How to Check your Viewers’ Scoring Progress

To see the progress of your Viewers’ activity during the scoring/commenting stage, do as follows:

1. Log into the Admin Interface
2. Go to Viewers
3. The Viewers List displays. Select the Award you want to check by filtering it from the Award(s) column.
4. If required, do likewise with the Category dropdown menu
5. The ‘% complete’ column displays. Here you can find your Viewers’ progress expressed as a percentage

How to Display Viewers based on a specific Scoring Progression Percentage

You can also toggle the list to display only those Viewers who have progressed less OR more than a certain percentage.
a) To select those who have viewed less than a certain percentage:

1. Select the < under the % complete filter
2. Type in the percentage figure in the box alongside

b) To select those who have viewed more than a certain percentage:

1. Select the > under the % complete filter
2. Type in the percentage figure in the box alongside

Note – Once you have used this functionality to gauge the progress of your Viewers, you may decide to use the Entrant Mailout functionality to send a targeted mailout to Viewers, for example a mailout/ViewerReminder email to those Viewers who have not completed their viewing or have viewed under a certain percentage. Note that you will need to manually copy/paste the email addresses of the relevant viewers across from the Viewing List to the Mailout field of contacts.

However, if you would like the ability to have the List only displayed by Award, you will need to make sure that the Submission Date is less than 12 months in the past.

Step 1 – Access the Tool

1. Log in to the Admin Interface.
2. From the left-hand side menu, select Viewers.
3. On the top-right of the page, click the ⋯ (three dots) icon, then select Bulk Create.

Step 2 – Complete the Bulk Viewer Creation Form

You will be taken to the Bulk Viewer Creation page.
Here, you need to fill in the following sections:

Batch

• Open the drop-down menu and select an existing batch.
• To create a new batch, select Other… and enter a new Batch Name.

Permissions

• Under Award, select the Award the new Viewers should have access to.
• Once an Award is selected, the Categories linked to it will appear.
• Tick the boxes for the Categories the Viewers should have access to.

Viewer Data

• Under Language, choose the desired language (default is English).
• In the text area provided, enter the Viewer details — one per line.
  Each line can include the following fields, separated by commas:
  • Email address (mandatory)
  • First name
  • Last name
  • Mobile phone number

Example:

viewer1@example.com, Jane, Doe, 07123456789
viewer2@example.com, John, Smith, 0123567244

Step 3 – Review and Finalise

After clicking Proceed, you’ll be taken to a Summary page.
Here, review the imported data carefully:

• Users to import – number of new users being created.
• Errors – any data entry issues detected.
• Existing users – users already in the system.

For each listed user, the system will show their:

• Email address
• First name
• Last name
• Mobile number
• Any warnings (e.g. Existing User, Email doesn’t exist)

Additional Options

• Overwrite existing viewers – choose Yes or No depending on whether existing user data should be replaced.
• Send email to existing viewers – choose Yes or No to notify existing users or not.
• Message for existing viewers – optional message content for those already in the system.
• Message for new viewers – optional welcome message for newly created accounts.

Once all information is correct, click Create Viewers to complete the process.

Step 4 – Tracking Email Delivery and Templates

After creating the viewers, you can check whether the notification emails were successfully sent.

1. Navigate to Email Management page.
2. Select Delivery Log from the options.
3. In the Delivery Log, you should see entries showing the emails sent as part of the bulk viewer creation process.

The following templates are used for these communications:

• viewer/contactingExistingUsers – sent to existing users when they are re-added or updated.
• viewer/welcome – sent to new users to welcome them and provide login details or access instructions.

These entries confirm that the system has processed and delivered the messages successfully.

Email Template Special Values

To ensure that the optional messages entered in Message for existing viewers or Message for new viewers are included in the emails sent, the default email templates must contain the following special value: @@viewer message@@

This placeholder should be added to the body of the relevant email templates (for example, viewer/contactingExistingUsers and viewer/welcome) wherever you want the custom message text to appear.

If this special value is not included in the template, the message entered during the bulk viewer creation process will not be displayed in the email.

There are 3 MFA options in Nucleus:

• Google Authenticate – a code is generated in an app that needs to be downloaded to a phone (Android/iPhone supported only)
• Email – an email containing a 6-digit code is sent to a specified email address
• SMS – an SMS containing a 6-digit code is sent to a specified phone number (Restrictions Apply – see below)

Admin Users can decide which of these mechanisms each User Type can utilise and decide if MFA is mandatory or optional for each User Type. Although the use of MFA is highly advised, the choice to activate the function is at the discretion of Admins.

