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Organizations Reference

Updated

Standard organization fields, menu options, and vetting services apply across all organization records in SmartSimple, regardless of their position in the hierarchy.

Standard Organization Fields

All organizations in SmartSimple share a common set of standard fields, regardless of their position in the hierarchy.

Standard Organization Field Description
Name Name of the account.
Address Street address for this account.
Address 2 Second line of the address, if needed. For example, apartment or suite number.
City City of the address.
State/Province State or province of the address.
Country Country portion of the address, selected from a drop-down menu. The default country corresponds to the user's country.
Zip/Postal Code Zip or postal code portion of the address.
Phone Primary phone number of the account.
Fax Primary fax number of the account.
Website The organization's website URL, if applicable.
NAIC Codes North American Industry Classification System (NAICS) code, visible only if enabled.
Parent Organization The higher-level account name, if this account is part of an organizational hierarchy.
Created Date The date the account information was created.
Created By The owner or creator of the account.
Last Updated By The name of the individual who last updated the account information.
Last Modified Date The date and time the account information was last modified.

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Users with elevated access, such as an owner or System Administrator, see additional items on the organization's profile page. The main menu appears at the top of the profile, directly below the header. Each button reveals a drop-down menu of associated functions.

NOTE  Terminology for these functions may differ in your SmartSimple instance, as organization terminology is configurable.
Menu Item Options
New
  • Staff — Add a new contact to this organization.
  • Branch — Add a new organization as a subsidiary of the current organization.
  • Activity — Add an activity (phone call, event, or meeting) associated with this organization.
  • Import Branch — Launch the Import Wizard to import multiple subsidiary organizations to the current organization.
  • Import Staff — Launch the Import Wizard to import multiple users to the current organization.
  • Import Activities — Launch the Import Wizard to import multiple activities for the current organization.
View/Edit

Toggle the organization's details between View mode and Edit mode.

  • Edit mode — Authorized users can modify standard fields and other details.
  • View mode — Read-only.
Options
  • History - Reader Log — Opens a modal showing all recent users who accessed this organization's profile, with start and end times and whether they were in View or Edit mode.
  • Properties - Categories — Owners and System Administrators can modify the category for this organization.
  • Settings - Password Policy — Opens a modal where System Administrators can modify password rules for users, including character length, complexity requirements, expiration settings, inactive account handling, and activation link settings.
  • Settings - Regional Settings — Modify regional settings including language, date and time formats, time zone, home currency, and numeric separators. Toggle Enforce Settings for each change and click Save.
  • Tools - Duplicate Check — Checks whether duplicate records exist in the system for this organization.

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Organization Side Menu

On the left side of an organization profile, a side menu displays additional details relevant to the organization.

NOTE  The tabs in this menu vary depending on the organization. Tabs such as US Census, Calls, and Eligibility display records configured specifically for the organization's needs. Other tabs remain consistent across all organizations.
Menu Item Description
Main Displays the primary profile details of the organization, including main address and contact information.
Notes Users can annotate records with comments, instructions, and other notes. Notes are timestamped and associated with the creator. They can be edited, expanded, or hidden, and are accessible in both View and Edit mode.
Activity List Displays all activity records for the current organization.
Sub-Branch Displays all sub-branches (subsidiary organizations) of the current organization. The current organization serves as the parent of all listed sub-branches.
Organizations For root organizations, displays all external organizations related to the current organization.
Contacts Displays all contacts associated with the current organization.
Associates Displays all associated contacts for the current organization. Enable Associations before using this tab.

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Organization Vetting Services

SmartSimple provides Grants Management and Research Management clients access to third-party government data to confirm or deny an entity's status as a charity, nonprofit, or educational institution, and to verify inclusion on relevant watch lists.

Database Update Frequency Notes Link Third Party Provider
OFAC On Demand/Real Time OFAC administers and enforces economic and trade sanctions against targeted foreign countries, regimes, terrorists, narcotics traffickers, and others. OFAC publishes a list of Specially Designated Nationals (SDNs) whose assets are blocked and with whom U.S. persons are generally prohibited from dealing. OFAC programs include: Specially Designated Global Terrorist, Foreign Terrorist Organization, Iran and Syria Nonproliferation Act, Specially Designated Narcotics Traffickers, Weapons of Mass Destruction Trade Control Regulations, OFAC Country-Based Sanctions, FinCEN 311, and others. treasury.gov/OFAC csiweb.com
IRS Monthly The IRS maintains the Pub78 database (all non-revoked nonprofits required to report to the IRS) and the Business Master File (all Exempt Organizations, including those not 501(c)(3)). Some organization types eligible for grants and donations may not appear in Pub78. irs.gov/exempt-organizations N/A
CRA Monthly SmartSimple receives monthly data from two CRA sources: the most recent publicly available T3010 Registered Charity Information Returns, and a database of charities by current status. cra-arc.gc.ca/charities N/A
ABR Real Time ABN Lookup is the public view of the Australian Business Register (ABR), providing access to publicly available information for businesses with an Australian Business Number (ABN). abr.business.gov.au N/A
Charity Commission for England and Wales (CC) Monthly SmartSimple maintains this database monthly using the Charity Commission database. charitycommission.gov.uk N/A
Public Elementary/Secondary School Universe Survey Data Annually SmartSimple maintains an annual database of all public elementary and secondary schools in the US. nces.ed.gov/ccd N/A
CRO Real Time The Companies Registration Office (CRO) is the central repository of public statutory information on Irish companies and business names. cro.ie/Services N/A

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