The following guide outlines the process of creating a data report, running a report, and accessing the contents of the report. These reports are driven off of the data warehoused within the Nevada Secretary of State's office. This data could be corporation filings, uniform commercial code (liens), notaries, etc.
For more information you can also click here to view frequently asked questions.
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Create New Data Report |
| 1) Navigate your browser to this page where you can view all your saved report templates. Click the "Create New Report" button. |
| 2) Specify the type of data you wish to report off of, which can be Corporations (Business Entity Data), UCC, Notaries, etc. |
| 3) Specify the report type, which is either "Customized Report", where you may filter data, or "Full Unabridged Database Dump", which gives you the entire database, with no customization options. If you select "Full, Unabridged Database Dump", skip steps 4 and 5. Click the "Go to Next Step" button when finished. |
| 4) From this "Result Fields" page you can specify exactly what fields you want included in your report. If you only need Corporation Officer information you can just select those fields under that grouping and leave the remaining fields unchecked. Simply check the check box next to the field you wish to include in your report. Utilize the "Select All" button at the lower part of the page to have all check boxes checked. Then you could un-check checkboxes that you do not need. Click on the blue "hyper-linked" column name to bring up help information about that field.
On this "Result Fields" tab and on the next "Search Criteria" tab you can click the Expand and Hide icons next to the column groupings to visually expand or minimize the space taken up in your browser (i.e. click the 'Minus' icon next to Corporation Actions to hide all sub-elements). Clicking an icon has no impact on your saved report settings; this is purely a visual function. When finished click the "Go to Next Step" button. |
5) From this "Search Criteria" page you can specify reporting parameters to filter out unwanted data or search on the specific data you do want. For example, if do not want to include any inactive entities you could check the "Active" selection only under the "Corporation Status" search options. These individual search columns can be expanded and hidden by clicking on the plus and minus icons next to the column names. Other fields will have different methods of entering in filtering information such as the date fields like "Corporation Date". Here you can specify a specific date such as "Jan 1, 1990" in the "After:" portion to only get corporations filed after Jan 1, 1990. You can also specify a dynamic date that is relative to today's date so that you could get a specific portion of data each time the report is ran. For example if you wanted to just get new filings each week you could specify a Creation Date of "After:" 7 days ago (or 1 week ago) then each time you run the report you will get all corporations filed since that time period without having to edit the report parameters. The report results will conform to ALL search criteria specified but if a column allows multiple values to be selected such as Corporation Status (Cancelled, Expired, Current, etc.) the results can conform to ANY of these particular values as these are all subordinate to this one column. Example: If you specify a search where Corporation Date is After 01/01/2000, Corporation Officer City is "Las Vegas", and in the Corporation Status column, you selected the "Cancelled" and "Expired" checkboxes, then you would only get back Corporations whose Corporation Date is after 01/01/2000 AND their Officer Mailing City is "Las Vegas" AND their Corporation Status is either "Cancelled" or "Expired". When you are finished specifying your search parameters click the "Go to Next Step" button.
COMMON MISTAKES CONFIGURING CORPORATIONS SEARCH PARAMETERS:
1) Action Date parameter. The Action Date is the date that the action or amendment took place. Examples of Actions are "Annual List of Officer Filed", "Articles of Incorporation Filed", "Registered Agent Change", "Stock Split", etc. Using this field as search criterion will mean that you will only get back corporations with an action in the date range you specify. I.E. if you specify an Action Date of greater than 1/1/2000 you will only get back entities that have at least one action after 1/1/2000. Use this condition with caution, it is widely misunderstood. Action date is Not the same as the creation date (or rather date of incorporation) of the corporation.
2) Corporation Officer parameters. It's important to understand that whenever you specify an officer parameter, if that condition is not met, the business entity will not be returned at all. Thus if you specify a parameter of Officer Type = 'President', you will not get back any entities that have do no have a 'President' on file which could be because that entity type does not have any officers of type President (LLCs) or because that entity is brand new and does not yet have ANY officers on file because they have not yet filed their initial list of officers.
