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Organization Records

Administrators can turn on Organization Search to gather an applicant's organization information when they submit to your program.

Jon Munger avatar
Written by Jon Munger
Updated over a week ago

Overview

Use the Organization Records and Organization Search features to integrate official records of charitable and business organizations into your program's workflow.

  • Organization Records connect organization data to an applicant. Applicants are responsible for inputting the EIN (Employer Identification Number) or UEI (Unique Entity Identifier) for their organization.

  • The Organization Search feature prompts an applicant for EIN or UEI information. Submittable then searches through government databases for the correct organization and links the correct organization to the applicant. Organization Search is enabled at the Project level.

  • As the program administrator, you have the option of making a successful Organization Search a requirement before allowing a submission. An Organization Search is considered successful if the applicant enters a valid identifier into the prompt and selects an organization.

  • The Organization Search feature can be enabled by any administrator with Level 3 or higher permissions. Once enabled, all applicants will see the Organization Search.

Enable Organization Search

To gather an applicant's organization information, you will need to activate Organization Search in the program's options.

  • Select Programs from your Submittable home page, then either Create a New Project or select an existing project.

  • In the General Settings tab, select Allow organization search to start gathering the applicant's organization information.

    • If you want to make a successful Organization Search a requirement for accepting an applicant's submission, select the Require applicants to select an organization option.

    • If you select the Require applicants to select an organization, select the Registration Criteria. This sets what database and what identifier the program will accept from the applicant.

      • IRS Tax Exempt will use an EIN search only for charitable organizations in the Candid database.

      • SAM.gov will use a UEI search against the SAM.gov business entities database.

      • EIN or UEI will accept either value and search against both databases.

Once enabled, all applicants will see the following prompt when they begin the submission process.

Applicant prompt for optional Organization Search

Applicant prompt for required Organization Search

Access Organization Records

  • Navigate to the submission list view.

    • Alternatively, navigate to the Transactions panel of the Funds page.

  • In the Organization column, click the View link:

    • Alternatively, from the Submission Details page, select the View Link at the top of the Organization Profile.

The Organization Record is arranged into six areas:

Organization Header

The Organization Header displays the submitter’s Organization Name, Employee Identification Number (EIN), and Location. This organization information is gathered in the eligibility form associated with the project.

If you have multiple organizations associated with a project, each organization’s Record view must be accessed separately.

Total Submissions

The Total Submissions area shows the status and number of all submissions associated with the organization.

  • Click the number to the right of the status to open the submission list view and a filtered list of the submissions with that status.

  • Click the View all submissions link to open the submission list view and a filtered list of all submissions regardless of status.

Awards & Payments

Awards and Payments displays all awards and payments associated with each submission.

  • Click the amount to the right of Awarded or Paid to open the Funds feature and view the transaction.

  • Click the View all awards and payments link to open the Funds feature and view all transactions associated with the submission.

Active Submissions

Active Submissions shows all the individual submitters associated with the charitable organization, the number of submissions they have made, and their last login date.

  • Click on the number of submissions to the right of the submitter's name to view a filtered list of the submissions.

Organization Information

The Organization Information area displays data sourced using the EIN provided by the submitter. This data is integrated with Candid/GuideStar and supplies the charitable organization’s information.

Notes

Administrators can create private or team-wide notes. Notes are internal and cannot be seen by submitting organizations.

Using Notes

Users can Add, Edit, or Delete notes.

Add a Note

  1. In the “Add a Note” dialog box, enter the note. There is a limit of 1000 characters per note.

  2. Select the visibility settings for the note. You can keep it private for your reference only or share it with colleagues.

  3. Click “Add” to record the note.

Edit a Note

All users can edit their own notes. Level 5 users can edit and delete all notes that are visible to Everyone.

Delete a Note

All Users can delete their own notes. Level 5 users can delete all notes that are visible to Everyone.

Additional Reading

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