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.

Below is a list of the dependency options available to admin users:

• Between (inclusive) – for number range and date range answers. If used with multiple numbers or dates, they should be comma separated.
• Contains any of – if ANY of the answers provided match ANY of the values set here
  • ie. unlike ‘Contains all of’, for when you have multiple answers and you want to include at least ONE or MORE of them
• Contains all of  – if ALL of the answers provided match ALL of the values set here
  • ie. for when you have multiple answers and you want to include them ALL
• Doesn’t contain all of – question will appear UNLESS the preceding question includes ALL of the multiple answers indicated
• Doesn’t contain any of – question will appear UNLESS the preceding question includes ONE OR MORE of the multiple answers indicated
• Doesn’t start with – for numbers and name/word-based answers. Input a common letter/s or word/s or number that the answer MUST NOT begin with, for the question to appear
• Doesn’t end with – for numbers and name/word-based answers. Input a common letter/s or word/s that the answer MUST NOT end with, for the question to appear
• Ends with – for numbers and name/word-based answers. Input a common letter/s or word/s that the answer must end with
• Equals – answer provided must match the value set here
• Greater than – for a number or date based answer. Input the minimum number that the answer must exceed
• Greater than or equal to – for a number or date based answer. Input the lowest possible number that will be allowed
• Is empty – No answer is provided to the earlier question
• Is not visible – if the question that this dependency is set is not currently visible on the entry form then this question will appear
• Is visible – if the question that this dependency is set is currently visible on the entry from then this question will appear
• Item not selected – if your preceding question is a Select question, use this to stipulate which if the Select answers must NOT be chosen for this question to appear
• Item selected – if your preceding question is a Select question, use this to stipulate which of the Select answers must be chosen for this question to appear
• Less than – for a number based answer. Input the maximum number that the answer must be less than
• Less than or equal to – for a number based answer. Input the highest possible number that will be allowed
• Mandatory fields complete – it will display the question when all the visible mandatory fields on the form have answers. Please note that this needs to be based on ITSELF (selected from the first column)
• Not empty – Any answer is provided to the early question
• Not equal to – the opposite of equals. So any answer which does not exactly match the answer indicated will enable the question
• Outside – a number range or date range answer. Input the range of numbers or dates that ARE NOT ALLOWED. Every other number of date outside of this range will therefore enable the question to appear
• Set but not equal to – any answer which does not exactly match the answer indicated will enable the question
• Starts with – for numbers and name/word-based answers. Input a common letter/s or word/s that the answer must begin with
• String contains any – it’s case sensitive. Input some sensitive words as a value. This functionality will search for those words, no matter what their position is in a sentence, and hide/display the dependent question
• ITSELF – requires a Default answer (by the Admin) to be entered for the Question to appear to the entrant. If the Default answer does not appear or is deleted, the Question will not appear

How to Select Question Types

Question types are at the core of the form building process. To find them, please follow these steps:

1. Log into the Admin Interface
2. Go to Awards & Projects > Select Relevant Award> Overview > Form Setup > Edit Question List
3. Click Add. The Question settings page will open
4. Fill in the Name section with a recognisable internal name
5. From the dropdown menu, select the Type of Question you wish to display
6. Complete the required fields
7. Click Save & Close

How to Choose Question Types

Here is a summary of the different Question Types and when to use them:

Commentary – Strictly speaking, not a ‘Question’ as such – but more a general signposting element on your form. Commentaries are passages of instructional text that conveys important information such as introductory text, guidelines, links to external help documents/terms and conditions documents. Can also be used for section and category introductions and explainers.

Concatenate – A question which is designed to combine the answers provided by Entrants in other questions, which can be used for export and on the Viewing Interface.

Date – A question for which the answer must be a date. The answer provided can be a single date, or a range between two dates. In the latter case, this is often used with a Dependency which either allows or disallows the answer based on whether it falls inside or outside the range specified.

Time – The Time question type allows Administrators to capture a time value independently of a date. It mirrors the configuration and behaviour of the Date question type, including support for required or optional fields, read-only configuration, and conditional logic. The Time question can be selected wherever time-based data is valid within the admin configuration tools. Where required by consuming features, a Time question can be paired with a corresponding Date question to capture full date-and-time information.

