Every organization record in CRM includes the organization’s name, type, addresses, phone numbers, web domain, logo, and any custom fields your Rhythm account uses. Use this article when you need to update those details for an existing organization. If you need to add a new organization, follow the article about creating one instead.
Use this when a company’s address changed, a phone number needs correcting, you want to add a logo, or you need to move an organization under a different parent in your family tree. You don't need this when you only need to change the organization’s status, such as active, inactive, or duplicate, because status changes use a separate dialog. You also do not need this article to merge two organization records.
Prerequisites
- You need permission to edit organizations. If the Edit this Organization button and the Edit Organization Details option are missing or disabled, ask your administrator.
- Your Rhythm account needs an edit form for organizations, either on the organization’s type or in the CRM’s general settings. If no form is configured, the edit page shows Unable to determine form instead of the form, and an administrator needs to set one up before you continue.
- The fields you see depend on how your Rhythm account is set up. Each account has its own organization forms, so fields, order, and labels can differ between accounts and between organization types in the same account.
Open the Edit Form
- Go to Rolodex (CRM) › Organizations and find the organization you want. See Find, View, and Pick an Organization if you’re not sure how.
- Open the organization’s record.
- Select Edit this Organization near the top of the page, or open Organization Options and choose Edit Organization Details.
- Change the fields you need to update.
- Save your changes.
Result
Rhythm saves a complete new version of the organization and returns you to its record. The change appears right away, and other applications that use the organization’s address or main phone begin picking it up within a few seconds.
What Rhythm Cleans Up Automatically
Each time you save an organization, Rhythm reviews the whole record and tidies these details, whether you changed one field or many:
- Phone numbers. Rhythm reformats the main phone, fax, and alternate phone numbers into one consistent layout. Custom phone numbers under your own phone types stay exactly as you typed them. If Rhythm does not recognize a number as a valid US number, it also keeps that number exactly as you typed it.
- Website and web domain. If you enter a website and leave the domain name blank, Rhythm fills in the domain from the website address and removes
www.. If you enter a domain name and leave the website blank, Rhythm fills in a website address usinghttp://andwww.. That address may not be the organization’s actual working address, so check it if the website matters to you. In the Domain field, enter only the bare domain, such asexample.com; if you includehttp://orhttps://there, the website Rhythm derives from it can end up with a duplicated protocol. The domain field may also show example placeholder text before you enter your own value. That placeholder is not saved data, and it disappears as soon as you type. Rhythm can match contacts to an organization automatically by email domain, so an incorrect domain can send future contacts to the wrong organization. If that happens, correct or remove the domain to stop future matches, then build a query for the contacts already assigned to the wrong organization and use a mass update to move them to the correct one. - Family tree position. If the organization has a parent, Rhythm recalculates its ancestors and top-level organization each time you save it.
Warning
When you save an organization, Rhythm saves the record’s complete new state, not only the fields you changed. If you clear a field and save, Rhythm removes that value from the record. This can happen by accident when you copy and paste into a field, so review your changes before saving if you are not sure every field still has the right value.
Addresses, Phone Numbers, and the Family Tree
The main address and main phone number flow down to contacts linked to the organization’s work address or phone, so changing them updates those contacts too. A billing address, and any extra addresses or phone numbers your account has defined its own types for, stay on the organization and are not copied to contacts. If your form does not show a separate Billing Address field, look for a small gray arrow beside the address area; expanding it can reveal a billing address you can still edit there.
Address fields autofill using what Google Maps recognizes as you type. If an address is unusually complex or Google does not recognize it, the fields may not populate automatically, so check the address and correct it by hand before saving.
If your account uses regions, changing the organization’s main address can move it to a different region automatically. Rhythm does not move the region automatically when someone has set the region by hand and marked it as overridden.
When you move an organization under a new parent, or remove its parent, Rhythm updates only that organization’s own ancestor chain when you save. Its child organizations keep their previous chains until each child organization is saved, so a large reorganization can take a little time to show everywhere.
Tip
An organization’s family tree is designed to be at most ten levels deep, but the check that enforces this limit does not currently take effect. Rhythm accepts a very deep or looping chain of parents, then stops walking the tree once it reaches a parent that is missing or already seen. If an organization’s ancestors look incomplete, check for a missing or circular parent link. The Parent Organization field also accepts the organization’s own record, so you can save an organization as its own parent and child at the same time. If that happens, correct or clear the Parent Organization value.
Adding a Logo
If your organization’s form includes a logo field, you can upload an image to show on the organization’s record. Rhythm stores the image as an attachment on the organization. To remove or replace it, upload a new image or clear the field.
Type, Region, and Other Standard Fields
Depending on how your account’s form is set up, you may also be able to change:
- The organization’s name. It appears everywhere the organization is referenced, including queries, receipts, and other customer-facing pages, so a change here shows up broadly. If you need an external code or identifier to be visible across applications, you can add it to the name, but expect it to appear wherever the organization’s name does.
- The organization’s type, which can change which contact roles it can hold and which compliance rules apply going forward. Changing the type does not automatically recheck the organization’s existing contact role compliance. If you need to do that, see Resolve Contact Role Compliance Issues. If you need an editable classification that organization administrators manage themselves, add a custom field for it instead of repurposing Organization Type.
- Its parent organization, notes, acronym, description, tax-exempt flag, and social links.
- Any custom fields your account has added to organizations.
The organization’s Contacts tab lists everyone linked to the record, but you can’t currently customize which columns it shows.
If It Fails
- The save is refused with a validation message. The new version did not pass a check, such as a missing name or an address or phone number without a type. Correct the field named in the message, then save again. An address needs more than just a country to pass validation, so if you only added a country, complete the rest of the address before saving. If the save still fails after every named field looks correct, try removing and re-adding a saved Billing Address value; in some cases, that alone has let an otherwise-stuck record save.
- The save is refused and a parent organization is set. The Parent Organization field can end up pointing at a record that no longer exists. Clear the Parent Organization value, save, and then reattach a valid parent organization.
- "Unable to determine form." No edit form is configured for the organization’s type, and no form is set in the CRM’s general settings. Ask an administrator to configure one.
- A field you didn't touch changed anyway. Another update on the record, such as an automatic domain fill-in, ran as part of the same save. Compare the record’s history to see exactly what changed.
- The organization doesn't come up when you search for it, but no one deleted it. It may have been renamed instead. Check the organization’s own history, or its 360 record, to see whether its name changed before you conclude the record is gone.
- A linked record shows only the organization's numeric ID instead of its name, and the organization can't be found by name in search. Opening the organization, making an edit, and saving it again has sometimes restored the correct name display and made the organization findable by name again. Treat this as a workaround rather than a guaranteed fix, and try it before assuming the record itself is damaged.
To see exactly what changed on a save and who made it, use the record’s audit history. See Audit History: What Is Recorded and How to View It for how audit history works across Rhythm.