Bulk actions on opportunities
Select several opportunities in list view and change stage, pipeline, status and owner in one go; clean out stale opportunities in bulk.
4 min read
Dragging cards one at a time is fine with 10–20 opportunities in a pipeline. But when you need to move 80 opportunities after a campaign or hand over a departing coordinator's 40 patients, bulk actions save a lot of time. Bulk actions are done in the list view of the Opportunities screen and tracked on the Bulk Actions page.
Before you start
- You need permission to edit opportunities. If you only see opportunities assigned to you, bulk actions only cover those too. See Restrict data access.
- Build the right list first: set your filters and check the result count. See Views and filters.
Selecting opportunities
- Switch to list view with the view toggle and tick the boxes on the left of the rows. The header checkbox selects every opportunity on that page; for more, increase the rows per page or narrow the list with a filter.
- From the bar that appears above the table, choose the action: Edit (bulk edit) or Delete (bulk delete).
Note
Drag and drop is paused while you're selecting, so cards can't be moved by accident. In board view a checkbox may also appear when you hover over a card, but list view is clearer for bulk work.
Bulk editing (Edit)
- Pipeline and stage: to move opportunities to another stage or another pipeline, tick Pipeline and Stage and choose the new value.
- Status: choose Open, Won, Lost or Abandoned in Status. If a Lost reason field appears when you choose Lost, always fill it in; if it doesn't, you'll need to add the lost reason afterwards. See Stages and status.
- Owner: choose the team member to assign the opportunities to in Owner. Other fields, such as value and custom fields, may also be listed depending on your account.
- Confirm with Confirm. Only the fields you ticked change; everything else stays as it was.
The job runs in the background. Track progress and the number of successful and failed records on the Bulk Actions page (the Bulk Actions tab in Contacts; see Bulk actions).
Available actions
| Action | How | Clinic example |
|---|---|---|
| Change stage / pipeline | Edit → Pipeline, Stage | Move patients who replied after a campaign to Contacted. |
| Change status | Edit → Status (+ Lost reason) | Mark opportunities silent for 90 days as Abandoned. |
| Change owner | Edit → Owner | Hand a departing coordinator's patients to Zeynep. |
| Delete | Delete | Test records, wrongly imported opportunities. |
| Export | The ⋮ menu at the top right → Export Opportunities, or the saved list's menu | Download the filtered list as a CSV for the monthly report. |
Note
Tags belong to the contact (the patient), not the opportunity. To add or remove tags in bulk for the patients in your opportunities, use the bulk actions in Contacts: see Bulk actions. To message these patients in bulk, see Sending bulk messages.
Heads up
A bulk delete may not be reversible. Export the list as a CSV before deleting and double-check the selected count. Deleting an opportunity does not delete the contact (the patient).
Example 1: moving opportunities after a campaign
Your implant campaign for Germany has ended and 60 opportunities have piled up in Treatment Plan Sent. Coordinators have spoken to the patients who replied; now the board needs tidying:
- In Advanced Filters, apply Stage is Treatment Plan Sent and Tags include
de. - Select the patients whose conversations are progressing → Edit → Stage: Photos/X-rays Received → Confirm.
- Select the rest → Edit → Stage: Follow-up – 30 days and Owner: Zeynep Arslan → Confirm.
Example 2: cleaning out stale opportunities
Open opportunities that haven't been touched for months inflate your reports and skew your conversion rate. Clean up once a month:
- Apply Status is Open and last updated more than 90 days ago.
- Review the list and set aside any that still look promising.
- Select the rest → Edit → Status: Abandoned → Confirm.
Abandoned opportunities aren't deleted; they make a good list for a reactivation message later. See Sending bulk messages.
Common problems
I can't see the Edit button. Make sure you're in list view and have selected at least one opportunity. Editing opportunities may be switched off for your role; ask your admin.
"Select all" only selected 20 opportunities. The header checkbox only selects the visible page. Increase the rows per page or repeat the action page by page.
Some opportunities weren't updated. Check the job's stats on the Bulk Actions page. If the target stage belongs to another pipeline, you need to change the pipeline as well.
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