Divider – Like ‘Commentary’, a ‘Divider’ is not so much a question as an important piece of architecture on your form. Dividers are most commonly used to indicate a new section of your form – such as a new Category, or type of question (eg. progressing from personal detail fields to actual fact-finding questions). Such Dividers are defined in the ‘Divider Type’ field as ‘Normal‘.

Dividers can also be used to manage the displayed length of your form, to ‘break it up’ aesthetically for the entrant. That is the case of ‘Paginated‘ Dividers, which break the form up onto a new page. You can use as many Normal and Paginated Dividers as you require. When Paginated Dividers are used, a progress flow-bar appears at the top of the form to show the entrant which page they are on, and which pages are ahead. You can navigate between these pages and skip ahead by using this flow-bar.

Duration – A question for which the answer is expressed in a minutes and seconds time format.

Email Address – A question for which the answer must be in a valid email address format.

Embed Video URL – Users can provide non password protected links to YouTube or Vimeo videos which are then embedded for judges in the Viewing Interface. This question supports YouTube Mobile links.

Export – This can be used to enter excel formulas for inclusion in the generated Excel file when the data is exported. This is designed to remove the need to go in and edit the excel file to add formulas (if formulas are required) every time the data is exported.

Form Owner Administration – This question allows admins to place the position of who owns the entry anywhere in the form. It is useful for Admins that want to display the Entrant’s details in a specific position when checking entries.

Integer – A question for which the answer must be a number.

License – This question is used to distribute codes to judges/ jurors. Entrants enter codes into the Default text area. The first line of the text area should read ‘No further code available’ and only one code should be entered on each subsequent line forming a list.

In the Viewing Site judges can claim a code for their account by clicking a button. The system deletes a code from the bottom of the list described above and associates it with the judges’ account. If there are more judges than code, the message on the last line will be displayed to judges when all of the available codes have been claimed.

Media Item – To enable entrants to supply Video, Audio, Image and Document files as part of their entry. Only available to instances with Electron – Media Library Guide

Multipart – More of a layout setting than a question as such, Multiparts are useful when you want to display several pieces of connected data on the same horizontal line, such as personal contact details. By declaring a Multipart and how many Subsequent Questions belong to it, you force those following questions to appear on the same horizontal line on the form. This is useful especially when you are requesting contact details for several individuals, as it restricts the length of your form and therefore reduces scrolling and unused blank spaces.

Phone Number – A question for which the answer must be a telephone number, and therefore of a suitable length. International dialling codes are available to select as a default by the entrant.

Question Validation – This Question Type will be displayed as a button in the form. When Users click on it, the system checks all of the mandatory Questions on the Form and flags any error. The process is the same as submitting an Entry, but without the actual submission. This Question Type just validates all the previous answers.

Select – These are types of questions where the entrant must choose from predefined answers. The options here allow for Single or Multiple Answer selections. Questions where you ask entrants to choose which Category/ies they are entering should always be Select questions. It is up to you (and your award’s set Pricing bands) whether you allow them to select Single Answers (one category per entry form, with further categories on a separate entry form) or Multiple Answers (multiple categories per entry form) for these Category select questions.

With Single Answer selections, users must select one single value from a list. In Nucleus there are two different sets of graphical control elements that can be used. When using single answers, always make sure to offer users to skip making a selection, by displaying a default answer, such as a choice labelled as “None.”

• Dropdowns – These are particularly useful if you want to conserve screen space. Admins specify the options users select. These answers can then be used more effectively in reporting.
• Radio Buttons – The advantage of radio buttons is that all options are visible so users can all options.

When you want to allow users to select multiple choices from a list, you can set up Multiple Answers via:

• Checkboxes – Allows entrants to select any number of predefined. Checkboxes occupy space on the form so larger data sets are best match with Picklists.
• Picklists – They are particularly effective when you need users to choose predefined options from a long list of possible answers.

Send Email – Provides functionality for Entrants to send an email communication to a specified address without having access to the email. Recipients can be an address specified by Admin Users, the Entry Owner, Entry Guests, all Users in the Entrant’s organisation or an email supplied on the Entry Form as an answer to a question. More information can be found here.

Textarea – Free text entry questions, requiring an entrant to type an answer of a paragraph length or more directly onto the form. You can control the length in characters or words eg. suitable when asking an entrant to give a testimony, examples, case study or justification for their entry.

