Workflow rule, event type or message template cannot be deleted: runs, rules or actions use it

Question 1

Why do I see "This rule has run before, so it is kept for history. Deactivate it instead of deleting."?

Accepted Answer

- Runs are history. Every run records which rule ran, on which record, and what each action
  did: the emails sent, the tasks created, the demand runs started. Deleting the rule would leave
  those runs without their rule, so once a rule has run it can only be switched off. An inactive rule
  is kept but never runs.
- System rules come with the organi In the default roles only the Administrator holds the Edit and Delete permissions on
Workflow Rules and the Delete permission on Message Templates; the Sales Manager can
also edit message templates.

1. Switch the rule off instead. Click Deactivate instead in the dialog, turn off the switch in
   the Active column on Rules, or untick Active on the
   rule's page and click Save changes (the Edit permission on Workflow Rules). For a system
   rule, press Switch off on its page. Its runs stay on Runs.
2. To change a system rule, press Clone on its page (the Create permission on Workflow
   Rules), give the copy a name, change it, tick Active and Save changes, then Switch off
   the original so both don't run.
3. For an event type, the easiest fix is to untick Active in its panel and Save changes:
   "Inactive event types are hidden from new rules; rules already listening keep working." To delete it
   instead, find the rules that use it (the Rules column counts listeners; on
   Rules, filter Entity and then Event type), change
   their trigger or event type or delete them, and clear it from any rule's Emits event type under
   Advanced. Events already on the outbox keep blocking the delete until they are cleared, 30 days
   after they were processed.
4. For a message template used by rules, open each rule on the template's record type that has a
   Send email action using it (the template page reads "Used by <n> workflow action(s)."), choose
   another Email template or Write th

Question 2

Why do I see "Rules that have run before are kept for history and can only be deactivated."?

Accepted Answer

- Runs are history. Every run records which rule ran, on which record, and what each action
  did: the emails sent, the tasks created, the demand runs started. Deleting the rule would leave
  those runs without their rule, so once a rule has run it can only be switched off. An inactive rule
  is kept but never runs.
- System rules come with the organi In the default roles only the Administrator holds the Edit and Delete permissions on
Workflow Rules and the Delete permission on Message Templates; the Sales Manager can
also edit message templates.

1. Switch the rule off instead. Click Deactivate instead in the dialog, turn off the switch in
   the Active column on Rules, or untick Active on the
   rule's page and click Save changes (the Edit permission on Workflow Rules). For a system
   rule, press Switch off on its page. Its runs stay on Runs.
2. To change a system rule, press Clone on its page (the Create permission on Workflow
   Rules), give the copy a name, change it, tick Active and Save changes, then Switch off
   the original so both don't run.
3. For an event type, the easiest fix is to untick Active in its panel and Save changes:
   "Inactive event types are hidden from new rules; rules already listening keep working." To delete it
   instead, find the rules that use it (the Rules column counts listeners; on
   Rules, filter Entity and then Event type), change
   their trigger or event type or delete them, and clear it from any rule's Emits event type under
   Advanced. Events already on the outbox keep blocking the delete until they are cleared, 30 days
   after they were processed.
4. For a message template used by rules, open each rule on the template's record type that has a
   Send email action using it (the template page reads "Used by <n> workflow action(s)."), choose
   another Email template or Write th

Question 3

Why do I see "System rules cannot be deleted; deactivate it instead"?

Accepted Answer

- Runs are history. Every run records which rule ran, on which record, and what each action
  did: the emails sent, the tasks created, the demand runs started. Deleting the rule would leave
  those runs without their rule, so once a rule has run it can only be switched off. An inactive rule
  is kept but never runs.
- System rules come with the organi In the default roles only the Administrator holds the Edit and Delete permissions on
Workflow Rules and the Delete permission on Message Templates; the Sales Manager can
also edit message templates.

1. Switch the rule off instead. Click Deactivate instead in the dialog, turn off the switch in
   the Active column on Rules, or untick Active on the
   rule's page and click Save changes (the Edit permission on Workflow Rules). For a system
   rule, press Switch off on its page. Its runs stay on Runs.
2. To change a system rule, press Clone on its page (the Create permission on Workflow
   Rules), give the copy a name, change it, tick Active and Save changes, then Switch off
   the original so both don't run.
3. For an event type, the easiest fix is to untick Active in its panel and Save changes:
   "Inactive event types are hidden from new rules; rules already listening keep working." To delete it
   instead, find the rules that use it (the Rules column counts listeners; on
   Rules, filter Entity and then Event type), change
   their trigger or event type or delete them, and clear it from any rule's Emits event type under
   Advanced. Events already on the outbox keep blocking the delete until they are cleared, 30 days
   after they were processed.
4. For a message template used by rules, open each rule on the template's record type that has a
   Send email action using it (the template page reads "Used by <n> workflow action(s)."), choose
   another Email template or Write th

Question 4

Why do I see "This is a system rule: switch it on or off, or clone it to change <fields>"?

