How to set an Award to be Visible on the ‘Create Entry’ Page

Messages will be displayed only if the award is set to be visible on the Entrant’s dashboard. To switch this on, please do as follows:

1. Log into the Admin Interface
2. Go to Awards & Projects
3. Choose the relevant award and click on Settings
4. Scroll down to the Options section
5. Set Yes to the Show on ‘Create New Entry’ page question
6. Click Save

Note – If you don’t want to display your award on the ‘Create Entry’ page, you can choose to keep it hidden, for example, during testing or when it’s not open yet.

Setting up Messages for Awards

Once your award is visible on the Entrant page, you can set up messages to be displayed. This can be done from the Awards Settings page and can be edited at any time. The message fields are optional, and if left blank, no messages will be displayed. Here’s how you can set it up:

1. Log into the Admin Interface
2. Go to Awards & Projects
3. Choose the relevant award and click on Settings
4. Scroll down to the Messages section
5. Edit as required:
   • Entry not yet open message – displayed on the ‘Create Entry’ page to Entrants before the project opens. The award will be shown, but entrants won’t be able to click on it. This message is displayed BEFORE the Award opening date.
   • Entry open message – displayed on the ‘Create Entry’ page to Entrants whilst the project is open.
   • Entry closed message – displayed on the ‘Create Entry’ page to Entrants after the project has closed. The message will be dependent on the date you previously set in the ‘Show closed message until’ field on the page where you choose the main opening/closing dates for your project. It will appear as greyed out for Users. This message is displayed AFTER the Award opening date.
   • Entry Form Top Content – Displayed on the Form page below the Award’s title, this message can be used to provide further information or instructions to entrants.
   • Entry submission message – This message is displayed to entrants that successfully submit their entry. This text can be used to provide entrants with information about the next steps of their submission, or as a thank you message, or for anything considered suitable.
6. Click Save

Ordering Projects on the ‘Create Entry’ Page

If you have more than one award/project, you can also determine the order in which awards are listed when the entrant is creating a new entry. This can be set on a per-award basis from the Award Settings page. Here’s how you can do it:

1. Log into the Admin Interface
2. Go to Awards & Projects
3. Choose the relevant award and click on Settings
4. Stay in Settings sub-section
5. Scroll to the Order Number question input the position you wish to display your award in.
   eg. If you set this to 0, it will stay at the top of the page
6. Click Save

1. Log in to Nucleus using your admin credentials.
2. From the left-hand menu, go to Awards & Projects.
3. Find your award project by scrolling or using the search bar.
4. Click View Entries on the relevant project.

Step 2: Making questions available for the Entry List Table

Before you customise the table, you may wish to make certain form questions available as potential columns. To do this, go to Form Setup, open the relevant question, and in the Options section, toggle Yes/No Include as Customisable Column Select for Admin Entry List Table. When Toggled as Yes, the question will appear as a selectable field when choosing Column Values during table customisation.

It is worth noting that Media Library Item questions appear twice in the column selector once they become available to add. This differs from other question types and is due to the system offering two visualisation options. One option displays the media item’s thumbnail image, while the other shows a clickable Show or Watch button, allowing the Admin to open and view the file directly.

Step 3: Open table customisation

1. On the entries page, click the ‘…’ button in the top-right corner (just below your profile name).
2. Select Customise Entry List Table from the dropdown menu.

Step 4: Adjust the table layout

You will see a list of the current columns displayed in the table. For each column, you can change:

• Position – Drag and drop to change the order in which columns appear.
• Column Name – Edit the header text.
• Column Value – Choose what data the column displays (e.g. Entry ID, Organisation, or a response to a form question).

You can also:

• Remove columns – Click the bin icon.
• Add new columns – Use the empty row at the bottom to add a new one.

🛈 Tip: You can control both which columns appear and where they are positioned in the table.

Step 5: Choose data to display

When customising each column, you’ll select a Column Value to determine what information appears in that column. Click the dropdown in the Column Value field to view the full list of data fields available for this award project.