Once set up, Users log in as normal and are presented with a page to enter or set up their MFA after initial login. Please note that:

• If Users use SMS or Email mechanism (using the same browser, device, and not clearing their cache) the code should last 30 days.
• If they use Google authenticator, then the latest validation will last until they close the browser.
• The criteria does not vary regarding the type of user, so it’s valid for Entrants, Viewers and Admins.

How to Set Up MFA

Although it is possible to switch on MFA using the instructions, in this section we recommend submitting a Support Ticket and discussing with BMT before this is actioned. BMT will be able to provide advice about which mechanisms to switch on and for which User Type.

1. Log into the Admin Interface
2. Go to Control Centre
3. Select General Settings in the System Administration section
4. There are 3 values which can be edited, use the Name Search Bar to locate them:
   1. Allowed MFA options for ‘Admin’ – Admins
   2. Allowed MFA options for ‘User’ – Entrants
   3. Allowed MFA options for ‘Viewer’ – Judges
5. Select Edit next to the user type you wish to enable MFA for
6. Enter any combination of GOOGLEAUTH, SMS, EMAIL in the Value field separated by commas to enable the required MFA mechanisms
7. Click Save
8. If setting for Admin Users you will be required to enter a MFA code for your account
9. Repeat steps 5 – 7 to enable MFA for multiple User Types

Setting Up SMS MFA

SMS messages are sent via AWS. This service is not immediately available as an application is required which AWS needs to approve. The application is based on regions and currently, only Europe has been tested. Sending SMS messages to United States phone numbers is extremely difficult due to US Government legislation so we advise that SMS is not the only option provided for these Users. If you wish to enable SMS for Users please submit a Support Ticket and confirm the regions to which you wish to send SMS messages. BMT will make the application on your behalf.

Also, note that the sending of SMS messages will incur additional AWS costs.

Setting Up Email MFA

Nucleus provides Email sending as standard, so there are no additional costs for this method. In order for the Emails to send you will need to ensure that the Email Templates are set up correctly.

There are 3 Email Templates you will want to consider editing depending on your MFA choices. These templates allow Admins to customise content specifically for the intended audience:

• admin/mfa – sent to Admin Users
• entrant/mfa – sent to Entrants
• viewer/mfa – sent to Viewers

Each template can be customised as Admins require but needs to contain the special value: @@loginCode@@ which will include the 6-digit MFA code.

For more information about managing Email Templates read this guide.

How to Force Users to Set Up MFA

In addition to the above controls, it is possible to force all User Types to set up MFA. Otherwise, the MFA is optional and Users will only see the controls in their account settings. Forcing all Users to set up MFA will:

• Force new Users to set up MFA on the first login or account creation
• Force existing Users to set up MFA on their next login

Take these steps to force MFA setup:

1. Log into the Admin Interface
2. Go to Control Centre
3. Select General Settings in the System Administration section
4. There are 3 values which can be edited, use the Name Search Bar to locate them:
   1. Force ‘Admin’ to set up MFA – Admins
   2. Force ‘User’ to set up MFA – Entrants
   3. Force ‘Viewer’ to set up MFA – Judges
5. Select Edit next to the user type you wish to enable MFA for
6. Enter Yes in the Value field
7. Click Save
8. Repeat steps 5 – 7 to enable MFA for multiple User Types

How to Reset MFA

For any reasons, Admin Users have the ability to reset MFA for all other Users Types at any stage. This will allow the user to choose an new MFA type, if available. No emails containing MFA codes will be triggered to the user.

FOR ADMINS:

Please note that you will have to be a Super Admin in order to do this. This guide explains how to manage this process.

1. Log into the Admin Interface
2. Go to Control Centre > Admins
3. Look for the desired Admin, click on the … icon on the right hand side, and click on Reset MFA

FOR ENTRANTS:

1. Log into the Admin Interface
2. Go to Entrants
3. Look for the desired User
4. Click on the … icon on the right hand side, and click on Reset MFA

FOR VIEWERS:

1. Log into the Admin Interface
2. Go to Viewers
3. Look for the desired User
4. Click on the … icon on the right hand side, and click on Reset MFA