3) Corporation Name parameter. Under the Corporations grouping, and under 'Corporation Contact Info' sub-grouping, you will see a Corporation Name parameter. This field is actually provided so that you may report off a group of corporations matching a certain pattern of corporation name by using the special wildcard character '%' which represents zero or more characters. For example, if you wish to find all corporations that have the word "HomeOwners" or "Home Owners" in their name you would specify a parameter of "%Home%Owners%". This will return all entities regardless of the position of "HomeOwners" within the name. This parameter is NOT meant for one specific entity name that would return only one business entity. If you are just looking for one specific entity you will want to use the free "Business Entity Search" under the Online Services menu which contains all the same information you can get with this report tool. This reporting tool was developed to make available very large amounts of data.
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| 6) In this final step you will first specify what file format you want your report results placed into. Review the options and click on the file format names for more detailed information on that format. After you have selected a file format you can click the "View Selected File Structure" button to open another pop-up window that will provide all the information you need ahead of time about the report file structure to process the report via a program. This information includes the file names, the columns returned, the data type of the column, the position of the column, the number of files within the report, and any other information that may be specific to that particular file format. Also within this final step on the General tab, you can specify any additional emails to CC in any file transactions so that you may share your results within your organization. Finally, name the report so that you may easily identify it for usage later. Once you have these report parameters saved you can run the report at any time without having to revisit all these steps. At this phase you can either save the report, save and run the report, or just run the report without saving. Click the "Run Report & Save Settings" button so that we can go ahead and run this report now. |
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When you have chosen to run a report you will see a confirmation page first to verify your report parameters, number of records returned, and cost of the report. Confirm the settings and other information then click "Run this Report Now" if this report looks the way you intended, otherwise you may choose to go back and re-edit the report parameters. After the report has been confirmed and you elect to run it, the order check out phase will be initiated. Follow these steps below to provide payment for the report and to begin execution of the report.
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Order Checkout |
| 1) After clicking "Run this Report Now" you will be directed to the collect payment page. Here, click the radio button (the circular button) next to "Credit Card \ Debit Card" or "NV Secretary of State Trust Account" to specify which form of payment you are electing. If you are paying by credit card you may choose to save this card for usage later so that it does not need to be re-entered each time a report is ran. All credit and debit cards numbers are transmitted via secure socket layer technology and further encrypted before being saved to the Secretary of State database (if you specified you wish this card to be saved). If you wish to pay via a Trust Account that you have set up with this office you may enter it in here. Trust Accounts are verified by closely matching the company and address information contained within the profile of your web account against the information associated with the Trust Account in our accounting system. If you can not match this information the trust account can not be used unless you have customer service manually over-ride this check. Call 775-684-5708 to reach customer service, request the accounting department and have them "web enable this trust account for the SOS Services application". You will also need to provide your Trust Account PIN when making your trust assignment. This PIN should have been issued to you or your Trust Account administrator when issued. Click the "Save & Continue" button when finished entering in your payment. |
| 2) The final step in order check out is the confirmation page. Here you may review the charge to your payment method and contents of your order which in this case is just this one report. Click the "Complete Purchase" button to initiate the report execution phase. |
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After the order has been submitted, the execution of the report will begin immediately. This may take anywhere from 3 seconds to 40 minutes depending on the size of the report. Processing millions of records, formatting them into specific files, transferring them from the reporting server, emailing results, and processing the order results can take a while so please be patient. Once the report has been generated, you will receive 2 emails. One will outline your order and provide a receipt of purchase and the other email will contain instructions on how to retrieve and decompress your report results. Follow these instructions and verify that the report contains the results you specified in your report parameters. You should only receive the columns contained within your file format legend (refer back to the General Tab, "View Selected File Structure" button). All records should also conform to any search parameters you set up. If you only selected to return entities of type "Domestic Corporation" you should receive entities of no other type than that. To make these kinds of verifications you must ensure that you include any columns you are searching on in your result columns selections.
From the "My Report Templates" page where you can view all saved reports ("Online Services" menu, "My Data Reports") you can also re-edit report parameters, delete a report, run a report, or again, create a new report.
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