Textbox – Shorter free text entry questions, requiring an entrant to type an answer of one line or less directly onto the form eg. suitable for Names, Titles, Social Media handles etc.

Upload Item – This question allows admins and entrants to upload a field to AWS S3 storage. Its important to note that this file will not appear in the Media Library or be processed by Electron. This question can be used by instances who do not have an Electron package or on Instant Entry forms, where media library causes a conflict. Note that any files uploaded will cause an increase in the AWS S3 storage charges and BMT is unable to confirm the amount. This question is not automatically available and needs to be activated in the Configuration Values section:

• Yes – the question is available for all forms
• Instant Entries – the question is available for Instant Entry Forms only

URL – A question that requires a viable URL address for the answer. Ideal when asking for entrant’s website, or links to relevant articles. Can also be used for links to videos hosted on external platforms like YouTube and Vimeo, however please ensure that provision is made for any required passwords. If a hosted video is password-protected and that password may expire by the Viewing stage of your award, it may be better to use Video questions below. The field must be filled with a fully qualified URL.

Valid examples:
https://www.test.com
http://example.org
https://subdomain.company.com/page

Invalid examples:
www.test.com (missing http:// or https://)
test.com (missing scheme)
example (not a complete URL)

The validation follows standard URL formatting rules and requires the protocol (http:// or https://) to be included.

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).

Forms in Nucleus

Nucleus core purpose is to collect data from a group of users referred to as entrants. Entrants log into the system to submit data either for themselves or others, often to enter an award or to apply for funding/certification etc. This process is completed using the from, a set of questions curated by admin users. Nucleus provides functionality so that admin users can collect any data required via a completely bespoke form. The question list contains 21 different question types and a wide range of functionality that allows admins to change the questions displayed to entrants depending on their answers to previous questions, known as dependencies or dependent questions.

• Full list of question types
• Full list of dependencies

Learning and understanding the functionality does require investment and form building, depending on the length of the form and the complexity of the question set, does take time. The result is a feature heavy system that allows as much customisation as required. This guide will cover the basics to server as a reminder resource but BAFTA Tech support provide full training as part of the contract and are always happy to answer specific questions via the support site.

Creating An Entry Form

Before you begin creating an entry form, we recommend that you spend some time sketching out what is required. Do not let your form be constricted by previous systems or process, fully sketch out a form that contains the questions which will collect all the data required for your award/project. Once you have this information you can begin to understand how to create the form within the Nucleus functionality. It is better to come with an idea of what questions will be asked before you start.

All of the form building functionality is in the Question List section of Nucleus. To begin make sure you have created your award that you wish to edit and then:

1. Log into the Admin Interface
2. Go to Awards & Projects, open the desired Award, and click on the Form Setup tab from the list of tabs at the top of the Award page

Note – the question set edited is for the selected award so it is vital that the correct award is displayed in the drop-down.

To begin the form click Add to create your first question and the question settings page will load. The options on this page will differ depending on the question type and answers chosen. You will see that some of the options and settings are mandatory, and need to be filled in order to save the question and add it to the list.

Initial Options

At the top of the page there are four input fields that define the question:

• Name – Enter a name for the question in the textbox. The only requirement in Nucleus is that the name set is unique. Nucleus will not prevent admin users providing a duplicate name in this field but duplications will cause issues if entries are copied or progressed. We recommend that you apply a descriptive name such as Introduction Divider as this will assist in identifying the question at a later stage but it is perfectly fine to enter a code such as AwardQ1. The name is for administration purposes only.
• Type – Select the question type you are creating. The selection process will change the options on the page. For a full list and description of question types view the question guide.
• Position – Defines the positioning of the question on the form. This can also be edited on the question list.
• Question Display – The default is all, as the majority of questions created will be visible both for all users. However there are many workflows, where a question that can be viewed and updated only by admin users for example, such as adding a status or a score. This guide details the different visibility options.

