How to delete stages from my pipeline
Deleting a stage from the pipeline in Dynamics 365 first requires verifying there are no active Opportunities in that stage, reassigning any that exist, and then editing the Business Process Flow in the Power Apps portal. It is an administrative operation requiring System Administrator permissions and takes about 40 minutes. In Teeo, the stage is deleted with a message and deals are shown for reassignment if needed.
How to do it in Teeo
“Delete the stage Proposal Sent from my sales pipeline”
The stage is deleted. Deals in that stage are shown for you to reassign if needed.
How to delete stages from my pipeline in Microsoft Dynamics 365: step by step
Requirements
- ·Before deleting a stage from the BPF, you must ensure there are no active Opportunities in that stage. If there are, they must be manually moved to another stage. Dynamics 365 does not automatically reassign records.
- ·Deleting a stage from a Business Process Flow is a permanent action. There is no 'undo' function in the BPF designer. It is recommended to export the solution as a backup before making changes.
- ·If the 'Sales Stage' field is a separate option set from the BPF, you also need to remove the option set value from Settings > Advanced Settings > Customizations so it doesn't appear in filters or reports.
- ·Changes apply to the entire organization upon publishing. Coordinate with the sales team before deleting stages currently in use.
Identify deals in the stage you want to delete
Before deleting the stage, go to Sales Hub > Opportunities and filter by the stage you want to remove (e.g., 'Proposal Sent'). Note how many active Opportunities are in that stage. You will need to move them manually before proceeding.
Reassign Opportunities from that stage
For each Opportunity in the stage to be deleted, open it and manually change the stage to the most appropriate one in your new pipeline (e.g., move them to 'Negotiation' or 'Proposal in Progress'). Save each record. Repeat until there are no Opportunities left in the stage to be deleted.
Export the BPF as a backup
Go to the Power Apps portal (make.powerapps.com) and navigate to Solutions. Locate the solution containing your pipeline's Business Process Flow. Click 'Export' and save the .zip file on your computer. This allows you to restore the BPF if something goes wrong.
Open the Business Process Flows designer
In the Power Apps left navigation menu, click 'Flows' > 'Business Process Flows'. Locate the 'Opportunity Sales Process' BPF and click the three dots (⋯) to select 'Edit'.
Deactivate the BPF to edit it
In the designer toolbar, check the BPF status. If it is 'Active', click 'Deactivate'. Confirm the deactivation. During this period, users will not be able to use the BPF to advance stages. Coordinate this step with the team.
Select the stage to delete
In the BPF visual designer, locate the block corresponding to the stage you want to delete (e.g., 'Proposal Sent'). Click the block to select it. You will see it highlight and options appear in the properties panel.
Delete the stage from the designer
With the stage selected, click the trash icon (Delete) that appears in the upper right corner of the stage block, or right-click the block and select 'Delete Stage'. Confirm the deletion in the popup dialog.
Verify the flow continuity
After deleting the stage, verify that the remaining stages are correctly connected in the flow. Ensure there are no breaks in the sequence. If there is a gap, manually connect the previous stage to the next one by dragging the connector.
Validate and save the changes
Click 'Validate' in the toolbar to check that the BPF has no configuration errors. If validation passes without errors, click 'Save' to save the changes.
Activate and publish the updated Business Process Flow
Click 'Activate' and then 'Publish' to publish the updated BPF to the entire organization. Go to Sales Hub > Opportunities to confirm the deleted stage no longer appears in the pipeline and that Opportunities look correct in their new stages.
Frequently asked questions
What happens to deals that are in a stage I'm going to delete in Dynamics 365?
Dynamics 365 does not automatically move or reassign Opportunities from a deleted stage. You must manually move them to another stage before deleting the stage from the Business Process Flow. If you delete the stage without moving them first, those records may end up in an inconsistent state.
Can I undo the deletion of a stage in the Dynamics 365 pipeline?
There is no undo function in the Business Process Flow designer. That is why it is crucial to export the solution as a backup before making changes. If you deleted a stage by mistake, you will need to import the previously exported solution or recreate the stage manually.
Do I need to coordinate with the team before deleting a pipeline stage in Dynamics 365?
Yes, it is highly recommended. During BPF editing you need to temporarily deactivate it, which prevents users from advancing stages. Additionally, the deletion affects all users once published. Communicate the change in advance and perform the operation outside working hours.