There is an Admin-controlled function on the Award to unlink all Media Items from all Entries in the Award. Admins set a date and any associated Media Item (Videos/Audio/Images/Documents) will become unassociated from their Entries and, if not linked with another Entry, they will be deleted and cleaned up by automated tidy-up rules.
This feature can be used to prevent Electron usage becoming too high and ensuring that Entry data is not kept longer than required, reducing backup sizes and as a consequence AWS costs.

The date set must be a minimum of 3 months after the submission date and more than 7 days in the future from the current date. Once the date is set, there are two reminder emails that will be sent to all Admin Users for the Award and a confirmation that the entries have been unlinked.

Note – All the automated deletions rules can be amended at client request via a support ticket. Currently Media Items are automatically deleted 9 months after the upload so long as they are no longer attached to an Entry. To trigger this, you either delete the relevant Awards or set the date on the Awards Settings Page to unlink the Media Items from the Entries.
Once associated, the files take up to 7 days to delete. Please note that we are unable to retrieve any deleted data so do make sure you keep any Item needed.

How to Set the Entry Unlink Date

1. Log into the Admin Interface
2. Go to Awards & Projects
3. Click on Settings for the award you wish to amend
4. Enter a deletion date in the Remove Media Items from Entries field. Note this must be a minimum of 3 months after the current latest submission date. The system will not allow to set a date closer than that, and will show an error message if this is attempted.
5. Click Save

How to Set Up the Warning Emails for Admin Users

There are two warning templates and a deletion confirmation template that can be activated for Admin Users. These are recommended as they provide Admins with an opportunity to prevent the deletion of Entry data, if required.

• mediaitem/removewarn7 – sent 7 days before the Media Items have been unlinked
• mediaitem/removewarn24 – sent 24 hours before the Media Items have been unlinked
• mediaitem/removenotify – sent after the Media Items have been unlinked

For full information on how to manage and edit email templates review the guide.

The link is automatically included in Online invoice for all instances that accept payment. It will appear in the invoice pdf as follows:

How to Include the Click to Pay Link in an Email Template

The Click To Pay link has been made available for the batch/create email template. When clicked by the entrant they will be taken the entrant to the payment pages without the need to login. To include the link in an email template:

1. Log into the Admin Interface
2. Go to Email Management > Templates
3. Find the batch/create template on the list and click on each version you want to edit in the Edit Template column.
4. On the Edit template page, add the Special Value @@clickToPayLink@@ in an appropriate part of the body copy and add instructional text as you require eg: If you would like to pay this invoice now, please click on the link payment link: @@clickToPayLink@@
5. Click Save and Close.

The entrant’s invoice email will now contain the link accordingly:

How to Email an Individual Judge/Viewer

Before you contact an Entrant we recommend that you review the entryIssue/GLOBAL email template, which will be sent as part of this process. For more information about managing email templates, read this guide.

1. Log into the Admin Interface
2. Go to Awards & Projects > Select specific Award > Click on Settings Button
3. Go to Viewers sub-section in Settings
4. Filter for the relevant User
5. Go to the Actions menu for the entry and select Email Viewer
6. On the next screen the To field will be populated with the Entrants’ email. Add more emails by separating them with a comma
7. Add emails to the BCC if required
8. Edit the Subject as required
9. Edit the Content as required
10. Click Send when ready

Note – the emails will not appear in the Email Log/Queue List.

Despite being named Entrant Mailout, this function can also be used to contact Judges and Viewers to remind them to vote, login and view Entries, submit scores or just to send general reminders.

There is also an option to contact Nominees. This option is only available if Transfer Entries to a New User has been switched on for the instance. To find out more about this option read the Transfer Entries user guide.

How to Set Up Templates for Entrant Mailout

You can set up templates for Entrant Mailout using the same process as you would to create templates for Email Bundles ie. all templates must be prefixed with Mailout/ .

