Administrators use two related pages to set up CRM and keep it current. The setup checklist takes you through CRM setup pages in a useful order, and Maintenance Tasks reapplies certain rule changes to records that already exist.
Prerequisites
- You need administrator access to CRM setup. If Setup does not appear in the CRM menu, or you cannot open it, ask whoever manages roles in your account.
Follow the Setup Checklist
- Go to Rolodex (CRM) › Setup.
- Work through the numbered steps under each heading, in order: Contacts, Organizations, Customers (Contacts & Organizations), Engagement (shown only if your account uses engagement scoring), and Maintenance & Other.
Tip
The checklist links to every CRM setup page in a suggested order, but it does not track your progress. Nothing is checked off as you go, so you can revisit any step at any time, and Rhythm does not keep a record of what is “finished.”
As you work through the checklist, plan separately for creating an organization’s CRM record, giving that organization a membership, and choosing the individual contact who should be its primary contact. Creating the organization record alone does not assign a membership or designate a primary contact, so set up each of the three intentionally.
The final section, Maintenance & Other, links to Maintenance Tasks, which is covered below, and to CRM’s general settings.
Run Maintenance Tasks
Some CRM rules affect a record only when someone saves that record, including automatic region assignment, contact role compliance, and engagement scoring. After you change one of those rules, existing records keep their old result until Rhythm reviews them again. Use Maintenance Tasks to review every record in your account at once.
- Go to Rolodex (CRM) Setup & Administration › Maintenance Tasks.
- Choose the job you need below, then select its button.
Recalculate Region Assignment
This reapplies your account’s current region rules to every contact and organization. Use it after you change region rules so existing records move to their new regions, instead of waiting until each record is saved later. This recalculation only reassigns regions on existing records. It does not fix a Region dropdown that will not load or appears blank, because that is a separate control issue rather than a region-assignment issue.
Reprocess Contact Role Compliance
This rechecks every organization against the contact role requirements for its type. Use it after you change which roles a type requires. See Resolve Contact Role Compliance Issues to read the results and understand the message this button shows.
Regenerate Historical and Current Scores
This appears only if your account uses engagement scoring. It recomputes every engagement score, past and present, using your account’s current scoring models. Use it after you change a scoring model so historical and current scores are compared consistently.
Warning
This is destructive: Rhythm deletes every engagement score your account has before recomputing them, and it does not ask you to confirm first. Do not select Initiate on this card unless you are sure you want every score recalculated from scratch. The button spins for the entire run, which can take a while for an account with a lot of history. The success message appears only after the recalculation has actually finished, even though the message sounds like it has just started.
Perform Engagement Scoring Lookback
This appears only if your account uses engagement scoring. It is a one-time job that reviews past activity and builds the metric data engagement scoring needs, so scores do not start at zero when you first turn scoring on. The card says you can only do this once for your account, so treat that as a real limit. Running it again is not a normal maintenance step and could produce results you do not expect. If you are not sure whether it has already been run for your account, check with Support before selecting Initiate again.
If It Fails
- A recalculation or reprocessing job says it started, but nothing seems different yet. Region assignment and contact role compliance jobs keep running in the background after the message appears. Give it a few minutes, especially in a large account, then check a sample record. If you are checking results through a saved query or report instead of a single record, re-run it after the job finishes so it picks up the updated values.
- "Unable to perform recalculation" or a similar error. The job did not start. Try again; if it keeps failing, contact Support.
- Region recalculation fails partway through, after some records already changed. In some cases, recalculation can stop with a timeout-style error after it has already begun updating records, so it is unclear whether every record finished. This is a known failure mode. If you see it, run Recalculate Region Assignment again and check your data afterward to confirm records have the regions you expect.
- You need engagement scores restored after selecting Regenerate by mistake. Regeneration deletes existing scores before rebuilding them from your current scoring models, and there is no way to bring back scores from a previous model. Contact Support if this happened unexpectedly.
- A setup checklist step opens and immediately refuses you. That page has its own permission requirement, separate from the permission to open the checklist. Ask whoever manages roles in your account for access to that specific area.
- A contact's Custom Fields tab stays stuck loading. Open that contact in edit mode and resave the record to make its custom fields populate again.