How to Turn Automations On and Off, and Delete Them in CrmLeaf
All editions. Requires the Workflow Automation add-on. Switching on and off needs the update permission; deleting needs the delete permission.
Availability: All editions. Requires the Workflow Automation add-on. Switching on and off needs the update permission; deleting needs the delete permission.
Overview
The Automations tab lists your rules with a status switch on each row. Switching a rule off keeps everything, including its conditions, actions and history, and the rule simply does nothing. Use the filter bar to search by name and filter by record type, trigger or status.
How It Works
- The status switch turns a rule on or off. Turning one on is refused if you are at your plan's limit of active rules; the message tells you the limit.
- The ⋮ menu on a row has Edit and Delete. Deleting asks you to confirm and removes the rule with its conditions and actions. Its past runs are kept but no longer show on Activity. You can select rows and delete several at once.
- There is no duplicate button. To make a variant, add the template again or build a new rule.
- Two badges can appear on a row. Template means the rule came from a template (greyed if that template is no longer offered; the rule is unaffected). Action unavailable means the rule holds a kind of action that has since been switched off for your account. The rule still runs; that one action does not, and is recorded as such.
- Changes take effect on the next record save. A run already queued uses the rule as it is when the run starts; a rule switched off or deleted in between does nothing.
Prerequisites
- At least one saved rule.
- The update permission to switch rules on or off, or the delete permission to delete them. You can only change rules your permission level covers (see Who Can See and Change Automations).
For Administrators
Step 1: Switch a rule on or off
What to do: Open Automations and use the status switch on the rule's row.
What to verify: The status changes. If you are at your plan's limit of active rules, a message says so and the rule stays off.
Step 2: Delete a rule
What to do: Open the ⋮ menu on the row and choose Delete, then confirm. To delete several, select the rows first.
What to verify: The rule disappears from the list.
Expected Result
Active rules fire on the next matching save; switched-off rules keep all their settings and history but do nothing; deleted rules are gone.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Template-based rules arrive switched off. Review one before turning it on.
- Deleting a rule hides its history from Activity.
- If your plan's limit is lowered, rules over the new limit keep what they have and stay editable, but cannot grow.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| A rule will not switch on | You are at your plan's limit of active rules | Switch off or delete another rule first. |
| No Edit or Delete in the menu for a rule | Your update or delete level does not cover a rule someone else created | Ask an administrator, or have the owner change it. |
| A row shows Action unavailable | One of the rule's actions has been switched off for your account | The rest of the rule still runs. Ask CrmLeaf support to switch the action back on, or remove it from the rule. |
| A rule does nothing although it is on | Automations are paused, or no record has been saved since the rule was made | Look for the yellow pause banner and, if it is showing, contact CrmLeaf support. Otherwise check Activity. |
Frequently Asked Questions
Does switching a rule off lose its history?
No. An off rule keeps its conditions, actions and history.
Does deleting a rule delete its history?
Past runs are kept, but they no longer show on Activity.
Can I copy a rule?
Not directly. Add the template again or build a new rule.
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