Accepted Answer

- Runs are history. Every run records which rule ran, on which record, and what each action
  did: the emails sent, the tasks created, the demand runs started. Deleting the rule would leave
  those runs without their rule, so once a rule has run it can only be switched off. An inactive rule
  is kept but never runs.
- System rules come with the organi In the default roles only the Administrator holds the Edit and Delete permissions on
Workflow Rules and the Delete permission on Message Templates; the Sales Manager can
also edit message templates.

1. Switch the rule off instead. Click Deactivate instead in the dialog, turn off the switch in
   the Active column on Rules, or untick Active on the
   rule's page and click Save changes (the Edit permission on Workflow Rules). For a system
   rule, press Switch off on its page. Its runs stay on Runs.
2. To change a system rule, press Clone on its page (the Create permission on Workflow
   Rules), give the copy a name, change it, tick Active and Save changes, then Switch off
   the original so both don't run.
3. For an event type, the easiest fix is to untick Active in its panel and Save changes:
   "Inactive event types are hidden from new rules; rules already listening keep working." To delete it
   instead, find the rules that use it (the Rules column counts listeners; on
   Rules, filter Entity and then Event type), change
   their trigger or event type or delete them, and clear it from any rule's Emits event type under
   Advanced. Events already on the outbox keep blocking the delete until they are cleared, 30 days
   after they were processed.
4. For a message template used by rules, open each rule on the template's record type that has a
   Send email action using it (the template page reads "Used by <n> workflow action(s)."), choose
   another Email template or Write th

Question 5

Why do I see "Rules listen to this event type. Deactivate it or change those rules first."?

Accepted Answer

- Runs are history. Every run records which rule ran, on which record, and what each action
  did: the emails sent, the tasks created, the demand runs started. Deleting the rule would leave
  those runs without their rule, so once a rule has run it can only be switched off. An inactive rule
  is kept but never runs.
- System rules come with the organi In the default roles only the Administrator holds the Edit and Delete permissions on
Workflow Rules and the Delete permission on Message Templates; the Sales Manager can
also edit message templates.

1. Switch the rule off instead. Click Deactivate instead in the dialog, turn off the switch in
   the Active column on Rules, or untick Active on the
   rule's page and click Save changes (the Edit permission on Workflow Rules). For a system
   rule, press Switch off on its page. Its runs stay on Runs.
2. To change a system rule, press Clone on its page (the Create permission on Workflow
   Rules), give the copy a name, change it, tick Active and Save changes, then Switch off
   the original so both don't run.
3. For an event type, the easiest fix is to untick Active in its panel and Save changes:
   "Inactive event types are hidden from new rules; rules already listening keep working." To delete it
   instead, find the rules that use it (the Rules column counts listeners; on
   Rules, filter Entity and then Event type), change
   their trigger or event type or delete them, and clear it from any rule's Emits event type under
   Advanced. Events already on the outbox keep blocking the delete until they are cleared, 30 days
   after they were processed.
4. For a message template used by rules, open each rule on the template's record type that has a
   Send email action using it (the template page reads "Used by <n> workflow action(s)."), choose
   another Email template or Write th

Question 6

Why do I see "An event type that rules listen to cannot be deleted; deactivate it or change those rules first."?

Accepted Answer

- Runs are history. Every run records which rule ran, on which record, and what each action
  did: the emails sent, the tasks created, the demand runs started. Deleting the rule would leave
  those runs without their rule, so once a rule has run it can only be switched off. An inactive rule
  is kept but never runs.
- System rules come with the organi In the default roles only the Administrator holds the Edit and Delete permissions on
Workflow Rules and the Delete permission on Message Templates; the Sales Manager can
also edit message templates.

1. Switch the rule off instead. Click Deactivate instead in the dialog, turn off the switch in
   the Active column on Rules, or untick Active on the
   rule's page and click Save changes (the Edit permission on Workflow Rules). For a system
   rule, press Switch off on its page. Its runs stay on Runs.
2. To change a system rule, press Clone on its page (the Create permission on Workflow
   Rules), give the copy a name, change it, tick Active and Save changes, then Switch off
   the original so both don't run.
3. For an event type, the easiest fix is to untick Active in its panel and Save changes:
   "Inactive event types are hidden from new rules; rules already listening keep working." To delete it
   instead, find the rules that use it (the Rules column counts listeners; on
   Rules, filter Entity and then Event type), change
   their trigger or event type or delete them, and clear it from any rule's Emits event type under
   Advanced. Events already on the outbox keep blocking the delete until they are cleared, 30 days
   after they were processed.
4. For a message template used by rules, open each rule on the template's record type that has a
   Send email action using it (the template page reads "Used by <n> workflow action(s)."), choose
   another Email template or Write th

Question 7

Why do I see "Used by workflow actions; remove it from them first"?