Question Parameters

The question parameters section contains options that affect the display and behaviour of the question on the entry form. Not all are applied to each question and the ones that are not relevant for your selected question will be hidden. The options are covered in no particular order:

• Title/Question – The pubic facing question name that will appear on the form. This field can be left empty if required.
• Required? – Define if the question is mandatory or optional
• Read only? – Define if the entrants can edit the question
  • No [default option]
  • All Users – question is read only for all entrants
  • Shared User Only – question is read only for entry guest users
  • Entry Owner Only – question is read only for entry owners
• Default – A value entered in this field will be populated when the form is generated. Admins can enter special values in this field that will were provided by the user on the registration form
• Hint – A value entered in this field will display in a light grey colour that disappears when the entrant clicks into the input field on the form
• Max/Min Length – Specify the number of words or characters that entrants are required to supply as the answer to the question
• Text – A full html editor used to display text and content onscreen
• Earliest/Latest Date – For Date questions only. Define the date range for the date selector. These fields are optional
• Min/Max Selected – Used to define the number of responses an entrant can supply for the question
• Options – Define the answers an entrant can choose for select questions
• Min/Max Value – For Duration questions only. Define the minimum and maximum values that can be entered for this question
• Rows – Used to define the height of Text Area questions
• How many subsequent questions? – Used by Multi-Part questions
• Is a tag? – Answers to this question are used on the Viewing Interface by Judges to filter entries
• Use for Correspondence – The answer provided will be included in emails generated by Nucleus
• Value/Formula – Used in the Export questions

Note – the special options for Media Library Items are coved in the Media Library guide.

Options

The options section contains functionality that uses the question data in other areas of the system outside of the entry form. Admin users are not required to set these when creating the form but it is advised as there are many benefits to using these options.

• Answer incudes personal data – set this to yes to specify if the answer constitutes as personal data. This is covered in the GDPR guide
• Hide answers on redacted PDF’s – this option is fully covered in the redacted pdf guide
• Include on options – there are three options which begin with include on, for Entrant, Admin and Admin Dashboard and are important for the entry form set up.
  • Entrant – The key item is to set one question on the entry form for position 1 for entrants. This defines the question that will be used to identify all of the entries. If a question is not set for item 1 then you will see an error message on the question list and the award will not work correctly. The question selected must appear for all entries in the award, so using a field called Entry Title is advisable. In addition any questions set to appear as for the Entrant will appear on the tables for Unsubmitted and Submitted entries on the entrant dashboard assisting in entrants managing their entries. For more instructions see this guide.
  • Include as Customisable Column Select for Admin Entry List Table – Toggle Yes to make this question available to be shown as a column in the entry List Table customisation. read this guide to learn how to customise your Entry List Table
  • Admin – The admin entry table on the admin entry checking page can be customised using this function. To set a question to appear as a column on the table set a number in this option.
  • Admin Dashboard – for more information read the Customising your Admin Dashboard Guide.
• Viewing Interface options – These are key for setting up the Viewing Interface which can be actioned later in the process. The Viewing Interface Set-up guide fully explains the set-up when you are ready to action.
• Worksheet for Export – defines the sheet in which the question data is exported in the entry data download csv file.

Note – to assist Admins in speeding up the process, it is possible to edit some functions as part of a ‘Batch’ process, meaning that multiple questions can be updated in one process. This can be reviewed in this guide.

Help

For each question admins can display text to provide further information for entrants that is printed onscreen below the field. This can be used to provide direction to entrants and accurate answers to the questions, saving admins having to reject entries later in the process.

• Short Help – Any copy provided in this field is printed on screen in full directly below the question
• Long Help – Any copy provided in this field will be hidden and a link name More will display on the screen. When the entrant clicks on the link any copy in this field will appear. This is designed for detailed information that will take up large amounts of space onscreen if displayed.

Note – There is no word or character limit for either help option, so it is possible to display long text in the short help option. Long help should not be used without short help or the formatting on screen will appear odd.

Dependencies

Dependencies are a powerful tool which admins can use to extract the exact information that entrants need to supply. Using dependencies is not mandatory and is a decision you will need to make. Some forms are simple and if all entrants are required to answer the same questions then you might not need to use dependencies. If however, entrants are required to supply vastly different data sets depending on their answers then dependencies can be used as a filter to only display specific questions, for example asking a costume designer for a statement if the entrant selects costume design as a category. Dependencies can also be used to rule out entries before the entrant completes the form, such as using the award date criteria to display a message if the entry falls outside of the range specified. This can be built to be as simple or as complex as you need and therefore makes it difficult to explain. BAFTA support staff are always available to answer questions and this will also be looked at extensively in the training sessions.

