Who is this article for?

Administrators who manage and configure workflows.

Administrator permissions are required,

When attempting to delete a group, you may encounter an error indicating the group is referenced in a workflow definition that is no longer visible or accessible in the system.

This article explains why the error occurs and how to resolve it.

Issue

When you try to delete a group that is tied to a legacy workflow, you will see an error message similar to: "This group is currently used in a workflow, either directly as the responsible party in the workflow definition or indirectly as the responsible party via a custom field in a workflow instance. Please refer to the group summary report in Common Scripts for more details.".

The numbers at the end of the error message are workflow definition IDs. These workflows may have been deleted from the system interface but still exist as backend references, preventing group deletion.

Solution

To resolve the issue, you'll need to identify the group, remove it from the workflow, and delete it from the system to avoid the same issue occurring in the future.

Identifying referenced groups

To identify where the group is referenced:

1. Go to Common Scripts.
2. Navigate to Group Summary.
3. Select the relevant group.
4. Click View Summary.

The summary will display all locations where the group is currently being used, including workflow definitions and custom fields.

Resolving visible workflow references

If the workflows listed in the Group Summary are accessible in your system, you can remove the group reference yourself.

To remove the group from a workflow:

1. Navigate to the workflow definition shown in the Group Summary.
2. Remove the group from the Responsible Party field.
3. If the group is referenced in a custom field, remove it from that field.
4. Click Save changes.
5. Return to the group management area and delete the group.

Deleting groups

After the backend cleanup has been completed, you should be able to delete the group without encountering the previous error.

To delete the group:

1. Navigate to your group management area.
2. Locate the group that was previously blocked.
3. Click Delete.
4. Confirm the deletion when prompted.

If you continue to experience issues or discover additional groups with the same problem, open a ticket with us for further assistance.

Exceptions

If the workflows listed in the Group Summary are not visible or accessible in the system interface, the references are orphaned backend data from previously deleted workflows. This cannot be resolved through standard administrative actions.

To resolve this issue, open a ticket with us making sure you provide the:

• group name
• workflow definition IDs from the error message

We will remove the orphaned workflow references from your system, at which point you'll be able to delete the groups as normal.