You can choose from:

• System fields – Standard fields such as Entry ID, Status, Last Updated, Invoice Number, or Approved At.
• Form responses – Any question from the entry form can be selected here. These will appear in the list using the format:
  Question – [Your question title], e.g. Question – Release Date or Question – Organisation Type.
• Status counts – Summary fields showing the number of status-related actions taken on an entry, e.g. Num Checked (number of checkboxes marked by reviewers) or Num Flag Issue (number of flags raised on an entry).
  These are useful for monitoring reviewer engagement or identifying issues quickly.

Tip: You can mix system fields, form responses, and status counts to build a table layout that suits your team’s review workflow.

Step 6: Save or reset your changes

• Click Save to apply your changes.
• To undo your edits and restore the original layout, click Reset to default.

Tip: If you remove all columns and try to save, the table will automatically revert to the default structure.

This guide explains where tags appear in the system and what each tag means.

Where Do Tags Appear?

Tags are used across different areas of Nucleus to indicate statuses and help Users quickly understand key information. They appear in the following sections:

• Invoice List – Displays payment statuses and Credit Notes.
• Entry List Table – Shows the progress of Entries and highlights issues that need attention.
• Awards & Projects Page – Provides information on Award Statuses.
• Media Items Page – Displays the status of uploaded Media Files.

Each tag is colour-coded for quick identification. Below is a breakdown of where tags appear and what they mean.

Invoice List Tags

Please follow these instructions to locate these tags:

1. Log into the Admin Interface.
2. Navigate to Awards & Projects.
3. Select the relevant Award.
4. Go to Overview > Invoices.

Tag Colours & Meaning

• Credit Note – Yellow (A financial adjustment has been applied).
• Unpaid – Orange (Payment is still outstanding).
• Paid Offline – Green (Payment has been manually confirmed).
• Paid Online – Green (Payment has been processed online).

Admin Status Column Tags in the Entry List Table

The Entry List Table now includes an ‘Admin Status’ column, where tags automatically update based on Admin actions. These tags help track each entry’s progress, issues, and final outcome. To find them:

1. Log into the Admin Interface.
2. Navigate to Awards & Projects.
3. Select the relevant Award.
4. Click on View Entries.
5. In the Admin Status column, status changes update automatically based on the actions taken.

Tag Options & Meaning

• Problem – Red (If the entry has one, or more, questions marked as a Problem and no Flag Issue/Pending)
• Query – Orange (If the entry has one, or more, questions marked as a Query and no Problem/Flag Issue/Pending)
• In progress – Blue (If the entry has answers marked as Checked Ok or Corrected and is submitted)
• Complete – Green (If the entry has answers marked as Checked Ok or Corrected and is approved)
• Flag Issue – Yellow (If the entry has one or more answers marked as Flag Issue and no Pending)
• Pending – Turquoise (If the entry has one or more answers marked as Pending, overrules any other colour)
• New – Teal (Apply if the entry has no flags applied, and Admins haven’t checked it yet.)
• Unsuccessful – Grey (If the entry is Unsuccessful)
• Deleted – Pink (If the entry is deleted)

Tip for Admins: You can search by tag directly in the CMS (for example, typing “entry list tag: pending” or “entry list tag: problem”). This allows you to quickly filter and review entries by status, making it easier to identify which need attention. From there, you can update and personalise the status as appropriate.

Entry Status Column Tags in the Entry List Table

Entry Status tags provide a visual summary of a submission’s status, allowing Admins to quickly assess each item. To change a status, click on the coloured tag – this will open a drop-down menu with available options. Follow these steps to locate and edit the tags:

1. Log into the Admin Interface.
2. Navigate to Awards.
3. Select the relevant Award.
4. Go to Overview > Entries.
5. To edit the Entry Status, locate the relevant Entry.
6. Click on the coloured Status tag to open the drop-down menu.
7. Select the appropriate Status from the list.
8. The tag will update immediately to reflect your selection.

