To action this process, there are 5 key steps you should be following:

1. Copying the Award
2. Checking the Email Templates
3. Checking the Categories
4. Bulk copying and creating instant entries
5. Setting up Viewers

Step 1: Copying the Award

1. Log into the Admin Interface
2. Go to Awards & Projects
3. Select the relevant Award
4. Click on … >Copy
5. The copied version of your orginal Award will open. You will now need to edit some key settings as follows:
6. Internal and Display names: update both. Please note that they must be unique and different from the original Award. We recommend you use something that will be understood by your Viewers. For example: <Awards Name> 2022 Final Jury Round
7. Active question: set to No. In this way, it will be hidden from the Entrant’s Dashboard. On the Admin Interface, when you go to Actions>Awards, please always make sure to filter the Show menu to ‘Both’ in order to see both inactive and active Awards
8. Show Entries on Entrant Dashboard question: set to No. In this way, you prevent users from seeing they have advanced before you have announced it
9. Open, Create and Submit dates questions: set an ideal date that enables enough time for you to Copy all of the entries across
10. Keep Pay Date, Closed Message and Delete Data dates as they were
11. Scroll down to the Viewing section
12. Edit the Require Scores and Comments to be Submitted question as you need
13. Scroll down to the Pricing section
14. Alongside the Requires Payment? question choose No payment. This will prevent advancing entries being (re) invoiced
15. Click Save & Close

Step 2: Checking the Email Templates

It is very important that before you attempt to copy any of your advancing entries across to your new ‘Award’, you must disable certain Email Templates that may be triggered by your actions. This is to ensure that the entrants are not informed automatically of their advancement ahead of any announcement you plan to make.

1. Log into the Admin Interface
2. Go to Email Management
3. Select Email Templates from the Email Management section. Please note that you will need to amend these 4 templates:

entry/approve
entry/progress
entry/submit
entry/unsubmit

4. Go to the relevant template and click Default in the Edit Template column
5. Go to the Enabled setting and switch this to No
6. The selected template is now disabled

Step 3: Checking the Categories

Depending on what has changed from your first round of judging, you may need to edit your Categories. There could be two different scenarios you might want to consider:

a) If your judging format, rules and/or jury Viewers have changed, you may have to edit the CMS for each Category on the Viewing Portal. Please do as follows:

1. Go to Overview>Categories
2. Click Edit alongside the Category you want to edit
3. To edit the title, amend the Name field
4. To edit the Viewing Portal Category Intro, scroll down to the Viewing Portal section
5. Amend the Viewing portal intro (full) field as required
6. Click Save & Close

b) If you use scoring for your judging, you MUST re-set these for the new round:

1. Go to Overview>Categories
2. Click Edit alongside the Category you want to edit
3. To edit the Scores and Commenting, scroll down to the Scoring with Viewing section
4. Amend these fields as required
5. Click Save & Close

Step 4 – Bulk copying and creating instant entries

With all of the round-specific settings confirmed in your new round, you can now copy your advancing entries across to it and automatically Approve them for Viewing.

1. Go to View Entries
2. Make sure you select your original Award from the dropdown menu at the top of the page
3. Filter your full Entry List as required (eg. by Category)
4. In the far left Action column, select Copy
5. Checkboxes will appear alongside each entry
6. Select each of the entries to advance
7. Once ready, click the OK button at the top of the column
8. A pop-up will appear, displaying the following:

• The list of entries you have selected – Please check
• A dropdown from which to select the award or round you are advancing these entries to – Please select your new copied Award
• An option to Choose the Status For the Copied Entries:
  a) Select Unsubmitted if you need the entrants to supply more info
  b) Select Submitted if you don’t need them to supply more info BUT do still want to pre-screen the entries before sharing them with your Viewers
  c) Select Approved if you want the entries to advance as they are and are Viewer-ready
  d) Select As Existing if the entries are currently in a variety of statuses and you want each of these to preserved when they land in the new round.

9. Type I AM SURE to confirm this and click Continue
10. Your selected entries will now be advanced to the Entry List of your new round or award

Step 5: Setting up Viewers

Now that your advancing Entries are in your new round, you simply need to re-allocate them to your required jury groups.

a) Existing Viewers
You can use the Bulk Assign tool to assign additional Categories to existing Viewers. Please follow this guide to see how to do this. Once actioned, these new round Categories will be assigned to your Viewers’ existing accounts on the Viewing portal.

Note – Existing Viewers will NOT receive an email notifying this – the Viewer/Welcome email is only generated for NEW Viewers. If you would like to use Nucleus to inform them of their new categories, you can use the Entrant Mailout functionality – and filter according to Viewers, the new Award/Round and Categories. Please review this guide to see how to use it.

