How to quickly audit and update stale deals in your pipeline

Documentation Index

Fetch the complete documentation index at: https://support.affinity.co/llms.txt

Use this file to discover all available pages before exploring further.

​

How to quickly audit and update stale deals in your pipeline

​

Overview

​

Prerequisites

• Access to your deals/opportunities list in New Lists
• Editor permissions (not Collaborator role)
• Understanding of which fields should be populated for your stage-specific deals

​

Workflow Steps

​

Step 1: Identify Deals with Missing Information

1. Open your active deals list in New Lists
2. Apply filter: Status → is any of → Select all “Open” statuses (e.g., “Diligence”, “Proposal Sent”, “Meeting Scheduled”)
3. Click Filters → Add condition
4. Select field to audit (e.g., “Next Steps”, “Close Date”, “Key Contact”) 5. Operator: is empty
5. Sort by Last Contact → Oldest first to prioritize stale deals

​

Step 2: Navigate Through Results

1. The list now shows only deals needing attention
2. Use arrow keys to move between entries
3. Click into any deal name to open full profile, or stay in list view for quick edits

​

Step 3: Update Missing Information

1. Click directly into empty cells
2. Add missing information:

• Next Steps: Type action items from recent conversations
  • Close Date: Enter expected closing date (use shortcuts like “Q1 2026” or “March 2026”)
  • Priority: Update ranking based on current status

1. Use Tab to move between fields efficiently
2. Use Enter to move down to next deal Quick validation checklist:

• Status matches current stage?
• Owner assigned?
• Last Contact date accurate?
• Key fields populated for this stage?

​

Step 4: Document Findings (Optional)

1. Click Note icon in action bar (if enabled in Board view) OR
2. Open deal profile and add note about data gaps
3. Set reminder for follow-up if needed

​

Step 5: Review

1. Review your pipeline is now complete and audit-ready
2. Save view if you want to re-run this audit regularly

​

Expected Outcome

• All active deals have complete information in required fields
• Stale deals (no contact >90 days) have been reviewed and updated or moved to appropriate status
• Your pipeline is clean and ready for team reviews or reporting
• You’ve identified which deals need immediate follow-up

​

Tips & Best Practices

• Run weekly for high-velocity pipelines
• Run monthly for longer deal cycles
• Always run before partner meetings or board reporting Field Priority:
• Focus on stage-specific required fields first
• “Next Steps” and “Close Date” are critical for active deals
• “Last Contact” indicates relationship health Team Coordination:
• Create shared view with these filters for team audits
• Assign owners to update their own deals
• Use Status Triggers to prevent empty fields in the future Search Strategies:
• Search for keywords like “TBD”, “pending”, “unknown” that indicate placeholder data
• Search for ”?” or “TODO” if your team uses these markers
• Use Find Anywhere to search notes for action items

​

Example Use Case

1. She filters to show only “Active” and “Diligence” stage deals
2. She sorts by Last Contact → Oldest first and notices 8 deals haven’t been touched in 60+ days
3. For each deal, she uses Find in View to search for “next steps” and discovers 3 have this field empty
4. She quickly tabs through those 3 deals, adding action items from her CRM notes and memory
5. She updates Close Date estimates based on recent partner feedback
6. She identifies 2 deals that should move to “On Hold” and updates their status
7. Her pipeline is now audit-ready for the weekly partner meeting in 2 hours Time saved: 15 minutes vs. 45 minutes opening individual deal profiles