Setting a dependency is essentially stating that you want this question to appear on the entry form based upon a particular answer to a previous question on the entry form. Each dependency relies upon three sections:

Question – select the question from the first dropdown that you wish this question to depend upon. It is really important that this question has been created previously.

Test – you select how the system will test the data entered by the entrant, so for example does this equal certain parameters

Value – is what we are testing against, so if I wanted to test that an answer to a question was equal to 01/01/2011 then I would enter 01/01/2011. If this answer was provided by the entrant then this question will appear on the entry form.

Form Structure

The beauty of Nucleus is that it enables you to ask any question in the order that you require. In the first instance take a look at your current entry form, be it on paper or online. Think about how you would like it to work in an idea world and ideally get a piece of paper and draw some work flow diagrams. Think about what information is key and the best method to ask it in. For BAFTA we decided that we didn’t want entrants to spend time completing an entry form only to find out at the end that they are not eligible. So we placed the eligibility questions at the top of the form.

At BAFTA we have designed the form in four distinct sections and we will show you how to build it using this method. Again, this is just a suggested design that works really well for us. There is no need to follow it to the letter, do what you think is right for you.

BAFTA forms are structured as follows:

• Awards Information
• Eligibility check
• Category select
• Basic entry information
• Category specific entry information
• Declarations and Terms and Conditions

Each organisation has different requirements and remember there is the option to copy and tweak the form each year to make changes and improvements. We find that Admins learn lessons based on experience and feedback from Users. Remember support is here to advise but the aim in Nucleus is to create functionality that will empower Admins to create the forms they want.

Deleting and Restoring Questions

When a Question is deleted, it is hidden from the Admin Question List view and removed from the Entry Form, but the data and the Question are still available for retrieval. This is helpful if a User changes their mind or if a Question was accidently deleted and needs to be recalled. To view deleted Questions, click on the Show Deleted button at the top of the Question List. All deleted Questions will be listed at the bottom of the list. From here, Admins can restore any deleted Questions. Once restored, the Question will be added to the bottom of the Question List but can be edited and moved as required.

Questions will now be fully deleted when the Award is deleted.

How to Preview the Entry Form

Nucleus provides a two preview buttons on the Question List page which allows Admins to view the form, both as the form will appear to entrants and with additional Admin UI.

• Entrant Preview – When clicking on the button the Admin User will be logged in as an Entrant and will be taken to the Entry Form page. Admin Users have full access of the Entrant Interface, being able to complete the Entry Form, submit, create new entries, generate and pay invoices, as well as upload Media Items. Emails will not be sent in preview mode but can be previewed in the email list. The preview form is not visible to Entrants. The preview button will be removed when the Award submission date is in the past.
• Admin Preview – When clicking on this button all of the actions described in Entrant Preview will apply, however, there is additional functionality available in this preview mode to assist admins in their form creation. The quest ID is displayed on the form and clicking on this will allow the admin to edit the question settings. In addition there is a table for questions with dependencies to show which questions they are dependent upon to allow admins to trouble shoot and resolve issues.

How to Switch On the ‘Preview Entry Form’ button

The Preview Entry Form function allows administrators to view how the entry form will appear to entrants before opening the award.

• Once you’ve finished previewing, remember to revert the open dates to their original values.
• The preview option only becomes available when an award is open.
• To prevent entrants or normal users from seeing the award as open while previewing, ensure that ‘Show entries on entrant dashboard’ is set to No in your award settings.

1. Go to Awards
2. Open the relevant award and navigate to the Award Settings tab.
3. Temporarily update the award’s Open Dates so that the award is currently open.
4. Under Visibility Settings, confirm that ‘Show entries on entrant dashboard’ is set to No.
5. Save your changes.
6. Go to Actions > Question List and filter for the relevant award.
7. The ‘Preview Entry Form’ button will now appear.
8. Once you’ve finished previewing, restore the award’s open dates to their previous values.

Further Reading

Building the entry form is only part of the Award Setup process, although the most time consuming. Below are links to other articles that will explain the functionality required. If this is your first time setting up an Award we recommend that you follow the steps in the Admin Training Guide.