1. Log into the Admin Interface
2. Go to Email Management
3. Under the Email Management section, choose Templates
4. Click Create New Template
5. On the Add Template page give your template a Name (prefixed by Mailout/ ) , and decide if you want it to be Award-Specific
6. Click Save
7. The Edit Template page opens. Set the following:
   • Enabled (Yes or No)
   • Use Standard Logos (Yes or No. Setting “Yes” will apply the heather or footer images defined in the Design Controls in Control Centre)
   • Add Emails To Queue In This State As you require
   • Delivery Priority As you require
   • BCC – if any users who are not entrants or viewers need to receive the emails then they can be included in the BCC section of the template. Each email must be separated by a comma and a space. Emails addresses specified here will receive a copy of each email generated for the template
   • Send to BCC only checkbox. Tick to prevent the email from being sent to the normal recipients and will send it only to the people on the BCC list
   • Set the Subject as you require – remember that if the Subject is blank an email won’t send, even if Enabled
   • Input the body copy in the Content field, as you require – for more information about how to write copy for email templates and using special values view the Manage Email Templates guide.
8. Click Save

Sending a Test Email

If you have not used the feature before and wish to view how the new template will appear to Users then you can use the Test function to send some test emails.

1. Log into the Admin Interface
2. Go to Email Management
3. Click Criteria Mailout.
4. Select Test from the Mode option
5. Select which ‘mailout/ Template to use (see above)
6. Enter the email addresses you want to send the test to in the box provided. Each email address must be on a separate line
7. Click Schedule and the Confirm Mailout Details page opens
8. Enter the required Date and Time in the Start sending field OR leave blank to begin sending as soon as you hit Send on this page
9. In the Repeat every field, choose Do not repeat. The email can be sent at regular time intervals to chase up payments but this is not necessary for this test
10. Enter a Batch name for this test email so you can identify the emails on the Email List.
11. Enter a ‘From address‘ and ‘From name‘. If you leave these fields blank, the email will be sent from the address and name specified in the instance General Settings
12. If you want to receive a notification of when the email is sent, enter an email address in the field ‘Send notification to‘, otherwise leave it blank
13. If you prefer the email to be added to the Email Queue without sending until you manually release it, tick the box ‘Just add emails to queue without delivering‘. Otherwise, leave it unticked, to progress to automatic sending. The Manually Releasing Emails guide details this process
14. Click Send when you are ready.

How to Send an Email to Entrants

The function treats Viewers and Entrants as separate groups so email jobs can only be created for each group separately. This section details the functionality for entrants.

1. Log into the Admin Interface
2. Go to Email Management
3. Click Criteria Mailout.
4. Select Live from the Mode option
5. Select which ‘mailout/ Template to use (see above)
6. Select Entrants for Which type of user
7. Decide what the Selection is based on: By entry (contacting the users about an entry( or By invoice (contacting the user about an invoice or payment)
8. Select whether to Deduplicate emails. ‘Yes’ means that an email will only be sent to each address once if there are multiple entries/invoices for the same address. ‘No’ means a user will be sent a separate for each entry/invoice that meets the criteria
9. Select whether the email will only be sent to a contact’s Primary email address, or whether it will be sent to other emails addresses in the account
10. Decide whether to Exclude users who have been sent this email previously, and if so based on how many times they have been sent it before. This option can be used if a recurrence is going to be set so that after X number of times the user stops receiving the email
11. The following options differ if you have selected to email by Entry or Invoice:
    1. If By entry
       1. Select the Award/s, Category/ies (Option only appears if one Award is selected), Entry Statuses and Invoice Statuses, credit approved users can be excluded if invoice options are selected, which are used to select the group of Entrants to be contacted
       2. If your entry form has a date-based question on it, you will also be asked whether there is a Date Supplied For to be factored into the selection – and if so, what date range to be included for this. By default this field is set to ‘no date dependency
       3. If your entry has email questions then you have the option to send the email to the address specified as an answer to one or more of the email fields. A further option allows the email to only be sent to the addresses specified in the email field excluding the entrants
    2. If By invoice
       1. Choose the Award/s which are used to select the group of Entrants to be contacted.
       2. Choose whether this will be for invoices that are Paid, Unpaid or both Either Paid or Unpaid, credit approved users can be excluded if invoice options are selected.
    3. If By Media Item
       1. Select the Award/s, Category/ies (Option only appears if one Award is selected), Entry Statuses and Invoice Statuses, credit approved users can be excluded if invoice options are selected, which are used to select the group of Entrants to be contacted
       2. Select the Media Item Types (Video, Audio, Image, Document)
       3. Select the Media Item Status (Placeholder, Uploading, Transcoding, Complete, Failed)
12. Select Who to CC on the email if required
13. Click Schedule and the Confirm Mailout Details page opens
14. Enter the required Date and Time in the Start sending field OR leave blank to begin sending as soon as you hit Send on this page
15. In the Repeat every field, choose how frequently the email is to be sent OR select Do not repeat for it to be sent once only. The email can be sent at regular time intervals, for example, to chase up payments and remember it is important to set an end date or the system will send the email indefinitely
16. Enter a Batch name for this test email so you can identify the emails on the Email List
17. Enter a ‘From address‘ and ‘From name‘. If you leave these fields blank, the email will be sent from the address and name specified in the instance configuration values
18. If you want to receive a notification of when the email is sent, enter the email address in the field ‘Send notification to‘, otherwise leave it blank
19. If you prefer the email to be added to the Email Queue without sending until you manually release it, tick the box ‘Just add emails to queue without delivering‘. Otherwise, leave it unticked, to progress to automatic sending. The Manually Releasing Emails guide details this process
20. Click Send when you are ready