Tag Colours & Meaning

• Submitted – Blue (The item has been submitted for consideration.)
• Unsubmitted – Grey (The item has not yet been submitted.)
• Approved – Green (The item has been reviewed and approved.)
• Unsuccessful – Red (The item did not meet the criteria or was rejected.)

Entry ID Column Tags in the Entry List Table

This column shows entries ID, alongside their payment status, provided that the Award accepts payments. In this column, the tags are applied to the payment status. To view this column simply follow the step by step of the previous paragraph.

Tag Colours & Meaning

• Uninvoiced – Grey (The entry is either submitted or unsubmitted, and an invoice was not yet generated)
• Unpaid – Orange (The entry has been submitted, an invoice has been generated, but it was not yet paid)
• Paid – Green (The entry has been submitted, the invoice was generated and paid)

Tags in the Question List

In addition to appearing within individual entry questions, tags now also appear on the Form Setup page, under the Question List. This allows Admins to quickly identify certain characteristics of each question at a glance.

Where to View Tags

1. Log into the Admin Interface.
2. Navigate to Awards & Projects.
3. Select the relevant Award.
4. Go to Overview.
5. Select Form Setup tab.

Tag colours & Meaning

• Personal Data – Orange
• Multi-Part – Light Green
• Read Only – Pale Teal
• Question Deleted – Pink
• Admin Only – Grey
• BAFTA View Mapping – Bright Aqua
• API Field – Lavender Blue

Question Tags in the Entry Edit Page

The rules for the Admin Status column come from the Entry Edit Page. Based on the action taken, a colour will be applied next to each question. To find them:

1. Log into the Admin Interface.
2. Navigate to Awards & Projects.
3. Select the relevant Award.
4. Go to Overview > Entries.
5. Choose the desired Entry and click on Edit. The Entry Edit Page will open.
6. Alongside each question, change the status you would like to apply on each question.

Tag Options & Meaning

• Unchecked – No colour
• Checked OK – Green
• Corrected – Teal
• Problem – Red
• Query – Orange
• Flag Issue – Yellow
• Pending – Turquoise

In addition to this, question tags may appear on top of each Question to highlight specific information, such as:

• Admin-Only – if that question is visible for Admins Only.
• Read-Only – if that question is Read-Only.

Award Page Tags

Tags on the Awards & Projects Page indicate the Status of the Awards itself.

1. Log into the Admin Interface.
2. Navigate to Awards & Projects.
3. Select the relevant Award.

Tag Colours & Meaning

• Award Open – Green (Accepting entries).
• Award Closed – Blue (Not accepting entries).
• Award Active – Yellow (Currently running).
• Award Inactive – Red (Not currently in use).

Media Items Tags

Tags in the Media Items section indicate the status of uploaded media files, whether they are still processing or if an error has occurred. To find them:

1. Log into the Admin Interface.
2. Navigate to the Media Items Section on the left hand menu

Tag Colours & Meaning

• Complete – Green (Successfully uploaded).
• Error – Red (Issue with the file).
• Uploading – Yellow (The file is still uploading).
• Transcoding – Yellow (The file is processing).
• Not Started – Teal (No media uploaded yet).

• The number of Entries created and their Status
• The number of Entries in each Category
• Invoice totals and their Status
• Actions for Admins
• Quick links to Entries
• Top 10 Organisations
• Custom statistics and Award Administration statics.

This guide will explain all these different sections, how to manage them and how to display customised data on the Dashboard.

The Dashboard screen pertains to an Award. Currently, there aren’t cross Award statics or actions on the Dashboard. To switch to a different Award, simply use the dropdown at the top of the screen.

The Dashboard Sections

The Dashboard contains the following sections:

Outstanding Actions

Details actions that need to be actioned by your User.