• Managing the award settings – see the Admin Training Guide and Glossary – new guide to be published soon
• Copying an Award – this guide is a step-by-step process and is useful when setting up a new award
• Setting up Categories
• Setting up Emails
• Testing an Award
• Setting Up Viewing
• Setting Up Voting
• Setting Up Scoring and Comments

1. Login to the Admin Interface
2. Click on Overview on the desired Award
3. From the navigation menu at the top of the page click on Form Setup
4. On the top-right of the page click on the … icon, and select Customise Table

Now you will be met with a page where the columns that you can see in the Form Setup page are displayed as numbered rows displayed vertically. At this stage you have full control of the columns, the main sections you can modify are:

• Position – you can click on each of them and drag them up or down to reposition them. The position you decide to assign them to, will reflect, left to right, where they will appear back on the Form Setup page.
• Column Name – You can decide to rename each column to anything you might prefer, or leave the default name.
• Column Value – When you click on the Column Value, a dropdown menu will expand, and from it you can choose a new function to assign to the column, offering more options to reorganise the form questions. You can choose from:
  • BAFTA View Mapping
  • Category Eligibility
  • Depends On
  • Display On
  • Name
  • Position
  • Price
  • Question
  • Question Display
  • Question ID
  • Required
  • Tag Filter
  • Type
  • Viewing Portal Title

In the Customise Table page, you can also choose to delete a column by clicking on the bin icon on the right hand side of each of them, and you can add a new one by filling the empty row at the bottom of the list. A new empty row is automatically added every time you create a new column.

If you wish to assign your new columns setup to every other award, you can check the You want to use this column position for all awards? checkbox, this will duplicate the setup to your other projects.

In order to restore the default columns setup, click on the Restore to Default button at the bottom of the column editing interface. When you are done editing columns, click on Save.

By using this functionality, Administrators can ensure that essential information remains consistent across all stages without the need for repetitive manual updates. This not only saves valuable time but also reduces the risk of errors that can arise from multiple individual edits. The family ID-based cloning feature in Nucleus provides a reliable way to maintain accuracy and consistency across Awards, enhancing overall efficiency in Awards management.

How to Enable Simultaneous Updates to Parent and Child Entries with the Same Family ID

Before the feature can be used Admins will need to enable the feature:

1. Log into the Admin Interface
2. Go to Control Centre
3. In the System Administration section select General Settings
4. Search for Edit All Entries in Family ID
5. Click Edit
6. Enter Yes for the Value
7. Click Save

How to Edit Parent and Child Entries Simultaneously with the Same Family ID

1. Log into the Admin Interface
2. Go to View Entries in the desired Award
3. Search for a relevant entry and click Edit
4. If the entry has Parent and Child entries you will see UI at the top of the form which allows you to select which Entries you also wish to edit
5. Select the relevant boxes
6. Make edits to the form as normal
7. As each question is saved all forms selected will be updated

• The Send Email Question
• Emails provided as answers to questions
• The Email Bundle functionality
• Contacting Groups of Entrants based on Criteria
• Emails Triggered by Predefined Criteria

All of the above options are powerful tools but for more complex workflows where users who are not part of the form submission or checking process, or even users in Nucleus, who might need to receive emails there is another function called Email Automation. This feature allows admins to create power bespoke rules that trigger customised emails to users which can include a range of granular criteria including:

• Answers to questions on the from
• Awards and Categories
• Entry Status

This allow, for example, to cc a user into an email if the answer was Yes or No to a particular question on the form and the entry was in a particular category at the point it was approved. The feature uses the and expands upon the question dependencies so a range of rules can be created triggering emails instantly when previously the recurring jobs as part of the entrant mailout would have been required to be placed into a category and then trigged once every 24 hours.

There are many applications for the functionality and if you would like to discuss how this functionally can support your work flows please create a meeting request support ticket.

How to Set Up the Email Templates

Before you create an automation rule you need to set up an email template prefixed with Mailout/ .

