If Admins don’t intend to make significant alterations to the new Award compared to the previous season, it’s recommended to simply copy the Award and thoroughly the setup. This guide provides detailed steps for Admins to follow when copying an Award.

However, if you want to implement minor changes, such as adding or removing some Categories, there are specific actions you’ll need to take to ensure the Award functions as desired.

How to Add a New Category to a Copied Award

The process of adding a new Category to a copied Award involves three stages:

1. Updating the Question List

This first step is add or amend the Question on the Form that the Entrant will use to place their Entry into a specific Category: this is usually a ‘Category Select Question’. Updating this Question is the first step as the new Category Names need to be mapped either to existing Categories, or new Categories need to be created. Therefore, Admins will need to:

1. Go to Award>Form Setup
2. Search for the existing Select Question that needs to be updated with the new Category Name;
3. Alternatively, create a new Select Question for the new Category

2. Checking the Dependencies

Once all the relevant Questions have been created, it is essential to verify that the appropriate Dependencies are applied in the Question List.

If the Category Select Question has been updated, ensure that ALL following Questions have been updated so they display based on the new Category name. Alternatively, if you’ve created a new Select Question, please ensure to link it to the relevant questions in the Form.

Further details on Dependencies can be found here.

3. Creating the new Category on the Category Page or Editing an Existing Category

Once the relevant Select Questions have been either updated or created on the Question List, the next step is to create or update the Category List page. To edit an existing Category:

1. Go to Award>Overview>Categories
2. To edit an existing Category, click on Edit alongside it
3. Update the Name and Internal Name
4. On the Eligibility section, under Criteria, select the relevant Select Question from the drop-down menu in the first column
5. Ensure that the Value is also correct
6. Ensure that the Nomination Data is still relevant
7. Click Save & Close

To add a new Category follow these steps. This guide explains in detail how Automatic Categories can be set up:

1. Go to Award>Overview>Categories
2. Click on Add
3. Enter a Name and Internal Name
4. On the Eligibility section, under Criteria, select the relevant Select Question from the drop-down menu in the first column
5. Enter the a Value
6. Select the Nomination Data
7. Click Save & Close

Once Admins have actioned all of these three steps, Users will be able to submit Entries into the new Category.

How to Remove a Category from a Copied Award

Similar to the steps required for adding a new Category to a Copied Award, the process of removing Categories adheres to the same principles. Removing an old Category involves:

1. Removing any references to the old Category from the Question List;
2. Verifying the removal of Dependencies;
3. Deleting the old Category from the Category List Page.

For example, if the Test ‘Equals’ is used on a Category and an entrant selects multiple categories they will actually be entered into NONE of them. This is because the Test ‘Equals’ means that they must only select that particular Category and nothing else in order to be placed in that Category. Failure to select just that Category will not only mean they are not placed in that Category, but also they will not be placed in any of the other Categories either.

To enable placement in multiple Categories, you must do the following:

1. Go to Award>Overview>Categories and click to … to Edit each of the required Categories.
2. Scroll down to the Criteria section.
3. In the Question drop-down, select the relevant Category Select question (or however you have named it).
4. In the Test drop-down, select ‘Contains Any Of‘.
5. In the Value column, type the name of the particular Category you are editing here.
6. Save and Close.

Repeat this for all of the Categories you want to allow to entry to alongside other Categories in the same submission.

The ‘Contains Any of‘ Test enables you to select that particular category without excluding the addition of other categories at the same time.

• Creating a tie-breaker or run-off category
• Creating a second (and beyond) round of judging
• Splitting a category with a higher than normal volume of entries into sub-categories, to spread viewing duties across different Viewers
• Creating a sub group of entries for a judge or viewer to review

Entrants cannot enter these categories themselves – they can only enter the categories that are specified on the entry form. The instant categories are created and allocated purely at the Admin’s discretion.

To distinguish between categories entrants can enter and instant categories, there are two category types. These are:

• Automatic: Categories that an entrant can on the entry form when the form is submitted
• Manual: Categories that Admins set up retrospectively, and manually assign entries. Even after they are created, it is not possible for entrants to automatically submit entries to them. These categories are excluded from all payment structures and are not chargeable.

How to Create Manual Categories

If you wish to create manual categories, please follow these steps:

1. Log into the Admin Interface
2. Go to Award>View Entries
3. From the Action drop-down menu to the left, select Category Assign
4. Check each entry that you want to place in your new Category by selecting the relevant checkboxes
5. Click on the OK button in the column header
6. A pop-up box will appear. It will give you two options:
   
   a) To assign the entries to an existing Manual Category – by selecting the appropriate category from the dropdown menu
   b) To Create a New Category – by typing the Name of your new Category in the field provided
   
   
7. Type I AM SURE
8. Click Continue
9. Your selected entries will now be added to your new Category. This will be shown in the Category column on your Entry List.

Note – Your entries will still remain in their original Category – this process is to allow for scenarios such as the manual category only being created to spread Viewing duties or Tie-Breakers, while all entries still remain qualified for the original Category.