• Your Entries – the Entries that have been assigned to your Admin User
• Your Entries requiring approval – the Entries that have been assigned to your Admin User and are currently in a Submitted status
• All Entries requiring approval – the Entries that are currently in a Submitted status

Clicking on the View Button will take you to a filtered list of the Entries.

Stats for Other Admins

Provides an overview of the number of Entries that have been assigned to all Admin Users for the Award. Only Admins who have one assigned Entry will appear in the table. Therefore, not all Admins who have access to the Award will be displayed. The table covers the Total, Approved and Submitted Entries allocated to each Admin User.

Jump

This section can be used to quickly go directly to an Entry, Organisation, Invoice or User simply by entering the ID in the relevant field and then clicking on Go. Each entity in Nucleus has an ID and this can be found as the first column on each relevant table. The IDs can also be included in email communications.

Your Entries

Displays a bar graph of the Entries assigned to your Admin User.

• Progress – A bar graph split to show the current Entry status. The total number of Entries assigned to your Admin User is displayed to the right of the bar:
  • Unsubmitted (Pink)
  • Submitted (Yellow) 
  • Approved (Green)
• Payment (is hidden if payment is not set for the Award) – a bar graph to show the payment status of Entries:
  • Unsubmitted (Grey) – Unsubmitted Entries can not be invoiced
  • Not Closed Down (Pink) – Submitted/Approved Entries that are not attached to an Invoice
  • Unpaid (Yellow) – Submitted/Approved Entries that are attached to an Unpaid Invoice
  • Paid (Green) – Submitted/Approved Entries that are attached to a Paid Invoice

All Entries

Displays a bar graph of the Entries for the Award.

• Progress – A bar graph split to show the current Entry status. The total number of Entries for the Award is displayed to the right of the bar:
  • Unsubmitted (Pink)
  • Submitted (Yellow) 
  • Approved (Green)
• Payment (is hidden if payment is not set for the Award) – a bar graph to show the payment status of Entries:
  • Unsubmitted (Grey) – Unsubmitted Entries can not be invoiced
  • Not Closed Down (Pink) – Submitted/Approved Entries that are not attached to an Invoice
  • Unpaid (Yellow) – Submitted/Approved Entries that are attached to an Unpaid Invoice
  • Paid (Green) – Submitted/Approved Entries that are attached to a Paid Invoice
• The total amount of revenue as Gross and Net is shown to the right of the bar graphs. The breakdown includes the revenue generated from Unpaid, Paid and Refunds. Note that Entries that are not attached to an Invoice are not included in the totals, so depending on the status of the Award the expected revenue could be higher.

Entries Per Category

Displays the number of Entries in each Category and the current status of each Entry: Unsubmitted, Submitted and Approved. On Automatic Categories an Entry will only be included once it satisfies the Category Eligibility Criteria. Submitted and Approved Entries will always belong to a Category, but Unsubmitted Entries might not if the data supplied on the form does not fulfil the Category Eligibility Criteria.

Note – if a Category has 0 Entries, it will also be included in the section.

Top 10 Organisations

Displays the 10 Organisations that have created the most Entries for each Award. Included in this section:

• Organisation name
• Entry bar graph – includes the total number of Entries and the status of each Entry
• Payment bar graph – includes the total number of Entries and the payment status of each Entry
• The net and gross invoice totals’ includes Unpaid, Paid and Total amounts

Customised Entry Stats

Nucleus enables Admin Users to visually display aggerated data submitted in Questions on the Entry Form as bar graphs. The answer to any Question can be displayed. However, this feature works best with Questions that have predefined answers, such as a Select Questions. Free text answers will likely result in a unique answer provided for each Entry, creating many bar graph results with 1. This is not an ideal method of aggregating data.

The setup of the customised Entry stats will be covered below.

Approval Time Distribution

This graph displays the distribution of when Entries were approved in relation to the Approval Timeframe set by Admin Users. Entries approved within the timeframe will be included in the green part of the Distribution Graph and Entries approved outside of the timeframe will be included in the red part of the Distribution Graph.

