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

How to Set Up Pricing for your Award

In order to set up pricing structures, it is necessary to prepare the award to accept Payments. In this section, you can see how to activate Payments for your Awards.

1. Log in to the Admin Interface
2. Click on Settings on the desired award
3. Scroll down and set up a Last Pay Date for your award
4. Next, scroll down further and expand the Pricing section
5. On the Requires payment field, select the desired type of payment among Online or Offline, Force Online or force Offline. This guide explains how to set this up.
6. On the Maximum online payment field, set 20000 (formatted in this way, without symbols, commas or decimals. This amount is in accordance with the current maximum payment limit threshold that can be processed with Worldpay)
7. Fill the remaining fields as needed.

Pricing Structure

Once the award is set up to receive payments, you can scroll down and click on the Pricing Structure link. The first step is to choose the desired type of pricing structure, you can choose from the following:

• Batch
• Entry
• Category
• Nominee
• Number Question Pricing

How to Set Up Price Per Batch

A flat fee is paid regardless of the amount of entries submitted.

1. Go to Pricing Structure > Add
2. Select Price Entity > Batch
3. Add a Price Structure > Default. If you want to apply a different Price Structure to your organisation can follow these instructions.
4. Add Start Date if applicable. The date will start at 00:00:00
5. Add End Date if applicable. The date will start at 23:59:59
6. Add a Invoice Description – This will be displayed on the Invoice as a line item
7. Add a Price – This can be positive (e.g. 10.00) or negative (e.g. -10.00)
8. Select VAT Exempt
   1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
   2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
9. Select Stop processing more rules –
   1. If No – all pricing rules created after will be taken into consideration when this price is applied
   2. If Yes – all pricing rules created after will not be applied.

Note – When you set prices using the same method (like per batch, per payment, or per category etc) this is called a rule.

How to Set Up Price Per Entry

A fee is calculated based upon the number of entries submitted at closedown. The entry fee can be set to either be flat fee per entry or to increase or decrease depending on the number of entries submitted.

1. Go to Pricing Structure > Add
2. Select Price Entity > Entry
3. Add a Price Structure > Default
4. Add Start Date
5. Add End Date
6. Choose Depends On Award Pricing Structure – here you can select one of the pricing rules you’ve already created. By doing this, you’re linking the new price to that existing rule. This creates a dependency, meaning the new price will only be applied if the selected rule is already in use. In simple terms, you’re telling the system: apply this new price, but only when that specific pricing rule is active.
7. Define Allowance Link To – Here you can link a pricing rule to another so that both share the same threshold. The threshold is set on the main rule, and any linked rule draws from that same allowance, rather than using its own. This creates a shared limit across multiple rules.
8. Add an Invoice description
9. Add a Threshold – this allows you to define a range or limit where a specific price applies per Entries. For example: If the threshold is 10, it means this price will only apply when the quantity is between 1 and 10.
10. Add a Price
11. Select VAT Exempt
    1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
    2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
12. Select Stop processing more rules
    1. If No – all pricing rules created after will be taken into consideration when this price is applied
    2. If Yes – all pricing rules created after will not be applied
13. Add any Criteria – this allows Admins to set specific conditions based on answers or selections from the form. For example, if you want to apply a certain price only when a user selects a specific option or gives a particular answer, you can do that by setting the appropriate rule here.

How to Set Up Price Per Category

A fee is calculated based upon the number of categories submitted at closedown. The entry fee can be set to either be flat fee per entry or to increase or decrease depending on the number of categories submitted.

1. Go to Pricing Structure > Add
2. Select Price Entity > Category
3. Add a Price Structure > Default or Broadcaster
4. Add Start Date if applicable
5. Add End Date
6. Choose Depends On Award Pricing Structure
7. Define Allowance Link To
8. Select the desired Category (or categories) to set up the price for
9. Add an Invoice description
10. Add a Threshold
11. Add a Price
12. Select VAT Exempt
    1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
    2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
13. Select Stop processing more rules
    1. If No – all pricing rules created after will be taken into consideration when this price is applied
    2. If Yes – all pricing rules created after will not be applied.

How to Set Up Price Per Nominee

This option lets you charge a fee based on the number of Nominees. In other words, the total price will increase depending on how many nominees are entered.
Nominees can be set up on the Category page, under Eligibility > Nomination Data section.
Whatever you define there can be treated as a nominee.

1. Go to Pricing Structure > Add
2. Select Price Entity > Nominee
3. Add a Price Structure > Default or Broadcaster
4. Add Start Date if applicable
5. Add End Date
6. Choose Depends On Award Pricing Structure
7. Define Allowance Link To
8. Select the desired Category (or categories) to set up the price for
9. Add an Invoice description
10. Add a Threshold
11. Add a Price
12. Select VAT Exempt
    1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
    2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
13. Select Stop processing more rules
    1. If No – all pricing rules created after will be taken into consideration when this price is applied
    2. If Yes – all pricing rules created after will not be applied.

How to Set Up Number Question Pricing

This option allows you to set prices based on individual Questions, as long as the Question includes a number. The price you set will be multiplied by the number the user enters in their response. This is especially useful in cases like selling tickets or any situation where the total cost depends on a quantity provided by the Entrant.

1. Go to Pricing Structure > Add
2. Select Price Entity > Number question Pricing
3. Add a Price Structure > Default or Broadcaster
4. Add Start Date if applicable
5. Add End Date
6. Choose Depends On Award Pricing Structure
7. Define Allowance Link To
8. Select the desired Question – here you can choose a select question you’ve previously created in the form where users pick from numbered options. The system will display all select questions – including both number-based and text-based ones – so it’s important that Admins choose the correct numerical select question to ensure pricing works properly.
9. Add Threshold Start – this is the minimum number where the price rule begins.
10. Add Threshold End – this is the maximum number where the price rule ends. For example, if you set a threshold start of 0 and a threshold end of 5, the price you define will only apply when the quantity is between 0 and 5.
11. Add an Invoice description
12. Add a Price
13. Select VAT Exempt
    1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
    2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
14. Select Stop processing more rules
    1. If No – all pricing rules created after will be taken into consideration when this price is applied
    2. If Yes – all pricing rules created after will not be applied.

Once Pricing Structures for your award are set up as needed, you can also run invoice simulation tests using the Test Scenarios functionality. Follow this guide to learn how to use it.