How to Add Entries to a Manual Category Via the Category Admin Page

Admins can also easily add entries to a Manual Category via the Category interface. This saves admins from having to search for entries and can easily add them using a pick list function.

1. Log into the Admin Interface
2. Go to Award>Overview>Categories
3. Locate the relevant category and click Edit
4. Make sure the category is Manual and not Automatic
5. In the Eligibility section find Entries
6. Use the Pick List to select or deselect entries
7. Click Save when done.

How to Set Up a Manual Category on the Viewing Portal

Having created the Category and assigned its entries, you now need to set up its rules so that it can be Viewed accordingly by your judges. If needed, you can also hide your original Category from the Viewing Interface and let Viewers see only the Manual Category you have created. In any scenario, it’s always beneficial to set a unique internal name for all your Categories, as this will help you to distinguish between them.

1. Log into the Admin Interface
2. Go to Award>Overview>Categories. Your Categories List will open
3. Find the new Manual Category on the list
4. Click Edit
5. If necessary, set an internal name to distinguish this category from the original one
6. Scroll down to the Viewing Portal, Voting and Scoring with Viewing sections
7. Set your Viewing rules as required
8. Click Save and Close

If you wish to hide your original Category from the Viewing Interface and let Viewers see only the Manual Category you created, please do the following:

1. From the Category List, find the Automatic Category you need to hide
2. Click Form Setup>Viewers
3. Scroll down to the Viewing Portal section
4. Set No to the question Show on Viewing Portal
5. Click Save and Close

Note – As a final step, you will need to assign categories to viewers.

How to Remove an Entry from a Manual Category

If for any reasons, you need to remove an entry from a manual category, you can easily do it from the Entry List.

1. Go to Award>View Entries. Your Entry List will open
2. Look for the relevant entry. Click on Actions>Edit Form
3. At the top of the page you will find the Categories where that entry has been placed
4. Click on the Remove button
5. Your Entry will automatically be removed

Using this function admins can quickly review the category eligibility for ALL entries, regardless of submission status, without generating emails to entrants or having to manually resubmit the entries. The function will match the data provided for all entries and match it against the current category eligibility setup and will flag any entries that as a result of this process will be placed into new categories or removed from categories. This will help admins to ensure all data is correct before opening the Viewing Interface to Judges.

How to Run the Update Existing Entries Function

The function is quick and easy to run at anytime. To action this follow these instructions:

1. Log into the Admin Interface
2. Go to Award>Overview>Categories
3. Select the Award that you wish to update from the Award list
4. Click on the button titled Update Existing Entries
5. On the next page, choose if you wish to update any combination of unsubmitted, submitted and approved entries
6. Click on Dry-run – this will run the rules but none of the entries will be updated
7. On the next page two lists are displayed:
   1. The entries that will be updated – at this stage you can review these entries if required
   2. The entries that will not be updated
8. To update the entries type I AM SURE in the textbox and click Update Entries
9. The entries specified will be updated and placed into new categories

Note – this process can not be reversed unless you amend the individual entry data and run the process again. Make sure you are confident that the entries you update are required before completing the process.

For an entry to be submitted into a Category on the Entry Form, you need to set specific rules which can place the entries into that Category.
Each Automatic Category requires admins to set a MINIMUM OF ONE rule for it to work. There are no maximum number of rules that can be set to place an entry into a category. Each rule works as an AND so all criteria must be met in order for the entry to be placed into the category.
There are two sections of eligibility rules you need to set up:

• Eligibility Criteria rules
• Nomination Data rules

How to Set Up Eligibility Criteria Rules

Here is the standard workflow for creating Eligibility Criteria rules for Automatic Categories.

1. Go to Award>Overview>Categories
2. The Category List will open
3. Find the Category whose rules you want to set and click on the Edit link to the right hand side
4. The Category set up page opens. Scroll down to the Eligibility section:

5. In the Criteria section, we create the rule/s for placement in this Category. There are three stages to setting the entry criteria:

Question – this is the question that the rule is based upon, which is represented as a dropdown of all the Questions on the form
Test – this is the test that we apply to the question to ensure the answer meets the required parameters
Value – this is the value that the entrant needs to supply as an answer to the question in order for the entry to be placed into the category

The most common rule you will want to create will be the Category Select question, where the entrant selects a category from a list, normally a dropdown or checkboxes. So, using the fields above, to create this rule you would select the fields below:

Question: Category Select         Test: Equals        Value: <This Category Name>

This will then determine that all entries that selected (‘equals’) the name of this particular Category on that question will qualify for placement in this Category.

6. After creating each rule, click Save. This will then enable you to create further rules if required. If you create more rules, then an entry must fulfil ALL of these rules to qualify for this Category.

