If your organization types require certain contact roles, such as a Primary Contact or Billing Contact, Rhythm tracks whether each organization has the right contacts in place. This is the organization’s contact role compliance status, and Rhythm updates it automatically when the organization’s contacts change.
What Triggers a Recheck
Rhythm rechecks an organization’s compliance when a contact is added, removed, or has their roles changed at that organization. This happens only when the organization’s type has contact role compliance turned on, with an administrator setting the minimums and maximums for each role.
Rhythm checks a new organization once when it is created, so it has a compliance status from the start instead of waiting for its first contact change.
If one contact’s changes should never trigger a recheck, such as a shared service account, set that contact’s notes to the exact phrase your administrator uses for this purpose. Rhythm then skips that contact when deciding which organizations to recheck. This only prevents that contact’s own changes from triggering the check; another contact’s change on the same organization still triggers it, and the excluded contact is still counted in the compliance result.
What the Status and Violations Mean
After a recheck, Rhythm records whether the organization is in or out of compliance and lists any violations. Each violation names a role and shows whether the organization has too few or too many contacts with that role, based on the minimum and maximum your administrator set for the organization’s type. A role with no minimum cannot create a too-few violation, and a role with no maximum cannot create a too-many violation.
If a role is renamed later, any existing violation for that role keeps the old name until the next recheck refreshes it.
When the Status Is Removed
If an organization’s type no longer requires compliance checking, Rhythm does not clear its existing status immediately. The old status and violations stay on the organization until the next recheck runs, which happens when that organization’s contacts change again or when a maintenance reprocess is run. Turning compliance off for a type does not, by itself, update organizations that were already checked under that type.
Why Changing an Organization's Type Doesn't Recheck It
Rhythm recalculates compliance only when an organization’s contacts change. It does not recalculate when the organization’s type changes or when the rules on a type change. If you move an organization to a type with different or newly required contact roles, its compliance status stays the same until its contacts change or you run a reprocess.
The status also has no timestamp, so the organization record alone cannot tell you whether it reflects the current type and rules or an older set.
Tip
After you change contact role requirements on an organization type, or move organizations to a type with different requirements, run Reprocess Contact Role Compliance from CRM Setup & Administration › Maintenance Tasks. It queues every organization in your account for a fresh compliance check using the current rules.
A Compliance Status Can Also Be Set Directly
An integration or bulk process that saves an organization can write the compliance status and violations directly, without running a recheck. A status written this way is not permanent. The next contact change on that organization, or the next reprocess, recalculates compliance and overwrites what was written directly.
What You See on the Organization
When staff open an organization that is out of compliance, they see an indicator showing that it does not meet its type’s contact role requirements. The indicator also lists the specific roles that need attention. If you think the indicator is wrong, for example because you already added the missing role, first confirm that the contact change was saved. Then consider running a reprocess, because compliance updates only when something triggers a recheck.
Related
For what causes a contact to receive a role automatically in the first place, see How Contact Roles Are Assigned Automatically.