1. Log into the Admin Interface
2. Go to Email Management
3. Under the Email Management section, choose Email Templates
4. Click Add
5. On the Add new Email Template 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:
8. Enabled? Yes
9. Include Standard Header and Footer? As you require
10. Emails To Queue In This State? As you require
11. Deliver Priority? As you require
12. BCC – if any users who are not 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
13. Set the Subject as you require – remember that if the Subject is blank an email won’t send, even if Enabled
14. 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.
15. Click Save and Close

How to Set Up an Automated Rule

Once the email template has been created then it is time to set up the rule for triggering the emails. To action this:

1. Log into the Admin Interface
2. Go to Email Management
3. Under the Email Management section, choose Email Automation
4. Click Add on the next page
5. Select the Trigger
   1. Status Change – this will trigger then email when an entry changes status, from Submitted to Approved for example.
   2. Trigger Action – ????
6. Set a unique Name for the rule, so you can identify the rule
7. Select the Award which the rule will belong to
8. Select any Categories if the rule should only be triggered for some categories
   1. If no categories are selected then the rule will apply to all categories in an award
9. Select the Transition for then the rule should be applied. This is when the entry changes form one status to another
   1. If you select Progression this is the entry moving from one award to another and the rule should be set on the destination award
10. Specify the Criteria
    1. This follows the same rules as the question dependencies. Select the Question, the Test and the Value if required
    2. Define if the dependencies are AND or OR or ADVANCED
    3. Advanced allows admins to specify a combination of and/or dependencies allowing for some complex rules. Please contact us for support with this option if required.
11. Select Send Email for the Action
12. Select the Email Template that you created previously
13. Specify the recipients by
    1. Entering email addresses comma separated
    2. Providing a special value which will return an email address
    3. Using an internal question name, where the answer value for the question will be an email address
14. Click Save and Close

Note – we recommend that you test and teak the automate rules as required before opening your award

Currently this functionally only applies to sending emails but we are planning on expanding this to other areas such as progression. If you have any process that you would like to automate please do get in contact as this could assist in how we develop the functionality in future.

When to Use This Tool

Use this tool if:

• A dependency on a question has been added or updated after submissions have already been made.
• You want to ensure that all submitted and/or approved entries reflect the current logic set within the form builder.

What the Tool Does

Running this tool will:

• Review all selected entries and update the visibility of questions based on the latest dependency rules.
• Apply to all entries that are Submitted, Approved, or Both, depending on your selection.

Note: No data is deleted. However, the visibility of certain questions may change depending on the updated rules. This may also affect which categories an entry is eligible for.

Important Considerations

• This action cannot be undone. Once recalculated, dependencies cannot be rolled back to a previous state.
• There is a mandatory confirmation checkbox to proceed.

Accessing the Tool

1. Go to Control Centre > Tools.
2. Select Recalculate Dependencies.
3. Choose the relevant Award and Status (Submitted, Approved, or Both).
4. Tick the confirmation box: “I AM SURE”.
5. Click Proceed to begin the recalculation.

By using the Show only paid entries option and leveraging the Requires Payment status, Admins can:

• Prevent unpaid entries from appearing to judges
• Track payment status more clearly
• Prompt entrants to pay promptly using tailored email templates

This feature is particularly useful for awards with strict judging deadlines or where payment must be enforced before any assessment takes place.

How to Set Up an Award So That Only Paid Entries Appear on the Viewing Interface

1. Log into the Admin Interface
2. Navigate to Awards
3. Locate the relevant award and click on Overview
4. On the Award Settings page, scroll down to the Pricing section
5. Locate the setting labelled Show only paid entries on viewing portal
6. Set this dropdown to Yes
7. Scroll to the Options section
8. Ensure Send emails on entry approval is set to Yes
9. Click Save

Once enabled, only entries with invoices marked as Paid will appear in the Viewing Interface. Entries approved without payment will:

• Display a message for Admin users indicating the entry is not visible
• Be automatically assigned the Requires Payment status
• Be filterable using the Admin Entry List filters

What’s New?

• Requires Payment Status
  A new status called Requires Payment has been introduced. This is automatically assigned to entries that have been approved but are still awaiting payment. Entries with this status are not visible to judges in the Viewing Interface.
• Pending Category on Entry Bar Graphs
  A new Pending category has been added to the bar graphs shown on the Admin Entry List. This category provides a clear visual cue when entries are awaiting payment.

Note: These changes help Admins track and follow up on unpaid entries while ensuring only paid entries progress to judging.

Email Notification to Entrants

When this setting is in place, and an entry is approved without payment (by a non-credit-approved organisation), a different email template will be triggered:
entry/approvedunpaid

This allows Admins to notify the entrant that:

• Their entry has been approved
• It will not be presented to judges until payment has been made