Published at: 2026-09-17
Configure the opportunity retention limit
Overview
Limit the Quantity of Opportunities that an individual or organization can own.
Before you begin
Before you begin - Permissions: You need permission to manage Opportunity Retention Limit rules. - User data: Maintain the required Personnel, Departments, and user groups. - Rule design: Define which Opportunities count toward the limit.
Configure a rule
- Open the Opportunity Retention Limit rules page.
- Select New Rule, enter a rule name, and select the Applicable Scope.
- Define which Opportunities count toward the limit.
- Set the User conditions for the rule.
- Set the maximum Quantity of Opportunities for each individual.
- For an organization limit, select a Department or user group and set a shared maximum.
- For a dynamic limit, select a Number field on the Personnel object.
- Save the rule.
Rule types
| Type | Configuration | Use case |
|---|---|---|
| User Retention Limit | Filter Users by Personnel fields and limit matching Opportunities | Control how many Opportunities each sales representative owns |
| Department or user group Retention Limit | Set one shared limit for a Department or user group | Control the total Opportunities owned by a small organization |
| Variable Retention Limit | Use a Number field on the Personnel object as the limit | Set a dynamic limit based on individual capacity |
Variable limits support Number fields. They also support indexed Formula and Roll-Up Summary fields that return a numerical value.
Understand the validation logic
If a User matches several rules, the system applies the lowest limit during creation, claiming, assignment, Change Owner, and import.
For example, if a sales Department has a shared limit of 100, all sales representatives in that Department share those 100 slots.
Verify the configuration
- Create several matching Opportunities for a test User.
- Reach the limit, then perform another operation that assigns an Opportunity to the User.
- Confirm that the system applies the lowest matching limit.
This limit also applies when the Sales Process assigns or reassigns an Opportunity.