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What is Org Download, and how can it help me?
The Organization Download functionality allows users to create and export a file of general and financial information for selected nonprofit organizations. With this file in hand, GuideStar users can customize their data set, integrate it with other sources, and perform analysis to drive efficient and effective decisions.
What fields can I download for an organization or group of organizations?
GuideStar Premium subscribers can download 16 unique information fields for an organization or group of organizations. GuideStar Premium Pro subscribers can download these 16 fields, plus an additional 35 fields. See the list of fields available for both types of subscription.
What formats are available for download?
Your download may be generated in either CSV (for use in Excel) or pipe-delimited text format.
In my Excel or text file, some fields contain "$0" and others contain "n/a." What do these entries mean?
"$0" indicates that the related financial field from the Form 990 or IRS Business Master File (BMF) contains an entry for zero dollars. The "n/a" designation indicates that the field did not have any associated data from the organization's Form 990 or the BMF.Example: A downloaded file contains information on 100 organizations. Only 75 of those organizations have data in the "Address 2" field. This is because the remaining 25 organizations did not have an entry for the "Address 2" field on their Form 990.
In my CSV or text file, what does the column labeled "Year" indicate?
The "Year" column indicates the year of origin for the source data for that organization.Note: A value of 'n/a' is retuned in the "Year" column when a Form 990 is not available for an organization and the tax year is not reported in the IRS Business Master File.
What is my Download Queue?
Your Download Queue is the repository for all organizations on which you would like to download information. Nonprofits can be added to your Download Queue as you perform your regular GuideStar searches. The Download Queue allows you to manage your selected organizations in one easy-to-access location.
How can I identify and select the organizations for which I want to download information?
There are three ways to select organizations for download and build your Download Queue:
Once I have built my Download Queue, how can I access, review, and edit it?
Simply click on the "View/Download My Queue" link at the top of the search results or report page. If there are organizations in your queue that you would like to remove, check the box by each organization's name and click the "Delete Selected" button.To return to your search results from your Download Queue, click on the "Return to Search Results" link immediately under the "Download My Queue" button.You may also access your Download Queue from the My GuideStar area by clicking on the appropriate link in the GuideStar Premium section.
When I have finalized My Download Queue and am ready to generate my data set, what do I do?
Click the "Download My Queue" button to proceed to step two, file creation and customization.
How many organizations can I place in My Download Queue?
Up to 1,000 at any time.
Why do I need to name my download file?
Naming your download file enables easier tracking and management of your downloads.Each download file you create can be accessed for 30 calendar days from the date of creation. The Download Dashboard displays and stores each file you create, so be sure to use a naming convention that will be easy to understand (i.e., "Chicago Homeless Shelters," "Animal Rescue Groups," or "Grant Research July 2007").
What is the difference between CSV and pipe-delimited text file types?
The CSV option will build and generate your file in the familiar Microsoft Excel spreadsheet format; it will be ready for immediate use, or you can save it as an Excel file.If you anticipate importing your data set into a non-spreadsheet application (e.g., Microsoft Access database), the pipe-delimited text format will better meet your needs. Simply designate the pipe, i.e., the vertical "|" symbol, as the delimiter during your import process.
Why do the first three items in the field selection area appear with red check marks?
Organization Name, EIN, and Year are required fields. Downloads cannot be completed without these three fields, and consequently users may not deselect these options.
Can I deselect certain fields for download if I don't need them all?
Yes. The default selection is for all 16 fields to be included in your file, but you can omit a field from your download by unchecking the box beside the field name. To include an unchecked field in your download, simply check that box again.
Can I save my field selection preferences?
Yes. Check the "Remember My Field Preferences for Future Downloads" box at the bottom of the file creation page.
I have entered my criteria for file creation and am ready to download the information. What is my next step?
Click the "Create File" button at the bottom of the file creation page to proceed to the Download Dashboard.
I see each of my named files and their creation dates in a list on the Download Dashboard. How do I download and access my newly created data set?
Select the file from the list by clicking on the appropriate file name. You will be prompted to open or save the file. Select the appropriate option in the file download dialogue box.
What does the "File Available Until" date mean?
The date listed in this column represents the last day your file will be available for download. Once you have created and named your download file, you may continue to access it from the Download Dashboard for 30 days.It is important to note that the GuideStar database is updated daily. To ensure that you are accessing the most current information, you may want to create and download new files in lieu of accessing your archived files.
How can I access the Download Dashboard?
You may access the Download Dashboard from your Download Queue by clicking on the "Download Dashboard" link in the right column on the page. You may also access your Dashboard from the GuideStar Premium section of "My Account".
On the Download Dashboard and on My Download Queue, I see a box that contains my total download activity for the month. Why is this important?
GuideStar Premium subscribers may download information on up to 5,000 organizations per calendar month. This monthly download activity data is provided so that you always know how many organizations you have already downloaded and how many of your monthly allocation of 5,000 remain.
I am allowed 5,000 organization downloads each calendar month. How is an "organization download" defined? What if I download information on the same organization more than once?
An "organization download" is defined as the file creation for one unique EIN at one specific date and time. For example:You create a file for download on American Red Cross 3:00 p.m. July 5, 2007. On July 27, 2007, you create a file for download on American Red Cross. Because the two download files were created at two separate days and times, they are treated as two unique organization downloads.
I need to download information on more than 5,000 organizations. What should I do?
GuideStar can build custom data sets to your specifications for larger and more in-depth initiatives. Please contact our data services manager at 1-800-784-9378 or dataservicesmgr@guidestar.org.
I am receiving an error message or am unable to complete my download. What should I do?
Contact info@guidestar.org or call 1-800-421-8656. If the problem cannot be resolved at the time of your call, a trouble ticket will be created, and GuideStar will research the scenario you are experiencing in greater detail.