Rolodex (CRM) › Overview is the first page you see when you open CRM. The page looks different depending on whether your Rhythm account has a custom CRM dashboard.
If Your Account Has a CRM Dashboard
If an administrator has built a CRM dashboard for your account, it fills the page and is titled Contacts & Organizations. If you have permission to design dashboards, you can use Customize on that page to edit it. What appears on the dashboard depends on how it was built.
Some dashboard items let you open the records behind a number or chart. When you select the contacts total, the organizations total, or a bar in an organizations-by-type chart, Rhythm opens the matching records as a query that you can filter, sort, or export. Other custom dashboard items may not open a query. If your dashboard includes a duplicate-accounts KPI, drilling in shows only up to 100 accounts and does not show the total number of duplicates in your account from that view.
If Your Account Doesn't Have One
Most accounts show the built-in overview instead, with two columns:
| Column | Shows |
|---|---|
| Contacts | Your account's contact count, a Potential Duplicates tile, a contact search box, Create a New Contact, and Manage Duplicates |
| Organizations | Your account's organization count, a Potential Duplicates tile, an organization search box, and Create a New Organization |
Warning
The Potential Duplicates tiles always show n/a because they are placeholders and do not check for duplicates. Seeing n/a is expected and does not mean anything is wrong. To find real duplicate candidates, use the duplicates review tools instead.
Tip
The Contacts and Organizations counts include every record of that type, no matter its status. Inactive contacts, inactive organizations, and organizations marked as duplicates are included, so the total may be higher than the number of records you consider active.
Refresh a Count
- Hover over the Contacts or Organizations tile. A refresh icon appears.
- Select it.
Result
Rhythm counts the records again and updates the tile. The count you usually see can be up to a day old because Rhythm keeps a recent count instead of recalculating it every time the page loads. Use the refresh icon when you need a current count right away, such as after a large import.
This saved-count behavior only applies to the overview tiles. A Contacts or Organizations query you run yourself reflects current record data after you edit a record; it does not wait for the same daily refresh.
Jump from a Count to the Underlying Records
- Select the number on the Contacts or Organizations tile.
Result
Rhythm opens the query manager with a ready-made query for every contact or every organization. You can review the records included in the total, filter them further, or export them. See Design and Run a Query for what you can do after the query opens.
If you filter the opened query to active contacts only, that changes only the query results. It does not change the total on the overview tile, because that count always includes every contact regardless of status.
Quick Shortcuts
The search boxes on the built-in overview take you straight to a record. Choose a contact or organization, and Rhythm opens that record’s page. The contact search box also includes a quick-add option when the contact does not exist yet.
- Create a New Contact and Create a New Organization open the full creation pages.
- Manage Duplicates opens contact duplicate management from the overview.
Run a Broader CRM Report
CRM does not have a separate reporting tool. You build reports and lists of contacts and organizations the same way you do elsewhere in Rhythm: with a query. From CRM’s Queries page, or by selecting a count as described above, you can start with every contact or every organization and add your own criteria, columns, and sorting. Depending on how your account's query fields are set up, login-related criteria or columns may also be available on a Contacts or Organizations query, so you can see who has logged in, who hasn't, and related timing. See Design and Run a Query for the full steps to build and save a query.
If It Fails
- The count doesn't change after a large import. The saved count can be up to a day old, so use the refresh icon to force a fresh count.
- "Potential Duplicates" always shows n/a. That is expected. Use the duplicates review tools to find real candidates.
- The overview looks completely different from what a coworker described, or shows no dashboard controls at all. Your account may or may not have a CRM dashboard; both are normal, and which one you see does not depend on anything you do.
- A contact record won't open from CRM, with an error saying the record could not be found. The contact may still be reachable and editable from other areas, such as Membership. Try opening it from there rather than assuming the record was deleted.