How to Send an Email to Judges/Viewers

The function treats Viewers and Entrants as separate groups so email jobs can only be created for each group separately. This section details the functionality for Judges/Viewers.

1. Log into the Admin Interface
2. Go to Email Management
3. Click Criteria Mailout..
4. Select Live from the Mode option
5. Select which ‘mailout/ Template to use (see above)
6. Select Viewers for Which type of user
7. Decide whether to Exclude users who have been sent this email previously, and if so based on how many times they have been sent it before. This option can be used if a recurrence is going to be set so that after X number of times the user stops receiving the email
8. Select the Award/s, Category/ies (Option only appears if one Award is selected), Score Statuses, Voting Statuses and if the user has Logged in which are used to select the group of Viewers contacted
9. Click Schedule and the Confirm Mailout Details page opens
10. Enter the required Date and Time in the Start sending field OR leave blank to begin sending as soon as you hit Send on this page
11. In the Repeat every field, choose how frequently the email is to be sent OR select Do not repeat for it to be sent once only. The email can be sent at regular time intervals, for example, to chase up payments and remember it is important to set an end date or the system will send the email indefinitely
12. Enter a Batch name for this test email so you can identify the emails on the Email List
13. Enter a ‘From address‘ and ‘From name‘. If you leave these fields blank, the email will be sent from the address and name specified in the Configuration Values
14. If you want to receive a notification of when the email is sent, enter the email address in the field ‘Send notification to‘, otherwise leave it blank
15. If you prefer the email to be added to the Email Queue without sending until you manually release it, tick the box ‘Just add emails to queue without delivering‘. Otherwise, leave it unticked, to progress to automatic sending. The Manually Releasing Emails guide details this process
16. Click Send when you are ready

Note – Please review this guide to see how to edit or delete an Email Job.

How does it work?

The Email Entrant functionality is controlled by an email template you have, called entryissue/GLOBAL. You can edit this in the usual way, by going to:

1. Email Management > Email Templates

2. Scroll through your templates and click on the Default link in the Edit column

3. Edit the Template as you require

4. Save & Close.

How to use it?

Once you have edited your entryissue/GLOBAL template as you require, you are ready to send it to your entrant.

1. From the main your award, select View Entries

2. Your Entries list opens. Find your entry in question, and from the Actions drop-down at the right hand side of the record click on Email Entrant

3.The Edit Email page opens up. In addition to the templated content set up in entryissue/GLOBAL, you can also edit or add to the body copy to include more specific details about this particular entry’s issue.

