When an organization falls out of contact role compliance, Rhythm can automatically email its contacts. Use this setup to turn that email on, choose who receives it, write the message, and preview it with a real organization and contact before you save.
What It Controls
You configure the compliance email separately for each organization type. It is available only when contact role compliance is switched on for that type. When you turn it on, you choose:
- Which organization contacts receive the email, based on their contact role
- The email's sender, reply-to address, subject, and body, including merge fields that personalize the message with organization and contact details
Where to Find It
Go to Setup › Organizations › Types, open the organization type, and turn on Contact Role Compliance. The Notify organization contacts of compliance violation card appears below it.
Prerequisites
- Contact role compliance must be switched on for this organization type.
- You need the permission your administrator grants for organization type setup.
The Settings
| Setting | Options | Default | Effect |
|---|---|---|---|
| Notify organization contacts of compliance violation switch | On, off | Off | Turns the email on for this organization type |
| Which contact roles should be notified? | One or more of the account's contact roles | None | Notifies contacts with the selected roles. If you leave this blank, Rhythm notifies every contact for the organization |
| From:, Reply To:, Subject:, body | Sender address, reply-to address, subject text, body text, and merge fields | Empty | Defines the email. You must enter a subject and body before you can save |
The email body supports merge fields for organization, including standard and custom organization fields, and contact, including standard and custom fields for the recipient contact. These are the same merge-field tools used elsewhere in Rhythm's email editor.
Warning
Rhythm lets you choose any contact role in your account, not only roles that apply to this organization type. If a selected role later becomes inactive, it stays selected, and contacts with that role keep receiving the email even though the role no longer appears when you add more roles. A contact role can also be deleted while it is still named in this list; deleting it does not remove it from the notified-roles setting, so the setting can name a role that no longer exists.
When the Email Is Actually Sent
Rhythm sends the email only when an organization's status changes from in compliance to not in compliance. It does not send every day the organization remains out of compliance. It also does not send again when another rule creates an additional violation while the organization is already flagged, so contacts hear about the first violation but not a second one during the same non-compliant period.
This status changes when one of the organization's required contact-role assignments no longer matches the organization type's compliance rules. For example, a required primary or billing contact role might be missing or assigned to the wrong number of contacts.
Prerequisites
For the email to go out at all:
- Notification must be switched on for the type, with a template saved.
- At least one chosen recipient must have an email address on file. If none of them do, no email is sent.
Preview the Email
The Preview button in the email editor opens Preview Contact Compliance Email. The preview sends one real copy of the email to an address you choose, using details from a real organization and a real contact. Use it to check your merge fields and wording before you save.
- Select an existing Organization and one of its Contacts in the picker.
- Enter the address to send the preview to, in Send Preview To:. It starts filled in with your own email address.
- Select Send Preview.
Result
A toast confirms that the preview was sent. The address receives the email exactly as it currently appears in the editor, whether or not you have saved the organization type.
Warning
The preview sends a real contact's and organization's data to whichever address you enter. There is no restriction on the destination, so be careful who receives a preview. Rhythm does not check that the contact you pick belongs to the organization you pick; if you choose a mismatched pair, the preview will not look like an email a real recipient would receive.
The organization and contact you last used are remembered the next time you open this dialog in the same browser. The destination address is not remembered, so the box always starts with your own email address again, even right after you send a preview to someone else.
Dependencies and Precedence
- This email is available only with contact role compliance rules. You cannot configure it for an organization type that does not have compliance switched on.
- This email is Rhythm's tool for this specific notification. It does not use a Web Form or the platform's general notification settings.
- A contact's Email tab on their CRM record shows only emails Rhythm itself sent, including this compliance email. It does not show messages sent through a separate email or campaign marketing tool.
Change Impact and How to Revert
Warning
If you switch Notify organization contacts of compliance violation off while Contact Role Compliance stays on, and then save, Rhythm erases the email content and notified-roles list from the saved organization type. Turning notification back on afterward starts with a blank email. If you only want to pause the notification temporarily, keep a copy of your subject, body, and role list somewhere else first.
Permissions
Configuring the compliance email uses the same permission as organization type setup. There is no separate permission for the notification card.
Validation and Errors
The subject and body are required while notification is on, so the form will not let you save without them. Choosing Which contact roles should be notified? is optional; if you leave it blank, Rhythm notifies every contact for the organization.
Tip
To quickly check whether a specific contact can currently receive email, use the Send Message action from that contact's own record rather than waiting for a real compliance violation.