Note 2 – Your Viewers’ previous round Categories will, by default, still be available for them to view on their Viewing Portal Dashboard. However, their Scores and Comments will be locked. As long as they Submitted them, Viewers will NOT be able to change or delete them in error. Only Admin Users can give permission for them to edit and re-submit previously submitted scores and comments.
If you want to remove these previous rounds from their Dashboard, please do as follows:

1. Go to Awards
2. Find your original Award/round
3. Click Overview>Settings
4. Scroll down to the Viewing section
5. To the setting Viewing Enabled select No

The categories from that award/round will no longer be viewable on your Viewers’ Dashboards. However, the data from them will remain intact, and can be instantly recalled to the Viewers’ Dashboards by simply adjusting this Viewing Enabled setting to Yes.

b) New Viewers
If you are adding any new Viewers to your new round, you can add them by using the Bulk Create process described here.

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.

Please do consider that changing this function overwrites the answers to questions. For example, if you update a multi-select then ALL the answers that were previously provided will be deleted and replaced with the answers specified by the Admin User.

In addition, if you use dependent questions in the Entry Form, changing the answers to questions will also action any dependencies that have been set.

How to Enable the Update Answers Function

1. Log into the Administration Portal
2. Go to Control Centre
3. Select Configuration Values listed under the System Administration heading
4. Search for Enable entry update field mass action in the Name column
5. Click on Edit
6. Change the Value to Yes
7. Click Save & Close

Note: TheMass Actions for Entriesfeature in Nucleus must also be turned On before proceeding.Please return follow the instructions to turn on Mass Actions for Entries as this is required before you can Bulk Update Answers.

How to Update an Answer for Multiple Entries

1. Go to Awards & Projects > View Entries, the Entry list appears
2. On the top left of the Entry list table there is an Action menu, select Update Answers
3. Checkboxes will appear to the left of all Entries. Either select:

• All located under the menu and a X will appear in the checkboxes that appear to the left of the Entries;
• Select individual Entries to bulk update by clicking on the checkboxes to the left of the required Entries;

4. When you have selected all the required categories click on the OK button in the top left of the table
5. This will trigger a lightbox to open, warning “This function will change the answers to the selected question for the following entries”
6. A List of entries names and entry ID’s that have been selected will appear
7. Select from the question list provided the type of change you want to action
8. Depending on the question that you choose, the input field type you are presented with will change. Update the field as required
9. At Are you sure you want to continue? type I AM SURE to confirm
10. Click on the Continue button to update the answer in the Entries that were selected

How to Change the Entry Status Using the Entry ID

1. Go to Awards & Projects > View Entries
2. Click on the button Bulk entry status change which is at the top and bottom of the table
3. The Bulk Status Change screen will appear
4. Paste your list of entry IDs into the text box. Each ID must be on a new line
5. From the Action dropdown, select the bulk action Submit, Unsubmit, Approve, Unapprove

The following changes can be made to entries:

• Unsubmitted to Submitted
• Submitted to Unsubmitted
• Submitted to Approved
• Approved to Unapproved (back to submitted)

6. Click on the Check button

The system will return the entries which will be updated, and those which will not be updated.

Entries may not be updated because:

• They are already in the status the admin user has selected them to be in
• They are locked, meaning that they are already in the process of being changed
• They are not the correct status to be changed to the chosen status, you can not move an unsubmitted entry to Approved for example

7. Type I AM SURE to confirm the entry change.

Note:

• Each entry ID will need to be submitted on a new line.
• Entries will be placed in a queue and locked until they are processed

• Emails and PDFs will not be sent or viewable on the entrant until an entry is processed
• Entry IDs do not need to pertain to the same award

Error Reporting and How to Resolve an Error

The Entry list will expose any Bulk process errors. Entries that have process errors are automatically put into a state of limbo until corrected by an Admin user. This means the entry will be locked and will not be able to move forward for approval until resolved. To filter for all entries with an outstanding bulk action error:

1. From Actions > Entries
2. At the top of the Entry list column, find Status change error and select from the drop down menu Yes
3. The entries list will then be filtered to only show the entries with errors
4. Admin users have the option to manually resolve an error on an entry by going the the entry, Actions > Clear Status Change Error
5. The entry will remain in its original status and will need to be updated again using one of the entry status mechanisms.

The Entry List has a number of different filtering and display options to enable you to drill down to any specific Entry, or group of Entries, you need to see.