4. Click Preview to see how your email will appear.

5. Click Send. A pop-up will ask you if you are sure.

6. Click OK. The email will send.

7. A new page will confirm how many entrants this email was sent to ie. 1.

8. Click Back to return to your Entries table.

• Entry List
• Email Queue
• Media Items List
• Invoices List
• Users List
• Organisations List

How to Set Up Templates for Email Bundles

You can set up templates for Email Bundles using the same process as you would to create templates for Entrant Mailout ie. all templates must be prefixed with Mailout/ .

1. Log into the Admin Interface
2. Go to Email Management
3. Choose Email Templates
4. Click Add
5. On the Add new EmailTemplate Type page give your template a Name (prefixed by Mailout/ ) , and decide if you want it to be Award-Specific
6. Click Save and Close
7. The Add new EmailTemplate page opens. Set the following:

• Enabled? Yes
• Include Standard Header and Footer? As you require
• Emails To Queue In This State? As you require
• Deliver Priority? As you require
• Set the Subject as you require – remember that if the Subject is blank an email won’t send, even if Enabled
• Input the body copy in the Content field, as you require
• Click Save and Close

How to Create an Email Bundle

1. On any of the list-based pages above (as required in your circumstances), filter to select the initial contact base for your Bundle.
2. Click on the Add To Email Bundle button that appears above the list
3. A new screen will open, called Email Bundle. Here you can either:
   a) Create a Bundle with only SOME of the email addresses from a selected list-based page. To do so:
   Type in additional User email addresses in the the Add Email field, and click Add to save them to the Bundle. Note that any email added must belong to a user who is registered in the system.
   b) Create a Bundle with ALL the existing email addresses from a selected list-based page. Please just note that once you’ve opened the page, ALL of them will automatically be added to the list, not only the rows that are visible are on screen. To do so:
   Click Save Bundle, where you will be taken to the new page Edit existing Mass Email Bundle Segment. Here you will give your Bundle a Name and also a Description for ease of reference and recall in future, when you may have several such Bundles.
4. Click Save and Close
5. The Bundle will now be Saved and will be given to you as an option to either use or add to whenever you use Email Bundles in the future

Note – When you are in the Email Bundle page, you can create a NEW bundle at any time by clicking the Create New Bundle button. You will be prompted to click Save Bundle if you want to preserve the current bundle before beginning the new one.

Where to Find Email Bundles

On any of the above list-based pages, you can search for the Email Bundles you have previously created by clicking on Add To Email Bundle and using the Change Email Bundle selector on the following page.
There is also another area where your existing Email Bundles can be located:

1. Log into the Admin Interface
2. Go to Email Management
3. Click Email Bundle Settings from the Email Management section
4. Use the Change Email Bundle selector to toggle through your different Bundles

How to Send an Email Bundle

Now you have created your Email Bundle template and created your Email Bundle list, you can send an email to them by selecting your Email Bundle as above.

1. Log into the Admin Interface
2. Search the Email Bundle you wish to use
3. Click on the Send Email link that appears above it
4. The Specify Mailout Parameters page opens
5. Select your Email Template
6. Click Schedule
7. The Confirm Mailout Details page opens
8. Select your Start Sending Date and Time (or leave blank to select asap)
9. Select your Repeat options
10. Give your Email a Batch Name
11. Specify From Address and From Name, if different from your default. Alternatively, leave blank to use your default
12. Add any address to Send Notification To
13. Decide if you want the email to still try to Send if there are no Recipients selected
14. Decide whether you want the email to placed On Hold, by ticking the Just Add Emails To Queue box or not
15. Click Send

Managing Individual Users and Entire Bundles

There are many actions you can take to manage Users and Entire Bundles:

1. Log into the Admin Interface
2. Go to Email Management
3. Select Email Bundle Settings
4. You can remove individual Users from your Bundles at any time, by clicking the Remove from bundle button alongside their record in any given bucket
5. If you click Edit alongside their record, you can make changes to their user account details – saving you the hassle of closing the bundle to make such changes.
6. You can also delete an Entire Bundle by opening it, and then clicking the Delete Bundle button above the list
7. You can edit the name and description of any Bundle by opening it and then clicking the Edit Bundle button above the list

If you would like to be able to control this feature, please raise a Support ticket to request it in the first instance.