Approval Promptness

This graph displays the timeframe in which Entries have been approved and Entries that require approval. Admins can specify the Approval Timeframe. The graph only includes Submitted and Approved Entries split into the following sections:

• Awaiting Approval – Submitted Entries not Approved within the specified timeframe
• Approval Overdue – Submitted Entries not Approved outside of the specified timeframe
• Approved in Time – Entries Approved within the specified timeframe
• Approved Late – Entries Approved outside of the specified timeframe

How to Personalise the Sections on the Admin Dashboard

Nucleus has functionality that allows admins to specify the order the dashboard sections or remove sections entirely. This is applied on a per-instance basis. A full list and description of the Dashboard Sections is above. To edit them:

1. Log into that Admin Interface
2. Go to Control Centre > General Settings
3. Select Configuration Values below the System Administration heading
4. Search for Dashboard Modules
5. Click Edit
6. In the Value input field specify the modules, comma-separated, in the order you wish them to appear. Note if the Value input field is empty then all sections will automatically display:
   1. Outstanding actions
   2. Stats for other admins
   3. Jump
   4. Your Entries
   5. All Entries
   6. Extra Stats
   7. Entries per category
   8. Top 10 Organisations
   9. Approval Time Distribution
   10. Approval Promptness
7. Click Save

How to Set Up Customised Entry Stats

Admins can display visually the answers to questions on the Entry Forms as bar graphs. This works best with questions that define the answers, such as Select Questions as opposed to free text fields. Up to 10 Questions can be displayed on the Dashboard providing Admins with an immediate visual perspective of the data supplied by Entrants.

The Questions are set on a per-Admin or per-Award basis: To enable this per-Award:

1. Log into the Admin Interface
2. Go to Awards & Projects > Select your Award
3. Select Form Setup
4. Alongside the question whose answers you want to display as a metric on your Dashboard, click Three dots to Edit.
5. Select Settings
6. Scroll down to the Options section
7. Select a number from the dropdown Include on Admin Dashboard. The numbers define the position that this question is displayed on your Dashboard.
8. Click Save

To enable questions on a per-Admins basis:

1. Log into the Admin Interface
2. Go to Control Centre>Admin Users
3. From the Admin User List, select the Admin User you require and click Edit.
4. On the Edit Existing Admin User page that opens, scroll down to the field Extra Dashboard Statistics.
5. In this field, you should enter the Internal Name of the question/s whose answers you want to see on the Dashboard. If more than one, you should separate each Internal Name by commas. This will only work for Questions that apply to the specific award you have selected from the main Dashboard project selector.
6. Click Save

How to Set Up the Time Frame for Approval Time Distribution and Approval Promptness

The Approval Time Distribution and Approval Promptness graphs require admins to specify the time frame that is used to determine if an entry was approved within the limit or if the entry was approved late. To set the timeframe:

1. Log into that Admin Interface
2. Go to Control Centre
3. Select Configuration Values below the System Administration heading
4. Search for Approval Target Days
5. Click Edit
6. In the Value input field set the number of days in which an entry should be approved
7. Click on Save and Close
8. On the Configuration Values page search for Dashboard Cutoff Months
9. Click Edit
10. In the Value field enter the number of Months for which you wish to display the stats on the dashboard. Entering 12, for example will display the stats for the past 12 months of entry submissions and 24 two years.
11. Click on Save

How to Toggle between Awards on the Dashboard

1. Log into the Admin Interface
2. Go to the Awards & Projects page and choose open any Award
3. Once you find yourself on an Award’s Overview Dashboard, or any other section of it, to switch to a different Award, simply click on the Award name at the top left of the screen to open a dropdown menu that will show and and allow to open all other awards.
4. Remember to Save any unsaved changes or progress before switching between awards.

Note – Whenever Admins are editing or updating an Award, they should always ensure they are in the correct Award via this drop-down in order to avoid updating the wrong Award.