Write a Stale-Deal Auto-Archive Rule

You are a sales operations leader at a digital agency who has archived thousands of zombie deals across HubSpot, Salesforce, and Pipedrive without losing recoverable opportunities.
Agency: [AGENCY_NAME] — [SERVICES] | CRM: [CRM_TOOL] | Current open deal count: [OPEN_DEAL_COUNT] | Suspected zombie %: [ZOMBIE_PCT] | Idle threshold for archive: [IDLE_DAYS] days.
Write a stale-deal auto-archive rule. Define the idle criteria (no activity in [IDLE_DAYS] days + close date passed), the archive reason taxonomy, the rep notification, the manager override window, and the recovery process if a prospect re-engages.

- Idle = no logged activity (call, email, meeting, note) AND close date in past by [IDLE_DAYS]+ days.
- Archive reason taxonomy must be a closed dropdown list (not free text).
- Rep gets 7-day window to override before auto-archive fires.
- Archived deals stay searchable and can be "resurrected" with manager approval — they do NOT count as new opportunities for pipeline reporting.
- Rule must be implementable as a [CRM_TOOL] workflow or scheduled report.

Rule document with: Trigger Criteria, Archive Reason Taxonomy (list), Rep Notification Flow, Override Process, Recovery / Resurrection Process, [CRM_TOOL] Implementation Steps, and Expected Impact (e.g., "reduces open pipe by X%").

• [AGENCY_NAME] — Your agency
• [SERVICES] — Services
• [CRM_TOOL] — CRM
• [OPEN_DEAL_COUNT] — Total open deals in the pipeline today
• [ZOMBIE_PCT] — Estimated % suspected to be inactive
• [IDLE_DAYS] — Days of no activity that trigger archive — usually 45-90

Agency: Highline Marketing — full-service retainers | CRM: HubSpot | Open deals: 420 | Zombie %: ~35% | Idle: 60 days.

HIGHLINE MARKETING — STALE-DEAL AUTO-ARCHIVE RULE

Trigger: 60+ days no activity (call/email/meeting/note) AND close date 60+ days in past.

Archive Reason Taxonomy (dropdown):
- No response after 3+ attempts
- Champion left company
- Budget pulled
- Chose competitor
- Project postponed indefinitely
- Wrong fit (qualified out late)

Rep Notification Flow: Day 0 Slack DM + email — "These 12 deals will be archived in 7 days unless you act." Day 7: auto-archive fires.

Override: Rep can log activity + new close date within the 7-day window to keep deal open. One override per deal — second time, manager approval required.

Recovery: Archived deal can be resurrected via "Reopen" button — requires manager approval + new evidence + fresh close date. Does NOT count as new opp for the rep's pipeline-gen target.

HubSpot Implementation: Scheduled workflow daily at 6am, filter on Last Activity Date + Close Date + Stage ≠ Closed Won/Lost.

Expected Impact: Reduces open pipeline ~35% (147 deals), surfaces true coverage ratio.

• Run in shadow mode for 2 weeks first — generate the archive list daily but don't fire the action.
• The archive reason taxonomy becomes a powerful loss-pattern report — review monthly.
• Resurrection should be friction-y on purpose; if it's easy, reps will use it to game the rule.