Accepted Answer

- Runs are history. Every run records which rule ran, on which record, and what each action
  did: the emails sent, the tasks created, the demand runs started. Deleting the rule would leave
  those runs without their rule, so once a rule has run it can only be switched off. An inactive rule
  is kept but never runs.
- System rules come with the organi In the default roles only the Administrator holds the Edit and Delete permissions on
Workflow Rules and the Delete permission on Message Templates; the Sales Manager can
also edit message templates.

1. Switch the rule off instead. Click Deactivate instead in the dialog, turn off the switch in
   the Active column on Rules, or untick Active on the
   rule's page and click Save changes (the Edit permission on Workflow Rules). For a system
   rule, press Switch off on its page. Its runs stay on Runs.
2. To change a system rule, press Clone on its page (the Create permission on Workflow
   Rules), give the copy a name, change it, tick Active and Save changes, then Switch off
   the original so both don't run.
3. For an event type, the easiest fix is to untick Active in its panel and Save changes:
   "Inactive event types are hidden from new rules; rules already listening keep working." To delete it
   instead, find the rules that use it (the Rules column counts listeners; on
   Rules, filter Entity and then Event type), change
   their trigger or event type or delete them, and clear it from any rule's Emits event type under
   Advanced. Events already on the outbox keep blocking the delete until they are cleared, 30 days
   after they were processed.
4. For a message template used by rules, open each rule on the template's record type that has a
   Send email action using it (the template page reads "Used by <n> workflow action(s)."), choose
   another Email template or Write th

Question 8

Why do I see "Workflow actions use this template; change them first"?

Accepted Answer

- Runs are history. Every run records which rule ran, on which record, and what each action
  did: the emails sent, the tasks created, the demand runs started. Deleting the rule would leave
  those runs without their rule, so once a rule has run it can only be switched off. An inactive rule
  is kept but never runs.
- System rules come with the organi In the default roles only the Administrator holds the Edit and Delete permissions on
Workflow Rules and the Delete permission on Message Templates; the Sales Manager can
also edit message templates.

1. Switch the rule off instead. Click Deactivate instead in the dialog, turn off the switch in
   the Active column on Rules, or untick Active on the
   rule's page and click Save changes (the Edit permission on Workflow Rules). For a system
   rule, press Switch off on its page. Its runs stay on Runs.
2. To change a system rule, press Clone on its page (the Create permission on Workflow
   Rules), give the copy a name, change it, tick Active and Save changes, then Switch off
   the original so both don't run.
3. For an event type, the easiest fix is to untick Active in its panel and Save changes:
   "Inactive event types are hidden from new rules; rules already listening keep working." To delete it
   instead, find the rules that use it (the Rules column counts listeners; on
   Rules, filter Entity and then Event type), change
   their trigger or event type or delete them, and clear it from any rule's Emits event type under
   Advanced. Events already on the outbox keep blocking the delete until they are cleared, 30 days
   after they were processed.
4. For a message template used by rules, open each rule on the template's record type that has a
   Send email action using it (the template page reads "Used by <n> workflow action(s)."), choose
   another Email template or Write th

Question 9

Why do I see "That conflicts with existing data."?

Accepted Answer

- Runs are history. Every run records which rule ran, on which record, and what each action
  did: the emails sent, the tasks created, the demand runs started. Deleting the rule would leave
  those runs without their rule, so once a rule has run it can only be switched off. An inactive rule
  is kept but never runs.
- System rules come with the organi In the default roles only the Administrator holds the Edit and Delete permissions on
Workflow Rules and the Delete permission on Message Templates; the Sales Manager can
also edit message templates.

1. Switch the rule off instead. Click Deactivate instead in the dialog, turn off the switch in
   the Active column on Rules, or untick Active on the
   rule's page and click Save changes (the Edit permission on Workflow Rules). For a system
   rule, press Switch off on its page. Its runs stay on Runs.
2. To change a system rule, press Clone on its page (the Create permission on Workflow
   Rules), give the copy a name, change it, tick Active and Save changes, then Switch off
   the original so both don't run.
3. For an event type, the easiest fix is to untick Active in its panel and Save changes:
   "Inactive event types are hidden from new rules; rules already listening keep working." To delete it
   instead, find the rules that use it (the Rules column counts listeners; on
   Rules, filter Entity and then Event type), change
   their trigger or event type or delete them, and clear it from any rule's Emits event type under
   Advanced. Events already on the outbox keep blocking the delete until they are cleared, 30 days
   after they were processed.
4. For a message template used by rules, open each rule on the template's record type that has a
   Send email action using it (the template page reads "Used by <n> workflow action(s)."), choose
   another Email template or Write th

Workflow rule, event type or message template cannot be deleted: runs, rules or actions use it

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Workflow rule, event type or message template cannot be deleted: runs, rules or actions use it

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