Entry Reports

Registration Form Reports

Media Items Reports

Invoices and Payment Reports

Viewing Reports

Voting Reports

Users Reports

Admin Users Reports

Site-Wide/All Activity Reports

Please note that this will also work with Upload Item questions.

There are two options that can be used to export the assets, which are both described below:

• Exporting assets for ALL entries in an award
• Exporting assets for SELECTED entries in an award

In addition there is a function that allows admins to select specific entries to download as opposed to exporting all of the assets for an award.

Before you begin running the process make sure that the admin/misc/attachmentDownloadReady has been set up correctly. The template will need to contain the following special values:

• @@downloadurl@@ – this is the link to the zip file
• @@expiry@@ – this will inform the user of the date time when the zip file will be deleted

For more information about email templates review the email template guide.

How to run the Entry Attachment Download for All Entries in an Award

To run the export process:

1. Log into the Admin Interface
2. Go to Reports
3. Under Reports select Entry Attachment Download
4. In the Award Menu at the top of the page select the award you require
5. Enter the relevant dates you require in the Created after, Submitted after, or Approved after field to reduce the selection of the files, if left blank all files will be exported
6. Select the Status of the Nominations for which you wish to download attachments ie. Submitted, Unsubmitted, Approved or Any.
7. The zip file can be downloaded with four ‘Layouts’ or file structures. Choose which works best for you.
8. Enter a Password to password protect the zip file
9. If you wish to export answers to specific questions only check the boxes next to the questions in the Questions to include section. If left blank all questions will be exported
10. Click Generate Download
11. Nucleus will inform you of the number of files that will be exported
12. Once the zip file is generated an email will be sent to the admin user that generated the report. Note this can take some time depending on the number and size of the files that are being exported
13. When the zip file is ready, an email will be triggered using the admin/misc/attachmentDownloadReady template and sent to you.
14. Click on the link in the email. Please note that the link to download it expires 24 hours after you requested the files
15. Log in to Nucleus using your email and password
16. Download all Zip Files
17. Alternatively, to access the downloads, go to Control Centre > Tools > Attachment Download. They will be listed at the bottom of the page

Note – in an event where a file is larger than 10GB the download is broken up into multiple zip files. The first file in the list is an index and the subsequent files contain the actual data. All files must be saved to the same folder in your local storage. It will not be possible to access the files until all zip files have been downloaded.

How to run the Entry Attachment Download for Selected Entries

Before running this process make sure that the Mass Actions are enabled for the award. To enable this please read the following guide.

1. Log into the Admin Interface
2. Please ensure that the right Award has been selected from the drop-down at the top of the page. Change it as required
3. Go to View Entries
4. In the top left of the entries table click on the Action dropdown and select Media Download
5. Checkboxes will appear in the Actions column next to each entry
6. Select all the entries where you wish to export the assets. You can use the filters to search for and find the relevant entries
7. Once all the entries have been selected click on the OK button which appears just below the actions drop down
8. In the lightbox a message will confirm the selected entries. Please check this is correct
9. The zip file can be downloaded with four ‘Layouts’ or file structures. Choose which works best for you
10. Enter a Password to password protect the zip file
11. Type I AM SURE and click Continue to generate the download
12. Nucleus will inform you of the number of files that will be exported
13. Once the zip file is generated an email will be sent to the admin user that generated the report. Note this can take some time depending on the number and size of the files that are being exported
14. When the zip file is ready, an email will be triggered using the admin/misc/attachmentDownloadReady template and will be sent to you
15. Log in to Nucleus again
16. Go to Control Centre > Tools > Attachment Download.
17. Download all Zip Files

Note – Please note that using professional Zip programmes is always highly recommended, as the free native Windows Zip Programme does not always show the exported files.

