Contact role compliance lets you require organizations of a specific type to have the right number of people in a contact role. For example, you can require exactly one billing contact for every organization of that type. Rhythm checks each organization against the rules for its type, then marks the organization as in or out of compliance. You can also email an organization’s contacts when it falls out of compliance; see Configure the Contact Role Compliance Email.
What It Controls
You set compliance rules by organization type, not for your Rhythm account as a whole. Each rule applies to one contact role and can require:
- A minimum number of contacts who must hold that role
- A maximum number of contacts who may hold that role
- Both
Rhythm checks an organization against every rule for its organization type. When you turn compliance on for a type or change its rules, Rhythm does not immediately re-check existing organizations of that type. A maintenance task recalculates compliance for existing records; see the CRM setup checklist and maintenance tasks for how to run it.
Where to Find It
Go to Setup › Organizations › Types. Open an organization type or create one, then scroll to the Contact Role Compliance card.
Prerequisites
- You need the permission your administrator grants for organization type setup.
- The contact roles you want to require must already exist and be active.
The Settings
| Setting | Options | Default | Effect |
|---|---|---|---|
| Contact Role Compliance switch | On, off | Off | Turns on the minimum and maximum rules for this organization type |
| Per-role Minimum # | A number, zero or more | Empty | The fewest contacts who must hold that role for an organization of this type to be in compliance |
| Per-role Maximum # | A number, zero or more | Empty | The most contacts who may hold that role for an organization of this type to be in compliance |
The compliance table shows one row for each active contact role, sorted by name. If this organization type uses the Only certain contact roles are applicable to organizations of this type option, the table shows only those applicable roles.
Tip
If you leave both the minimum and maximum blank for a role, Rhythm does not save that row as a rule. A blank row means there is no requirement for that role.
Dependencies and Precedence
- You can set compliance rules only for active contact roles. If you deactivate a role used in a compliance rule, Rhythm removes that rule the next time you save the organization type. Reactivating the role does not restore the rule, so you need to add it again.
- If the organization type limits which roles are applicable, Rhythm drops the saved rule for any role you remove from that applicable list, even if the rule had a minimum or maximum.
- Compliance rules work with the notification settings in Configure the Contact Role Compliance Email. When that email is turned on, Rhythm sends it when an organization first falls out of compliance with these rules.
Change Impact and How to Revert
Warning
Turning compliance on, or changing its rules, does not re-check organizations that already exist. A tip on the form reminds you that changes take effect only after you run the Recalculate Contact Role Compliance maintenance task.
- Turning compliance off for a type keeps its saved rules, but Rhythm stops enforcing them. Turning compliance back on restores those rules. An organization's existing compliance banner or status may stay the same until that organization is rechecked or edited again, because turning the switch off for the type does not clear an already-displayed banner by itself.
- Removing every rule while compliance stays on is not allowed. When compliance is on for a type, Rhythm requires at least one rule before you can save.
Warning
If you enter 0 as a maximum for a role and save, the type shows that 0 in the box when you reopen it later. If you save again without retyping it, Rhythm silently drops that rule because a maximum of exactly zero is treated the same as an empty box. If you rely on a “no contacts of this role allowed” rule, retype the 0 each time you save the type, or check the rule afterward to confirm it is still there.
Permissions
You need the permission your administrator grants for organization type setup to set compliance rules. There is no separate permission for the compliance card.
Validation and Errors
If compliance is on and you try to save with no rules, Rhythm refuses the save. This happens when you never entered a rule, or when every row you filled in was for a role that is no longer active or applicable. Add a minimum or maximum for at least one applicable, active role, or switch compliance off.
The Manage Organization Types list includes a column that shows whether each type enforces compliance. The column shows only whether the switch is on; it does not tell you whether the rules underneath make sense.