An example of a further Category rule you might add – to not only this, but ALL Categories – may be the acceptance of your Terms and Conditions. For example, this might look as follows:

Question: Terms and Conditions Acceptance Test: Equals Value: Yes

How to Set Up the Nomination Data

The Nomination data will be automatically populated – this is taken from the Main Question you set in the Question List. In most of the cases, this is the title of the Entry, which should always be one and unique for each Entry, and is usually a value valid for ALL Categories.

However, if you allow entrants to enter multiple categories on the same entry there may still be occasions where you have a particular category that you want to remain exclusive – and by entering that category, the entrant is automatically prevented from entering any of the others.

This is how you would arrange that:

1. As normal, when creating a question – go to Award>Overview>Form setup
2. Click Add to create the question.
3. Set the question Type to Select.
4. Set the Min and Max Selected as you require, to enable the entrant to make multiple Category selections.
5. Type out the Options you require.
6. Add an underscore “_” at the beginning of the option you want to be exclusive.
7. Save and Close.

If an entrant selects the option you have preceded with an “_” now, all of the other options in this question will be greyed-out and will not be selectable. If they de-select that option, the others will become selectable once more.

To access this feature:

1. Go to Award>Overview>Categories to display the Category List
2. At the top left of the Category List, select Actions

3. A dropdown menu with three options become available:

• Delete
• Convert to Manuel Category
• Copy

How to Mass Delete Categories

Admin users can mass delete a selection of categories. For example, if new categories that have been added to are proving not to be very popular, an admin user can take the decision to remove them.

1. Go to the … dropdown in the top left of the Category table
2. Select Delete
3. Either select:
   1. All located under the menu and a X will appear in the check boxes that appear to the left of the categories
   2. Select individual categories to delete by clicking on the check boxes to the left of the required categories
4. When you have selected all the required categories click on the OK button in the top left of the table

5. A light box will appear with the selected categories listed. Check these are correct and type I AM SURE in the text field and click Continue. The selected categories will be deleted.

How to Mass Convert to Manual Categories

Admin users can mass convert Automatic Categories to an Manual. For example, when creating second round judging.

1. Go to the … dropdown in the top left of the Category table
2. Select Convert to Manual
3. Either select:
   1. All located under the menu and a X will appear in the check boxes that appear to the left of the categories
   2. Select individual categories to convert by clicking on the check boxes to the left of the required categories
4. When you have selected all the required categories click on the OK button in the top left of the table
5. When Categories to be converted to Manual Category are finalised, at the bottom of the list select Update Existing entries
6. A light box will appear with the selected categories listed. Check these are correct and type I AM SURE in the text field and click Continue. The selected categories will be converted.

How to Mass Copy Categories

Nucleus has the functionality to mass a copy existing Categories. Copying a category will duplicate all settings meaning that you do not need to setup the judging and scoring options again for future judging rounds.

When a category is copied note:

• Copies are labelled as “Copy Of as internal name”
• Data that will be copied to the new category includes:
  • Name and Internal Name
  • Assignment
  • Type
  • When entrants can see the category
  • Category specific questions
  • Criteria
  • Nomination data
  • Viewing Portal information
  • Scoring with Viewing
  • All pricing

1. Go to the Actions dropdown in the top left of the Category table
2. Select Copy
3. Either select:
   1. All located under the menu and a X will appear in the check boxes that appear to the left of the categories
   2. Select individual categories to copy by clicking on the check boxes to the left of the required categories
4. When you have selected all the required categories click on the OK button in the top left of the table
5. When Categories to copy are finalised, at the bottom of the list select Update Existing entries
6. A light box will appear with the selected categories listed. Check these are correct and type I AM SURE in the text field and click Continue. The selected categories will be copied.

For example, some awards have found this useful in order to charge a lower fee for entries into Student categories. With Nucleus, you can set this at the Category level, and you can apply it to as many Categories as you want.

How to Apply a Different Price for Individual Categories

Please follow this steps to apply a unique price to one or more Categories of your Award.

1. Log into the Admin Interface
2. Go to Award>Overview>Categories
3. From the Categories List, click … to Edit alongside the Category you want to amend
4. The Edit Existing Category page opens
5. Scroll down to the Pricing section
6. In the Price Override field, type the entry fee you want to apply to this Category. You can set this value to be either negative or positive
7. In the Price Override Description field, give the override a title to identify it by for further reference. This is important, as the override will not apply without a Description here. Please note that if there is an override description but no price then the price override will be treated as £0.00 (i.e. entries in this category will be free)
8. Click Save and Close
9. The price override will now apply, and it will show up on the relevant Price Override column in your Category List
10. If you wish to apply this to other Categories, please repeat steps 3 – 8

Important note

• If you want to apply a Category price override WITHOUT charging any other price structures, you will need to set up the pricing on a per Category basis, which is under the Pricing section on the Awards Setting page
• If you want to apply a Category price override IN ADDITION to existing price structures, you will need to set up the pricing on a per Entry or per Batch basis, which are both under the Pricing section on the Awards Setting page

Please review this guide to see which pricing structures you can set up with Nucleus system.