STEADY DATA
Free Data Valuation
All data guides
PDCRM & Sales

How to Check Your Pipedrive Data Volume

Estimate CRM volume from complete list-view counts before exporting any records.

Verified against official documentationLast checked October 16, 2026
This is a read-only preliminary check.

Do not export, upload, or send business records. Write down only the approximate storage figures you see.

What this platform may hold

Know what you are measuring.

  • Leads, deals, people, and organizations
  • Activities and projects
  • Notes and files
  • Products and custom fields
Permissions required

Global admin or authorized user

A global admin sees the broadest scope. Other users must label counts limited by visibility groups.

Start in the source system

Go to app.pipedrive.com and sign in.

Use the authorized role listed above, then keep this Steady Data guide open beside the portal and follow the visual steps below.

Open Pipedrive Opens the source system in a new tab. Never share your password with Steady Data.
Official vendor instructions

Want the vendor's full documentation? Open any source below without losing this guide.

Each link opens in a new tab.
Check your data volume

Follow these steps.

Product screens can change. Follow the verified labels and use the linked vendor sources if your layout differs.

01

Open CRM list views

Sign in with the authorized role and follow Pipedrive → Leads / Deals / Contacts → List view → All items.

PipedriveLeads / Deals / ContactsList viewAll items
Stay in the read-only summary. Do not download, delete, or open individual records.
Pipedrive · original navigation mapStep 1
Open CRM list viewsExample layout
Search settings and reports
Overview
CRM list viewsChoose this
Users and access
Original Steady Data illustration—not a product screenshot. Labels and navigation are based on the official vendor documentation linked below.
02

Capture the headline volume

Record lead, deal, person, organization, activity, project, note, file, and product counts.

CRM list viewsOverview
If the user is not a global admin, label every total as visibility-limited.
Pipedrive · original navigation mapStep 2
Capture the headline volumeExample layout
Record this figureStorage overviewYour used storage
UsedTotal limit
Original Steady Data illustration—not a product screenshot. Labels and navigation are based on the official vendor documentation linked below.
03

Review the breakdown

Review active versus archived items and the largest operational object types.

CRM list viewsDetails
Aggregate totals are enough for the free valuation. Do not submit raw business records.
Pipedrive · original navigation mapStep 3
Review the breakdownExample layout
Compare the largest sources
Email or recordsLargest
Files and attachmentsReview
Shared contentReview
Original Steady Data illustration—not a product screenshot. Labels and navigation are based on the official vendor documentation linked below.
04

Record scope and history

Write down the plan, visibility scope, each item count, oldest record date, and date checked.

Your worksheetPipedrive
Counts reflect records visible to the signed-in user. Archived items appear only when the archive filter is selected.
Pipedrive · original navigation mapStep 4
Record scope and historyExample layout
EmailMailbox usage
FilesStorage used
SitesTotal usage
Write down each service separately
Original Steady Data illustration—not a product screenshot. Labels and navigation are based on the official vendor documentation linked below.
Used vs. limit

Record what is used—not just what is available.

Pipedrive does not present one universal database-size meter. Use complete counts for each major item type and keep plan limits separately labeled.

Historical coverage

Storage size does not equal record age.

Counts reflect records visible to the signed-in user. Archived items appear only when the archive filter is selected.

Troubleshooting

Common reasons your screen may differ.

Totals differ by user+

Use the global-admin view or document the visibility group.

An item type is unused+

Record zero or not enabled rather than leaving it ambiguous.

Later-stage process

Prepare or export data only after authorization.

Pipedrive data export

Pipedrive exports are generated by item type and remain subject to permissions and visibility rules.

Permissions and safeguardsObtain global-admin or explicit export permission and define item types, fields, and archive status.
1. Account menu2. Tools and apps3. Export data4. Choose item type

Typical output: CSV or XLSX by item type; notes and files can require separate exports.

Official sources

Verify the latest vendor guidance.

These official pages were used to verify this guide. Vendor interfaces and permissions can change.