Deal files, stage rules and required fields

Two things keep a pipeline trustworthy: the documents that back each deal are where the deal is, and deals only advance when they genuinely qualify. KudosCRM handles both — versioned deal files with secure sharing, and stage gates that require the right fields before a move.

This guide covers attaching and sharing files on a deal, and configuring the required fields and rules that govern how deals move through your stages.

Who this is for

Reps attaching contracts and proposals to a deal, and admins who set the rules that keep stage data clean.

Before you start

• A KudosCRM account with access to deals (and pipeline-admin rights to set rules).
• A pipeline with stages already set up.

Good to know
Deal files are auto-categorized (contracts, proposals, docs, and so on) and versioned — re-uploading a file keeps the history and lets you revert. Share links are unguessable, expire after a set window (7 days by default), and can be revoked. Required fields and rules are set per stage in the pipeline configurator.

Attach files and set the gates

1. Attach a file to the deal
   On the deal's Files tab, drag a document in or upload it. It's auto-categorized (contract, proposal, doc, spreadsheet, image) and attached to the deal, visible to the deal's followers and owner.
2. Keep versions, revert when needed
   Upload a new copy of the same file and KudosCRM keeps it as a new version rather than overwriting — the full history stays, and you can download or revert to any prior version.
3. Share with a secure link
   Generate a share link to send a document outside the team. The link is unguessable, expires after a set window (7 days by default), and you can revoke it at any time — no email attachments flying around.
4. Set required fields on a stage
   In Settings → Pipelines, open a stage and mark the fields that must be filled before a deal can enter or leave it — for example a budget field before Proposal, or a lost reason on the Lost stage.
5. Turn on the movement rules
   On the pipeline, enable the rules that fit your process: restrict stage-skipping, prevent backward moves, lock specific stages to admins, or force new deals into the first stage.
6. Watch the gates work on the board
   When a rep drags a deal, the board shows a verdict before the drop — OK, warning, or blocked — and prompts for any required fields. Deals only advance when they qualify, so the forecast stays honest.

What you get

• Every deal's documents attached to the deal, versioned, and shareable securely.
• Required fields that enforce data quality at the stages that matter.
• Movement rules that keep stage reporting and the forecast trustworthy.
• A clear verdict on the board before any stage move, with prompts to complete what's missing.

Frequently asked questions

Are deal files versioned?

Yes. Re-uploading a file of the same name keeps the previous copy as a version rather than overwriting it, so you have the full history and can revert to any prior version. Files are also auto-categorized (contract, proposal, doc, and so on) so they're easy to find.

How do secure share links work?

You generate an unguessable link to a deal file. It expires after a set window (7 days by default) and can be revoked at any time; after that, the link returns nothing. The raw token is shown once and stored only as a hash, so the link can't be reconstructed from the database.

What does a required field on a stage do?

It blocks a deal from entering or leaving the stage until the field is filled. When a rep tries to move the deal, a prompt collects the required fields first. It's the cleanest way to guarantee the data behind your forecast is complete at the gates that matter.

What movement rules can I set?

You can restrict stage-skipping (deals advance one stage at a time), prevent backward moves, lock specific stages so only admins can enter them, and force new deals into the first stage. Each rule keeps your stage reporting and forecast trustworthy across the team.

Can some moves require an approval?

Yes. Stage gates can require approval — for example by role or above a value threshold — before a deal advances, so high-value or sensitive moves get a check without slowing down the rest of the board.

Learn more

• Deals (feature) — Managing each opportunity, files, win/loss, and close reasons.
• Sales & Pipeline overview — The full journey stage — see the customer, move the deal, trust the number.