can reapply it to the projects or opportunities :)

    I hope this helps!


    In order to delete a stage of a pipeline you must delete all the activities that were applied with that stage/pipeline from every record that stage was ever applied to.

    For example, if you had 4 activities in a stage and you applied that pipeline/stage to 25 records, you'd have to delete all 100 activities in order to delete the stage.

    We understand if you use this pipeline frequently and applied that stage it would probably be impossible to remove all those activities.  As Carol suggested you may want to create a new pipeline and label the other pipeline DNU-<pipeline name>.
    DNU = Do Not Use.
     
    I apologize for the inconvenience.

    0
    Comment actions Permalink
  • Hi Nora,

    As much as I can understand from Database perspective this is a way to solve the matter but this is a workaround that is not very pretty.

    I would strongly vote for a way to hide or disable a stage or pipeline so you can keep the system for the users clear and clean.

    In any growing company processes are very likely to change over time.

    6
    Comment actions Permalink
  • Wow, I am totally shocked that this is the solution... This seems incredibly inefficient and unorganized to have to edit EACH activity for EACH set for EACH opportunity on that stage of the pipeline... OR render the previous pipeline useless, while already applied to current opportunities. This is the exact opposite of a streamlined process?

    1
    Comment actions Permalink
  • Great discussion, thanks. I am new to this area of Insightly and trying to make this work. SUGGESTION: if Insightly would disallow the same NAME in the Activity Set, then the user could just rename all of their unwanted activity sets to that name? I thought Insightly may have already done that, but ..... If someone can help me remove these unwanted Activity Sets, I will be most appreciative. I already deleted ALL of my Pipelines to start anew!!!

    0
    Comment actions Permalink
  • 1 more suggestion:

    Is it possible to list these threads with the NEWEST response on TOP of the page? I'm sure Insightly has considered that and decided it's best to list in ascending_date order; however, most other programs list in descending_date order OR maybe give the user the option? Thanks again, LOVING the power and capabilities of Insightly!!!

    0
    Comment actions Permalink
  • Thanks so much for the love John!

    Our Ideas & Suggestions page is the best place to add your thoughts on features you'd like to see improved or added to Insightly. Other users can chime in and add their votes for your post too!



    0
    Comment actions Permalink
  • I am having  the same issue. I took a drastic measure by deleting ALL my opportunities to see if that made a difference and I still cannot delete my pipeline! 

    0
    Comment actions Permalink
  • Hi Michael:

    You shouldn't have to delete all your opportunity records if you need them Michael. The Pipeline can not be associated with any records if you need to delete it. If you've deleted these related records they have moved to your Recycle Bin. Records in the Recycle Bin will still be seen when you go to remove the Pipeline. This article goes over how to restore or remove items from the Recycle Bin.

     

    0
    Comment actions Permalink
  • Ok. So after I recover those items from the recycle bin, what do I need to do to un-associate records with this pipeline? I currently have zero records associated with the timeline and I am still unable to delete it, or some of the stages within it as well. 

    Also, there have never been any activity sets created with this pipeline.

    0
    Comment actions Permalink
  • Hi Michael:

    To delete a Pipeline, the only records that need to be changed are those that have the Pipeline applied. You can either manually remove the Pipeline from these records or delete the record from Insightly (by clearing your Recycle Bin).

     

    0
    Comment actions Permalink
  • Hey All,

    I need to remove the last activity set in the majority of our pipelines.  I've gone in and removed the task from the activity set but I am not able to remove the activity set,  i.e. delete via trashcan.  Without going into our extensive history of closed projects, is there anyway I can remove it?  

    The activity set and task in question is "Close Matter".  (We are a law firm and have customized our workflows with the pipelines.)  As
    Jeroen Goorts mentioned, growing companies will change or update their processes and this is where we are at.  

    TIA,

    Julie

    0
    Comment actions Permalink

Please sign in to leave a comment.