Show Deleted Entries: You can select whether your Entry List includes any Deleted entries, alongside the currently live entries

Submitted From / To: You can select to only display Entries Submitted between a particular date range

Approved From / To: You can select to only display Entries Approved between a particular date range

Sort By: You can order the entries in Ascending or Descending order according to the answers any selection by i) Answering positively to the setting Include on Entry List for Admin ii) And then answering Yes to the subsequent Sortable field on any Question’s settings page

Status change error: Shows Entries that have process errors are automatically put into a state of limbo until corrected by an Admin user. This means the entry will be locked and will not be able to move forward for approval until resolved.

Show: The list defaults to displaying 50 entries but this can be changed to fewer or greater (up to 2000 entries) using the Show column on the far right.

Payment Status: Allows to filter Entries by their Payment Status, such as Paid Online, Paid Offline, Unpaid or Uninvoiced.

The Entry List is populated with the most recently Submitted entries the top. The submission date will be listed below the entry ID. If an entry is resubmitted for any reason the date will change to the most recent submission date.

Default columns

The following columns are present by default on the entry list: Entry Title, Status, Admin owner, Category.

Entry Title

You can search for an individual Entry by typing its Entry Title here.

Status

Entries can occupy four different statuses as follows:

• Unsubmitted. An entry will be in this state if it has been created by the entrant and not yet submitted i.e. they have begun filling in the form but it is not finished; or if it has been unsubmitted by admin users. In this state entrants can edit their entries.
• Submitted. Once an entrant has completed their form, they will submit it which locks the entry so that it can no longer be amended by the entrant. Submission also triggers an (editable) email to the entrant containing a PDF version of the entry form. Admin controls are only available in the submitted status so it is at this stage the entry is checked.
• Approved. Entries that have been checked by admin users can be moved into the approved state. Entrants are sent an additional confirmation email (unless this template is disabled, see section on Approval Email).
• Unsuccessful. Entries that have been reviewed by Admins and are not being progressed to a second round for contention.

You can filter your Entry List to only show those from one of the three statuses. Or keep on the default ‘Any‘ to show entries from all of the above statuses.

Admin Owner

Each entry is assigned to the admin user who first checks the entry. Entries that are assigned to admin users will appear in their section on the Dashboard. They can also be filtered on the entry list by using the Admin Owner filter.

Category

Shows the admin user quickly which category the entry has been placed into. This can be filtered to only see one category at a time.

Adding or Changing Columns on the Entry List

You can follow this guide to customise your Entry List Table.

Upon Approval, an approval email will be triggered and sent to the entrant and contains a PDF of the entry information as approved. However, if you prefer for the entrant to not receive this approval email, you can disable this at any stage. Please review this article to manage this.

Nucleus has also the ability to generate Certificates for entries upon approval. This feature makes the recognition of certified achievement an automated process to enhance user experience while maintaining an efficient workflow. This guide explains in detail how this process works.

In the following sections, you will find a list of all the methods you can use to approve entries. In Nucleus, there are options to approve/unapprove entries individually or in batches, depending on what works best for your workflow. These are described below.

How to Set Up Approval Instruction Messages for Admins Only

Before reviewing all the methods, one thing worth mentioning is that in Nucleus you can set up internal messages for Admins that will be checking/approving entries. This message will be displayed at the top/beginning of the Entry Summary page and can be used to show instructions for Admins on how to approve entries. Indeed, you will only be able to see it with UNSUBMITTED or SUBMITTED entries (not approved). This message is on a per instance basis only and can be switched on from the CMS.

1. Log into the Admin Interface
2. Choose CMS
3. Search for “Entry editing header text (on screen)” from the Label column
4. Click Edit and amend the text. Note that if you leave this field blank no messages will be displayed
5. Click Save & Close
6. To see your message, go to Actions>Entries and choose one of your unsubmitted/submitted entries

Note – If you use dividers, this message will be displayed at the top of the Entry Summary page. Whereas if you use paginated dividers, it will be shown under the “Introduction” field.

How to Set Up Approval Notes

Admins can also enable Approval Notes to include during approval. This will be saved in the Admin Notes. To turn this on:

1. Go to Awards & Projects
2. Click on Settings
3. Scroll down to the Options section
4. To Entries require approval/progression select Yes
5. To Progress to select No progression – single stage only
6. To Require approval reason select Yes
7. Save & Close

Method 1: Approving Individual Entries from the Entry Edit Page

This method is particularly useful if you need to check all of information in the submitted Entries, and you want to raise and flag issues internally with your team before the approval. Please review this article to see how the granular checks you do can be colour-coded and therefore easier to manage. Admin-only and Entrant-only fields are both displayed in Grey so that you can identify them easily.

