An organization type can require a minimum or maximum number of contacts in a specific role. For example, you might need at least one billing contact, or no more than three voting delegates. Use this article to identify a compliance issue, find the rule that failed, and recheck organizations after you change role requirements.
Notice and Read the Compliance Alert
When an organization does not meet the contact role requirements for its type, Rhythm shows a red alert near the top of the organization page:
This organization does not meet the contact role requirements for a [organization type]. See the Contacts one-click for more information.
Tip
The alert mentions “the Contacts one-click,” but that is not the tab name on the page. Open the Organization Contacts tab on the same organization page to see the details.
The alert tells you the organization is out of compliance, but it does not identify the rule that failed. To see the details:
- Open the organization's page.
- Select the Organization Contacts tab.
Result
Above the contacts list, Rhythm shows one sentence for each broken rule, such as This organization has 0 contacts with the Billing Contact role; minimum for this organization type is 1. Each sentence names the role, the current number of contacts in that role, and the limit for that organization type.
The contact count and list on the tab can include inactive contacts. Inactive contacts used to stay in an organization's contact list indefinitely, and the tab now includes a toggle that switches between active contacts only and active plus inactive contacts. If the count above the list is higher than the contacts you see, use the toggle to include inactive contacts and compare the two views.
To fix the issue, add, remove, or reassign contact roles on the organization until the counts match the rules for its type. A contact must already be linked to the organization before you can assign one of its contact roles, so add the contact to the organization first if needed. For example, to satisfy a missing Primary Contact requirement, open the correct contact from the organization, use its edit-contact-information option, and add the Primary Contact role for that organization. Until you fill a required role, reports, queries, and role-targeted communications, such as renewal outreach, treat the organization as having no contact in that role. For more help, see Edit an Organization's Details and use the organization’s contacts tab to change who is linked there.
Tip
If you suspect a batch of contacts are linked to the wrong organization, run a query for the pattern first and export the matching contacts as a reference list. This gives you a record of the affected contacts before you decide whether a bulk update is the right cleanup method.
Tip
Selecting a key contact role shown on an organization's page opens that contact's record, even if you reached the organization from a different Rhythm application.
Warning
The alert reflects a stored answer, not a live check. After you change an organization’s type, the saved answer can be out of date because Rhythm does not automatically recheck the organization against the new type’s rules. After you change a type’s rules, the saved answer can also be out of date because existing organizations of that type are not automatically rechecked. In both cases, the alert and the details on the Organization Contacts tab keep showing the old answer until something rechecks the organization, such as a contact change at that organization or a full reprocess.
Recheck Every Organization After Changing the Rules
If you changed which roles an organization type requires, or changed how many contacts are allowed or required, run a full recheck so every existing organization of that type reflects the new rules:
- Go to Rolodex (CRM) Setup & Administration › Maintenance Tasks.
- Select Reprocess Now under Reprocess Contact Role Compliance.
Result
Rhythm shows Reprocessing successfully completed as soon as every organization has been queued for a recheck, not when every recheck has finished. The checks continue running in the background afterward. Give them a few minutes before you rely on the alerts and violation details being fully up to date, especially in an account with a large number of organizations.
You do not need a full reprocess when contacts change for one organization. Adding, removing, or reassigning a contact’s role at an organization automatically rechecks that organization’s compliance. Use the full reprocess only after a rule change, because one rule change can affect many organizations that have not otherwise changed.
Tip
If a background recheck fails, for example because of a temporary problem elsewhere in Rhythm, Rhythm retries it automatically. You do not need to start it again.
If It Fails
- An organization still shows out of compliance after I fixed its contacts. A contact change at that organization should recheck it automatically within a short time. If the alert still does not clear after a few minutes, reopen the page to make sure you are seeing the latest saved status, not a cached view. Because compliance is a stored result, the banner can still show a missing role for a little while after you assign it correctly. If a refresh and a short wait do not clear it, run the Contact Role Compliance reprocess on Maintenance Tasks to force an update.
- Reprocessing says "successfully completed," but organizations still show old compliance statuses. That message means the rechecks were queued, not finished. Wait a few minutes and check again, especially for a large account.
- An organization changed type, but its compliance alert didn't change. Changing an organization's type does not automatically recheck compliance against the new type's rules. Run Reprocess Now on Maintenance Tasks, or make any contact change at that organization to trigger its own recheck.
- A membership billing run keeps failing for a member linked to an affected organization. Removing the organization from the contact record, saving, then adding the organization back and saving again has been reported to clear a stale organization reference and let a later billing run for that member complete.