An organization's page gives you three quick options without opening the full edit form. From Organization Options on the organization's page, you can change its status, move it to another type, or delete it.
Change an Organization's Status
Each organization has one status: active, inactive, or duplicate. Use active for organizations you currently work with, inactive for organizations that are no longer current, and duplicate for an extra record of an organization you already have. You can change any status to any other status.
Prerequisites
Your role must include permission to change an organization's status.
- Open the organization's page, then choose Organization Options, then Change Status.
- Choose the new Status: from Active, Duplicate, or Inactive.
- Use Notes/Comments: if you want to record why you changed the status.
- Choose Save Changes.
Result
The status updates immediately, and the organization's page reloads with the new status.
Warning
Notes/Comments: in this dialog is the organization's own notes field, which also appears elsewhere on the record. It is not a separate status-change log. Anything you enter here replaces the organization's existing notes, and Rhythm does not keep a separate history of who changed the status or why beyond those notes and the record's own last-changed information.
Marking an organization inactive has real effects: it stops future communications to that organization, excludes it from billing runs, and keeps it out of universal search results. If you only want to stop emailing the organization, opt it out of email instead of changing its status; an opted-out record still appears in universal search. CRM status and membership status are tracked separately, so an inactive membership does not require an inactive CRM status. When you need to compare or report on membership status, query membership status on its own.
Move an Organization to a Different Type
An organization's type controls details such as which contact role rules apply and which forms staff use to create or edit the organization. Use this option when you need to move an organization to another type without opening the full edit form.
Prerequisites
Your role must include permission to change an organization's type. At least one active organization type must exist, because Rhythm only offers active types.
- Open the organization's page, then choose Organization Options, then Change Organization Type....
- Choose the new Organization Type.
- Save the change.
Result
A success message confirms that the type changed.
Warning
Changing the type here does not immediately check the organization against the new type's contact role requirements. The organization's compliance status or compliance alert reflects the new type's rules only after one of its contacts changes, or after the account-wide compliance recheck runs.
This dialog cannot clear an organization's type back to none. To remove the type entirely, use the full edit form.
When you are changing an organization from one type to another, use this dialog instead of the organization's own edit form. Adding the Type field to a console update form only displays the current value there; it does not provide the correct type-selection behavior for changing it.
Delete an Organization
Deleting an organization removes it for good. There is no undo and no recycle bin.
Prerequisites
Your role must include permission to delete organizations.
- Open the organization's page, then choose Organization Options, then Delete.
- Confirm the deletion when Rhythm asks you to.
Result
A message confirms that the organization was deleted.
Warning
Rhythm will not delete an organization while other records still point to it, such as contacts, child organizations, orders, or memberships. If Rhythm refuses the delete for this reason, move or remove those references first. For a contact, change or clear that contact's organization on their own record; see Manage a Contact's Organization, Role, and History. If another application keeps records for the organization and it can never be fully removed, mark it inactive instead to keep it out of everyday use while preserving that history.
If contacts are blocking the delete, edit each attached contact, clear the organization value on that contact's record, and save it. Do this for every contact still attached, then delete the organization.
Occasionally, the record blocking a delete is not visible from the organization's usual related-records areas, search, or audit lookups, even though it is the reason Rhythm refuses the delete. If you cannot find what is referencing the organization yourself, and marking it inactive is not an option, contact Support; some blocked deletes need engineering to remove the underlying record before you can delete the organization.
If Something Goes Wrong
| What you see | What it means and what to do |
|---|---|
| Change Status, Change Organization Type..., or Delete is disabled | Your role does not include the matching permission. Ask an administrator. |
Unable to update organization status | The save failed. Reload the organization's page and try again. If someone changed the organization at the same time, reloading first helps you avoid overwriting that change. |
| The delete confirmation is followed by an error instead of success | Another Rhythm record still refers to this organization. Mark it inactive instead if you cannot remove every reference to it. |
| The compliance alert on the organization's page still names its old type after you changed the type | This is expected until a contact on the organization changes, or the account-wide compliance recheck runs. Changing the type alone does not refresh it. |
| Copy ID to clipboard copies the wrong organization's identifier | This has been seen when you copy the ID for a second organization right after viewing a different one. The previously viewed organization's ID gets copied instead. Refresh the page for the organization you're currently viewing, then copy the ID again. |
| An organization you expect to find seems to be gone, but nobody deleted it | It may have been renamed instead of removed. Check the organization's 360 record or its change history for a name change before you conclude that the record was deleted. |