Running the report

1. Go to Reports select Entry Data Download
2. Select the award which you want to export the data in the Award Select Menu on the top right of the page
3. Enter the relevant date period to export in the date boxes. Note that leaving this blank will export ALL Data.
4. If required, check the Include personal data in report checkbox
5. Set yes/no to the Include categories in report field as required. This will include both Automatic and Manual categories. If you choose yes, you can choose between two options on how to display categories in your report:
   1. As comma separated list – All categories, including manual will appear in one column alphabetically as a comma separated list
   2. As separate columns -All categories, including manual will be listed alphabetically as columns
6. The Organisations Pick List enables you to select the data for specific organisations only. Leave this blank to export the data for all organisations.
7. Choose the export mode:
   • Standard data – a report which includes all of the entry data, each question will appear as a new column
   • Finance data – all of the information included in the standard report, additional financial data relating to the invoices generated and full finance options available in the Finance Reporting Section
   • Extended data – all of the information included in the standard report and additional organisation data provided by the entrant at registration
   • Finance and extended data – all of the data specified in the three reports above
   • Custom data – generates a pick list where admin users can choose which questions, financial data and organisation data are exported to the spreadsheet. Items in the right hand column will be used to generate the export file and all other data is excluded.
8. Click Download to export the report

Note – This report will only support 256 columns on each sheet. In order to export a full data set on larger forms in one CSV file columns needs to be spread over multiple sheets. To action this a value can be set in the question options Worksheet for export. Setting a name here will create a new sheet in the CSV file. Therefore answers to questions can be spread across multiple sheets.

How to Manage a Custom Report

Unlike the other reports, Custom Reports can be saved and edited at any time. Once saved, they will all be stored in the Custom Reports list, so you will be able to run them whenever you need.

1. Log into the Admin Interface
2. Go to Reports
3. Choose Custom Reports from the Reports list
4. The Custom Reports list opens
5. If you want to create a new report: click on the Add button. Enter a unique name, choose the required fields, and click Save. This will save the current options that are selected
6. If you already have a report, you can either choose:
   • Edit: to make any amendments to your current report. Once you’re done, click on stop editing at the top of the page to save your latest updates
   • Delete: to delete the report
   • Run: to download a CSV file of the report
7. Please note that if you change any questions in your form, by clicking on the Update “All reports” data button, these will automatically be included in the report

This functionality has many different use cases:

• To generate a certificate using entry data
• To provide selected entry data to users who do not have access to Nucleus
• To present selected entry data in a more readable format than that of the export reports

How to Enable Entry Report Cards

The functionality is available in all instances but must be switched on before it can be used.

1. Log into the Admin Interface
2. Go to Control Centre
3. Click on General Settings
4. In the Name field search for Customised Entry Reports
5. Click on the 3 dots on the right hand side of the result, and click on Edit
6. Enter Yes in the Value field
7. Click Save

How to Create a Template

Templates are completely bespoke and created by admins. Using any Spreadsheet or Document management product admins can supply any copy that is required.
For example, if you wish to create a text document that is populated by values on the form then create a doc/docx document and type copy as normal. Where data from the entry form is required this must appear between double dollar signs, then the internal question name, followed by double dollar signs:

• $$Internal Question Name$$

There are also a range of Special Values that can be included as part of the exported document. This is metadata that Nucleus holds on and around the entry which is not an answer to a question. For example, entry ID, submission date, approval date etc. These are included in the same way as questions:

• $$entryId$$

Note – a full list of special values available for use in the report card is listed below.

The same functions apply to a spreadsheet document. The only difference is the file type that is exported. A doc file will output a doc file and the spreadsheet file will output a spreadsheet file.

How to Upload an Entry Report Card

Once you have completed the template and are ready to upload the document follow these steps:

1. Log into the Admin Interface
2. Go to Reports
3. Click on Entry report card templates
4. Click Add
5. Enter a Name so that you can identify the report card
6. Click on Choose File and select the template to upload
7. Click on Save and Close
8. The template will then be uploaded and is ready for use

Note – there are no limits to the number of report cards that can be uploaded

How to Generate Entry Report Cards

Once the template has been uploaded you are ready to create the report cards using entry data. Before following the instructions, make sure you have turned on Mass Functions for Entries and that at least one entry has been created, ideally in a submitted state.

