Once the Redacted PDFs have been generated it is possible to host these in the Viewing Interface so that Judges can have access to them. This functionality is only available at request. Please create a support ticket and request to display entry PDFs on the Viewing Interface.

How to Generate and Download Redacted PDFs

Entry PDFs are generated during the submission and approval processes. To generate a Redacted submission or approval PDF, the Redacted functionality must be activated before entries are submitted or approved. To generate Redacted PDFs for entries which have already been submitted/approved the entries will need to be unsubmitted/unapproved then resubmitted/reapproved.

1. Log into the Admin Interface
2. Go to Awards>Overview>Form Setup/Question List
3. Select the relevant award
4. Identify a question that contains data that needs to be redacted from the PDF and click Settings
5. Scroll to the Options section
6. Set Hide answer on Redacted PDFs?: to Yes
7. Click Save and Close
8. Repeat steps 3 – 6 to redact multiple data sets

Note – only one question needs to be set to Redacted for the Redacted PDF to generate

How to Access the PDF files

1. Log into the Admin Interface
2. Go to Awards>View Entries
3. Select the relevant award
4. Locate an entry that has been Submitted or Approved since the redaction was set up and hover over the entry Actions Menu
5. Click on either the Redacted PDF, Redacted Submission PDF or Redacted Approval PDF to view the Redacted PDF file
6. Save the PDF file if required

Note – entrants do not have access to the Redacted PDF files

How to Display the Redacted PDFs on the Viewing Interface

Once the Redacted PDFs have been generated admin users can choose to include them as part of the information provided to Judges. This is set on a per category basis. The PDF files will appear for all entries in the category in the last position of the data set presented to Judges.

1. Log into the Admin Interface
2. Go to Awards>Overview>Categories
3. Click Edit on the category where you wish to show the Redacted PDF
4. Scroll to the Viewing Portal section
5. Set Show entry form PDF to Yes
6. Click Save and Close
7. Repeat steps 3 – 6 for all categories where you wish to display the PDF files

The new PDFs not only make it easier to review and share entry data but also offer expanded accessibility. Entrants can now download their entry PDFs directly from their Dashboard, and these documents can also be automatically included as attachments in both Entry/Submit and Entry/Approve email templates.

How to Enable PDFs

Before using the improved PDF export feature, please ensure it is enabled. Follow these steps:

1. Log into the Admin Interface
2. Navigate to Control Centre
3. In the System Administration section, select General Settings
4. Search for Use Browser Default PDF
5. Click Edit, set the value to No, and click Save

How to Configure PDF Attachments in Emails

PDFs are automatically integrated into the Entry/Submit and Entry/Approve email templates, so Admins don’t need to manually attach them. However, you can customise whether PDFs are included in both email templates, only one, or not at all. Regardless of this setting, Entrants will still have the option to download PDFs from their profiles.

To update the email attachment settings:

1. Log into the Admin Interface
2. Navigate to Control centre
3. In the System Administration section, select General Settings
4. Search for Generate entry submission and approval PDF
5. Click Edit and set the value to one of the following options:
   • No (PDFs will not be attached to any emails)
   • submission (PDFs will be attached to the Entry/Submit email template only)
   • approval (PDFs will be attached to the Entry/Approve email template only)
   • both (PDFs will be attached to both email templates)
6. Click Save to apply the changes

How Admins can export a PDF for an Entry

1. Log into the Admin Interface
2. Go to Awards & Projects > Specific Award > View Entries
3. Search for the relevant entry and click on Submission PDF or Approval PDF

How Entrants Can Access PDFs

Entrants can generate a PDF of their form at any stage of the submission process, whether the Entry is in draft or has been submitted. They have two options to do this:

From the Dashboard

1. Log into the Dashboard
2. Navigate to the Submitted or Unsubmitted section
3. Locate the desired entry, click on the … icon on the right hand side, and click the Create PDF of Form button available for both Submitted and Unsubmitted Entries

From the Entry Form

1. Open the Entry Form
2. Click the Create PDF of Form button to generate the document

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.