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How to Enable Automatically Assigning a New Owner to a Copied Entry on Submission

Nucleus has functionality that allows a new Entry Owner to be assigned when an Entry is submitted. This functionality is designed as a fully automated workflow allowing Admins to be more creative in their Entry processes. There are no defined rules as to how this functionality should be used, but it works well with the Progression workflows. A use case could be a multistage Entry where one user completes the First Stage Form and the second user completes the Second Stage Form. For this process, three fields must be created on the Entry Form, requesting the User’s First Name, Last Name and Email. Special Values used for the question names track the data and an email is triggered to the new Owner once it has been assigned. Different Email Templates are sent to new and existing Users so the communications need to be updated.

Setting Up Automated Copying on Submission

The copied Entry can be actioned in the current Award or a new destination Award. To enable automatic copying action the following:

  1. Log into the Admin Interface
  2. Go to Actions>Awards
  3. Set Entries require approval/progression to Yes
  4. Set Copy on submission to Yes
  5. Select the destination award from the ‘Copy to award‘ dropdown
  6. Select the Copy State
  7. Click Save

Note – The new Entry Owner needs to either belong to the Organisation or be a new User. It is not possible to issue the Entry to an existing User in a different Organisation using this process. If this is the desired outcome then use the Sharing Functionality.

How to Automate Issuing the Copied Entry to a New User on Submission

The following guide assumes that you have set up the First Stage Entry Form and refers to the specific questions only. For more information about Entry Form building read the How to Build an Entry Form guide.

  1. When creating the Stage One form (the form that will collect the data from the first User) you will need to create the following fields using the Question List:
    1. First name
    2. Last name
    3. Email
  2. You can create new questions or edit existing ones. There is no issue with the Question Type used so long as the Entrant supplies a First Name, Last Name and an Email Address in three separate fields, as these are used to create the account. There is no specific order required and the questions do not need to be next to one another, so build the Form as required. Note that each Form can only be copied to one User at a time.
  3. The only requirement for each question is that the question Name (used for the internal question name) contains a value, and noting else. Add in the values below and click Save:
    1. First name – copyEntryToAwardOnSubmission_firstName
    2. Last name – copyEntryToAwardOnSubmission_lastName
    3. Email – copyEntryToAwardOnSubmission_email
  4. The same will need to be applied to the Stage Two form (the form that the entries are being copied to). For the purposes of this specific functionality you need to create three identical questions to the above. They should be the same Question Type but do not need to be in the same order but the internal name needs to match.

Editing the Email Templates

Two email templates are needed to contact the Entrants. For information about how to edit Email Templates see the manage email templates guide.

  • entry/entrantownerchange – This template is sent to Users already have registered for an Entrant account. The copy you provide should direct them to login and edit the Entry Form that has just been assigned to them. Include the special value @@site_url@@ which will include a link to the instance for the User to log in.
  • invite/newUser – This template is sent to Users who have not registered for an Entrant account. The copy you provide should direct them to provide a password and account details when they click on the link. Once their account has been created they can edit the Entry Form that has just been assigned to them. Include the special value @@registrationUrl@@ which will prompt the User to register and claim the account where their Entry exists.

Once set up the Entry should be copied upon submission and issued to the new Owner. The Owner will be sent an email to alert them that they now own the Entry.