1. Log into the Admin Interface
2. Go to Awards & Projects>select Award>View Entries>
3. Check the boxes for all entries for which you wish to create a report card
4. A pop-up menu will appear on the lower part of the screen
5. Click on Report Card
6. Select the Report Card Template
7. Type I AM SURE into the text field
8. Click Continue
9. The reports will now be generated at 2 per minute. If many entries have been selected then the generation can take some time. An email will be sent when the report is ready. See below to increase the speed at which reports are created
10. When you receive the confirmation email, the report cards are ready to download
11. Go to Reports
12. Click on Report Card Download
13. Click on Download next to the relevant report and a zip file will be saved to the location you select
14. Open the zip file to see the individual reports
15. All reports ran in the last 7 days will be available to download

Note – there are no limits on the number of times this functionality can be run. If an entry is missed in the selection process then it can be run again.

If you wish to update the copy of the email then you need to amend the admin/misc/entryReportCardAttachmentDownloadReady template. The email template guide details how to edit templates.

How to Receive Notifications About Report Cards Updates

Once the report is ready for download, you will receive a notification email that would also alert you in case of a system error. In order to edit the notification emails text, head to Email Management, click on Templates and search for the admin/misc/entryReportCardAttachmentDownloadReady and admin/misc/entryReportCardError strings. Once located, click on Default to edit.

How to Increase the Number of Reports Generated per Minute

The number of reports generated per minute is 2 as standard. Nucleus offers the opportunity to increase this, however, note if the number is set too high then the functionality will break. We recommend leaving this set to 2 unless you have a workflow that requires more files to be created.

1. Log into the Admin Interface
2. Go to Control Centre
3. Select General Settings below the System Administration heading
4. Search for Create entry reports in 1 minute
5. Click Edit
6. Enter the number of reports that you wish to be generated per minute for the Value
7. Click Save and Close

Special Values List

The following special values can be included in the report card:

• entryId
• entry_categories
• entry_approvedAt
• entry_approvedBy
• entry_assignedToAdministrator
• entry_adminNotes
• entry_createdAt
• entry_submittedAt
• entry_status
• user_firstName
• user_lastName
• user_jobTitle
• user_phone
• user_alternateMobile
• user_alternatePhone
• user_email
• user_alternateEmail
• user_twitterHandle
• user_dpa1
• user_dpa2
• user_dpa3
• organisation_name
• organisation_address1
• organisation_address2
• organisation_townCity
• organisation_postcode
• organisation_country
• organisation_vatRegistered
• organisation_vatNumber
• organisation_mainActivity
• organisation_billingName
• organisation_billingEmail
• organisation_billingPhone
• organisation_billingOrganisationName
• organisation_billingAddress1
• organisation_billingAddress2
• organisation_billingTownCity
• organisation_billingPostcode
• organisation_billingCountry
• award_id
• award_financeNominalCode
• award_financeCompanyCode
• award_financeDepartmentCode
• award_name, entry_batchId
• batch_poNumber
• batch_status
• batch_netTotal
• batch_vatAmount
• batch_total
• batch_paymentTransactionId
• batch_paidAt
• batch_createdAt

In order to use this feature, Admins must first create a Report. Before this is actioned, it is recommended to consider what needs to be included in the Report. The range of options is wide and this will give Admins a better starting point to creating the Report.