1. Log into the Admin Interface
2. Go to Awards &Projects>View Entries
3. Make sure you’ve selected the right Award from the drop-down menu at the top right corner of the page
4. Choose the entry you wish to approve and click on Actions>Edit form
5. The Entry Summary will open. Check your entry thoroughly
6. Once you’ve checked your entry, click on the Approve button at the top of the page
7. Your entry will be marked as Approved in the Status column of your Entry List
8. To unapprove an entry, repeat the same process but choose the Unapprove option

Method 2: Approving Individual Entries from the Entry List

There might be occasions where your entries have already been checked, or don’t need to be investigated in detail before being approved. This method will let you approve individual entries directly from the Entry List page.

1. Log into the Admin Interface
2. Go to Awards &Projects>View Entries
3. Make sure you’ve selected the right Award from the drop-down menu at the top right corner of the page
4. Choose the entry you wish to approve and click on Actions>Approve
5. Your entry will be marked as Approved in the Status column of your Entry List
6. To unapprove an entry, repeat the same process but choose the Unapprove option

Method 3: Batch Approve Multiple Entries

When you have multiple entries, batch approving them is the quickest way to action this. You will just need to make sure that you have previously turned on the mass action functionality for your award.

1. Log into the Admin Interface
2. Go to Awards &Projects>View Entries
3. Select the relevant award
4. Choose Actions>Edit
5. Scroll down to the Options section
6. To the Allow mass actions for entries choose Yes
7. Click Save & Close
8. Go to Actions>Entries
9. Make sure you’ve selected the right Award from the drop-down menu at the top right corner of the page
10. From the Action drop-down menu in the first column, select Approve
11. A list of checkboxes will appear alongside your entries. Check all the ones you want to approve
12. Click the OK button under the Action drop-down menu
13. A pop-up window will appear displaying your entry list summary
14. Once you’re ready, type “I AM SURE” in the “Are you sure you want to continue?” box
15. Click Continue
16. While your entries are being approved, under the Entry ID column you will see a “Status change pending” message. This is because the approval process can take some minutes, depending on the number of entries you’ve selected
17. Your entries will then be marked as Approved in the Status column of your Entry List
18. To unapprove entires, repeat the same process but choose the Unapprove option

Method 4: Bulk Entry Status Change with Entry IDs

If you have a list of Entry IDs you wish to approve/unapprove, you can also follow this method. This guide explains in detail how this process works.

The purpose of this functionality is to strike a balance – encouraging those entrants who intend to pay immediately to do so by showing them the current balance they owe and including a very visible option to complete their transaction, while also giving them the option to make further entries or pay later if that suits them.

If you prefer your entrants to pay immediately, you should customise the invoice preview footer CMS text seen above to include that instruction.

To edit this piece of CMS, go to:

1. Go to CMS
2. Type Invoice Preview Footer in the Content field.
3. When this piece of CMS is displayed, click Edit.
4. The Edit Existing CMS page opens. Type in your required message in the Content field.
5. Save and Close.

Entry Status Definitions

Unsubmitted

• Description: Automatically applied to an Entry when it is created. This Status indicates that the Entrant is working on the Entry and can update the answers on the Entry form.
• Functionality:
  • Entrants can edit the Entry.
  • If Admins need the Entrant to update data, they must unsubmit the Entry using the unsubmit process, allowing Entrants to edit the Entry again.
  • Unsubmitted Entries will not be included on invoices.
• Applied:
  • Automatically when the Entry is created
  • When an Admins run the unsubmission process from the Entry form or Entry List

Submitted

• Description: Applied when an Entrant submits their Entry, indicating it is complete and ready for Admin review.
• Functionality:
  • Runs a number of checks and auto-assigns categories if Entry criteria are met.
  • Sends a confirmation email to the Entrant.
  • Entrants can no longer edit the Entry.
  • Entry is added to the invoice total for the Entrant.
  • Admins can review, work on, and manage the Entry.
• Applied:
  • When the Entrant submits an Entry on the Entry form
  • When Admins run the submission process from the Entry form or Entry list

Approved

• Description: Manually applied by Admin Users once the Entry has passed all required checks.
• Functionality:
  • Can trigger an email notification to the Entrant if required.
  • Entry appears on the Viewing Interface for relevant Categories.
  • If Voting or Scoring is set up, the Entry will automatically appear in the UI.
  • Only approved Entries will appear on the Viewing Interface.
  • Indicates to Admins that the Entry has passed all checks and no longer needs to be reviewed.
• Applied:
  • When Admins run the approval process from the Entry form or Entry list