How to Create a Bespoke Report

To create a bespoke Entry Report:

1. Log into the Admin Interface
2. Go to Reports
3. Search for Custom Entry Report in the Report section
4. Enter a Name for the report so that it can be identified later
5. Define whether you’d like to Combine data for linked entries.  Nucleus offers a feature that allows the creation of a link between the Entries, hence the term ‘Linked Entries’, so that Admins can review the answers provided for each field and update them if required so that they match. Admins can export the combined data for all of the matching entries in one row of a report. Please review this guide for more information.
6. Choose the Awards that you wish to extract data from and be included in the Report. Please note that you will only be able to see and select the Awards you have permission for. Awards will be displayed with their internal name
7. Check the Entry Status as required. If none is selected, all will be exported
8. Input the dates as required. If none is selected, all will be exported
9. Check the Invoice Status as required. If none is selected, all will be exported
10. Click Save
11. Click on the ‘…’ menu and choose Report Column. The next screen is a table where you build the Report
12. Click Add
13. Define the Column name, this will appear in the first row
14. For Column Value you can select from Fields (Data that sits outside of the entry forms such as Entry ID) or Questions. There is no limit to the amount of fields and questions that can be selected but consider the data set you wish to be exported in each column in the file. It is also possible to include free text in this field, for example, [Question_1] and [Question_2]
15. If you have set up multiple columns then the Position dropdown can be used to change the position of the column. Admins can also change the order by dragging and dropping on the Table.
16. Click Save & close
17. Repeat Steps 7 – 12 to complete the report

Note – If multiple Awards have been selected then all exportable questions will appear in the Question dropdown. If internal question names match, then the name will appear only once and data will be extracted across all Awards. There is no need for Admins to rename questions across Awards to match the same name as the columns on the export allow Admins to enter multiple questions. Different questions for different awards will then appear in the same columns.

How to Manage a Bespoke Report

Once a Report has been created, it will be listed in the Custom Reports section where it can be run, edited and deleted.

1. Log into the Admin Interface
2. Go to Reports
3. Click on Custom Reports in the Reports section
4. On the next page all the custom reports will be listed. These reports a recreated using a variety of mechanisms
5. Search for the name of the Report you created and choose one of the options
   1. Edit – Allows admins to edit the Report name and the Awards that are used in the Report
   2. Edit Columns – Admins can edit the column data
   3. Run – Exports a CSV file with the data specified in the Report
   4. Delete – Deletes the Report – this action cannot be undone

To enable this feature, please raise a Support ticket to request it from our team.

Matching Entry Titles Explained

This feature, looks at all of the entry titles, each time an entry is saved, and runs an algorithm which determines if the entry title provided for one entry is a likely match for any of the other entry titles already submitted. This feature is useful for admin users who are interested in identifying duplicated entries.

It should be noted that two entries might have the same or very similar entry titles but are completely different entities, which is why this solution highlights the likely duplicates and then gives admin users the power to take action.

How to Enable Entry Title Comparison

To enable this functionality that compares the titles of Entries a flags any potential duplicates, please go to:

1. Log into the Admin Interface
2. Go to Control Centre
3. Scroll down to the System Administration section
4. Select Configuration Values
5. Enter ‘Entry Title Comparison‘ in the first column
6. Click Edit
7. In the field value, enter ‘Yes‘
8. Click Save & Close

How to Use Matching Entry Titles

When the functionality is switched on for your instance you will see the following:

1. The functionality only makes comparisons between entry titles. This is the question that is set as 1 on the question list for the Entrant Dashboard during award setup.
2. Each time an entry is saved all the entry titles, regardless of submission state will be compared. Entries with no title will be ignored. If the algorithm determines there is a percentage match, then this will be displayed both on the entry list and then the parings are displayed on the Matching Entry Titles dashboard, along with the percentage.
3. To View the dashboard at any time go to Actions Menu and select Entries. This will take you to the Entry List. There is a button on the top right of the page called View Matching Entry Titles. Click on the button to view the dashboard.
4. The dashboard lists the matching entries in pairs, so an entry might be part of multiple pairings, if there are multiple entries with similar titles.
5. Once an entry has been flagged as matching admin users can decided to take action, for example admin users can determine if the entries are the same and either flag them as a duplicate or contact the entrants and unsubmit one of the entries. If you decide to switch on this functionality then BAFTA Tech Support teams can assist in setting up the workflow steps that will assist in managing your award.
6. In the Matching Entry Title table there are several features that will assist admin users in managing the matched.
   1. Actions Menu:
      • Edit – takes the admin user to the entry page
      • Delete – deletes the entry
      • Shred – shreds the entry and all data is removed from the logs
      • Email entrant – sends an email to the entrant
   2. Resolve – Use this feature when you have reached a conclusion about the pairing and to remove the flag that the paring has a matching entry title. The system will request a reason which will be logged next to the pairing along with the name of the admin user who resolved the pairing. Note once resolved the pairing will turn green and is moved to the bottom of the table.
   3. Unresolve – This feature only appears on resolved matches and can be used in the case of a pairing being marked as resolved by mistake. This will return the matching pair to their original state and the resolved reason is hidden.

Note – that the Resolved and unresolved reasons are listed on both entries Activity Logs. To view the activity logs, go to the Actions Menu located to the right of each entry and select View Activity. A list of all activity will be displayed.

Note – that this function is for guidance and an entry being flagged as matching does not affect it being approved or viewable by judges.

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.

How to Enable the Report for ALL forms in your site

Before the Report Entries Across All Awards can be run admin users need to turn it on in the Configuration Values Section:

1. Log into the Admin Interface
2. Open Control Centre, scroll down and click to open General Settings
3. In the Name column search for Enable export entries across all awards
4. Click Edit in the Actions menu, and make sure that in the Value field there is written Yes. Save before exit

How to Enable the Report only for selected forms in your site

1. Log into the Admin Interface
2. Open Control Centre, scroll down and click to open General Settings
3. In the Name column search for Enable export entries across all awards
4. Click Edit in the Actions menu, and make sure that in the Value field there is written No. Save before exit
5. Open the relevant Award
6. Go to Settings
7. Look for the Include in All Awards reports option and choose Yes
8. Click Save

Important Note – If your site has multiple forms with many questions, the system may take some time to process and download all the data. Once you enable either option (in Awards Settings or General Settings), we recommend running the report about 1 hour later. This allows sufficient time for the system to gather the necessary information.

How to Run the Report

1. Open Reports and click on Custom Entry Reports
2. In the Custom Reports page, click on the … Actions menu icon either at the top-right of the page, or below the form, and click on Custom reports
3. You will now be directed to the Saved Entry Reports page. Click on the … Actions menu icon either at the top-right of the page, or below the list of reports, and click on Update All Reports Data
4. Once done, locate Report entries across all awards (normally it’s the last one in the list), and click on Run
5. The report will now be automatically downloaded and placed into your designated Downloads folder

Note – This report is best used for awards with similar question sets. For each question the data will be exported in a separate column, unless the internal question names match. For awards with very similar question sets the data will be able to be viewed across awards but where the questions names differ you will likely see a report with many columns and there is no easy way to make sat a comparisons.

When to Use This Tool

Use this tool if:

• You have edited the entry form after submission or approval.
• You want to ensure all downloadable PDFs reflect the current answers.

What the Tool Does

Running this tool will:

• Regenerate the submission and/or approval PDFs for the selected entries.
• Apply to entries that are Submitted, Approved, or Both.

Note: No new emails are sent when this tool is used. The updated PDFs are made available in the system for download.

Important Considerations

• The previous versions of the PDFs will no longer be accessible after the tool is run.
• There is a mandatory confirmation step before proceeding.

Accessing the Tool

1. Go to Control Centre > Tools.
2. Select Update Submission and Approval PDFs.
3. Choose the relevant Award and Status.
4. Tick the confirmation box: “I AM SURE”.
5. Click Proceed to update the PDFs.