Unsuccessful

• Description: Manually applied by Admin Users to mark the Entry as removed from contention at any stage during the Awards process.
• Functionality:
  • Used when an Entry does not pass eligibility criteria or is unsuccessful after a Voting round.
  • Allows Admins to clearly see which Entries are still in contention for an Award.
• Applied:
  • When Admins run the process from the Entry form or Entry List

Entry Status Transitions

There are rules which define the Statuses to which an Entry can be transitioned, and not all Statuses are available at all times. Here are the transitions for each Status:

• Unsubmitted > Submitted
• Submitted > Unsubmitted
• Submitted > Approved
• Submitted > Unsuccessful
• Approved > Submitted
• Approved > Unsuccessful
• Unsuccessful > Submitted

When this option is activated, Users can easily delete Entries from their Entrants’ Accounts. Moreover, Admin Users always have the ability to delete Entries at any point, directly from the Entry List Page.

In situations where either Users or Admins have accidently deleted an Entry and wish to restore it, the following steps can be followed easily.

How Admins can Restore a Deleted Entry

Before actioning this, the filter for Deleted Entries must be active. Please follow these instructions:

1. Log into the Admin Interface
2. Go to Awards & Projects > Select Award > View Entries
3. To the “Show deleted Entries” field at the top of the page, select Yes
4. Look for the relevant Entry. Note that Deleted Entries are greyed out at the bottom of the page and they are flagged as “DELETED”
5. Alongside the Entry, click on … to Edit
6. Click on the “Restore” button at the top of the page
7. Enter “I AM SURE”
8. The Entry will be un-deleted

Note – Only soft deleted Entries can be restored which means they need to be restored within a timeframe. If the Award is deleted it is not possible to restore deleted Entries and developers will need to look through the backups.

There are two mechanisms that be utilised, depending on the setup of the form:

• Tagging on a per-entry basis
• Tagging on a per-category basis

Fundamentally, the key distinction lies in the setup of Entry Forms. Some forms restrict entries to a single Category, while others allow submission into multiple Categories on the same Form. Each approach has its advantages and disadvantages, necessitating different workflows.

How to Create Tags on a per-Entry basis

This approach is useful if the tag applies to the whole Entry and all of the Categories in which the Entry is entered. It is especially recommended when if the Entry is in multiple Categories, as the tag will be relevant to each of them. This approach leverages the Question functionality, enabling Admins to configure various questions to report tags based on their needs.
Before taking this approach, it is crucial to think about the application of tags. For example, if you plan to apply multiple tags through checkboxes or a series of tags using different drop-downs. There is no hard and fast rule and you should build the Questions to suit your purposes. One key consideration is that each Question will create a new column on the Admin Entry List, that can be filtered and reported, whereas multi-selects will batch all of the tagged answers into a single column.

To create the questions:

1. Log into the Admin Interface
2. Go to Awards & Projects > Select Award > Overview > Form Setup/Question List
3. Click Add to create a new question
4. Update the settings and click Save when done. For more information about creating questions read the Question List Guide

When setting up the Question there are a few things to consider:

1. Question type – there are no restrictions as to which question types can be used. Generally it is assumed that the tags will be predefined. Therefore, using a Select Question is typical, but there is nothing to stop a textbox being used where Admins can provide a unique value or a date.
2. Positioning – make sure the Question is positioned so that Admin Users can easily locate it and update. If you have several Admin-only Questions, it would be best to group them in a section at the top or the bottom of the form.
3. Visibility – generally Admins will not want Entrants to see the answers, so it is advised to make them visible only to Admin Users.
4. Column on Entry Checking page – most likely Admins will want to be able to review and filter, so set the Question to appear on the Entry Checking page.

How to Create Tags on a per-Category basis

While creating tags directly on the Entry Form is a potent tool, it falls short when a tag needs to be specific to a particular Category. For instance, consider an Entry Form that allows an Entry to be submitted in multiple Categories. If an Entry is nominated in one Category but not in others, tagging it as nominated implies it’s nominated in all Categories. Creating Category-specific entry tags might result in a lengthy drop-down list and pose issues if the Entry is nominated in multiple but not all Categories. Consequently, there is functionality that allows Admins to tag individual Categories. The initial step involves creating the tags, followed by applying them to the respective Categories:

1. Log into the Admin Interface
2. Go to Awards & Projects > Select Award > Overview
3. Scroll to the Options section and enter a comma separated list of tags in the Nomination Tags text area:
   1. Tag 1, Tag 2, Tag 3, etc.
4. Click Save
5. Go to Actions>Nominations
6. Here each nomination (Category) will have a drop-down with the created tags
7. Select the relevant tag for each nomination as required
8. The table will autosave

Note – The saved tags will appear in a table below the text area. Admins can deleted tags at any stage.