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Actions to Take When Copying an Award

When Admin Users first create an entry form a lot of work goes into getting the award ready. For consecutive years there is functionality in Nucleus allowing admins to create a Copy of a previous project and amend any settings accordingly. This function will clone all the existing elements from your previous Award, but you will need to update and check a few sections to make sure your next Award will work properly. If you are planning on making major changes to the award and entry form it might be better to start afresh but if not following these steps will save a lot of time.

Here is a list of the amendments that need to be reviewed when copying an Award:

  • Awards Setting Page
  • Categories
  • Question List
  • Email Templates
  • Viewing
  • Admin Users

There are also other steps that can be actioned later in the process. These are not essentials for the functioning of the Award, but they will help you to keep your copied Award organised and tidy:

  • Design
  • CMS
  • Reports
  • Tidy Up
  • Testing

How to Copy an Award

  1. Log in to the Admin Interface
  2. Go to Actions > Awards
  3. The Award List will open. Find the award you wish to copy
  4. From the dropdown menu in the right column, click on Actions > Copy
  5. The Copy of your Award is now created, and the Awards Setting Page will automatically open

What to Update in the New Award

AWARDS SETTING PAGE

This section is the most important area you need to update whenever you’re cloning an Award. It contains fundamental information such as: the Award’s name, dates, core instructions and pricing.

  1. Once the Awards Setting Page is open, you will have to amend and check the following sections:
  • Award names – Update both the Internal name and Display name. Please note that they must be unique and different from the original Award
  • Award dates – Make sure all the dates are updated accordingly to your next edition:
    • Opening Date
    • Creation Date
    • Submission Date
    • Payment Date
    • Delete Personal Data – this the the date where any fields marked as personal data will be deleted
  • Email – Update From email address and From email name as required
  • Messaging – Scroll down to the Messages section. Check that both the information and the dates are displaying correctly particularly under these fields:
    • Entry not yet open message
    • Entry open message
    • Entry closed message
    • Entry Form Top Content
    • Entry submission message
  • Payment (if required) – Scroll through the Pricing section and make any necessary adjustments on:
    • Invoice number prefix
    • Payment structure and cost of entries
    • Automatic Discounts
    • Logo Override
    • Bank Details
    • Invoice/Receipt/Credit Note messaging

2. Click Save & Close

QUESTION LIST

Checking and updating your Question List is crucial to ensure your copied Award will work correctly.

  1. Go to Actions > Question List
  2. Select the Award you wish to amend from the dropdown menu on the right. The Question List will appear
  3. Check that all copy on the form is still relevant
  4. Ensure that any Date questions or Prices are updated as required
  5. Update the Category Select question if you need to introduce or remove any Categories, remember to update the Category Eligibility otherwise users will not be able to submit
  6. Check and update all category descriptions printed on the entry form
  7. If you update any questions, make sure that the Dependencies still work properly, remember to update Date Dependencies
  8. For any amendments, review and check the Questions you want to display on the Viewing Portal. If you wish them to appear, please add the Title for Viewing Portal

CATEGORIES

If you do not wish to make any changes on your categories, you can skip this cross checks. Otherwise, please follow these instructions:

  1. Go to Actions > Categories
  2. Select the Award you wish to amend from the dropdown menu on the right. Your Categories will appear
  3. Create new Categories or update existing categories paying particular attention to the category eligibility
  4. Update scoring if the rules have changed
  5. Update Category descriptions
  6. Delete old Categories

Important Note – Please note that if you add any new Categories or remove them, you also need to update the relevant “Select” Question from the Question List. This is usually the Question where Entrants choose which Categories they want to submit their Entry into. The quickest way to find it would be:

  1. Go to Actions>Question List
  2. From the “Type” drop-down column, filter “Select”
  3. Identify the relevant Question and edit it as required

EMAIL TEMPLATES

It is important to keep the email templates updated as this is how you communicate with entrants. You can use this guide to see how to manage your email templates.

  1. Go to Actions > MISC
  2. On the Email Management section, select Email Templates
  3. Create any award specific templates as required and add messaging. Please pay particular attention to these templates:
    • entry/approve
    • entry/submit
    • viewer/welcome
    • all the batch/ templates as these are the financial emails
  4. Update any messaging, especially dates and images on the exiting Default emails
  5. Set up any Awards Specific emails as required
  6. Update or add any recurring emails that should be sent to entrants
  7. Update any addresses that should be BCC in the emails

VIEWING

Another important section to look at is the Viewing Interface. Please make sure that the list of Viewers is updated and the Viewing Portal displays all the assets you want to show to Viewers/Judges.

  1. Go to Actions > Viewers
  2. Create new viewers. You have two options:
  • Create them singularly, by clicking the Add button on the top right
  • Bulk create viewers. This option is useful if you wish to set up a jury for one category.
    1. Click on the Bulk Create button on the top right
    2. Under Batch choose “Other” to create a new one
    3. Type in a Batch Name
    4. Select the Award you wish to create your Batch for
    5. Select the Category you wish to create your Batch for
    6. On the Viewer Data text area enter First Name, Last Name and Email all separated by a comma. Go on a new line each time you add a new viewer
    7. To save, click on Create Viewers

3. Delete last years’ viewers. You have two options:

  • Delete them singularly by choosing the name, and clicking on Actions > Delete
  • If you created bulk viewers, you can also bulk delete batches simply by clicking on the Bulk Delete button on the top right. You then need to select the batch from the dropdown menu and delete it

4. If the form has been updated, check the relevant Questions are showing on the Viewing Interface

ADMIN USERS

Admin management is key to run your Awards smoothly. Please ensure that all the relevant Admin Users can access your copied Award, and update any staff changes.

  1. Go to Actions > Admin Users
  2. Choose the Admin User you want to issue the copied Award to
  3. Click on Edit
  4. Scroll down and select the relevant checkbox
  5. Click on Save & Close
  6. Action this for all the relevant Admin Users
  7. Make any necessary adjustments adding new Admin Users or removing old ones

DESIGN

Please ensure that the Design applied to your instance is updated and both the Award’s colours and logo are displayed correctly.

  1. Go to Actions > MISC
  2. Click on Design Controls under the System Administration section
  3. Update both the colours and the logo as required

CMS

When setting up an Award, Admin User should take some time navigating through the Entrant Interface and Viewer Interface to check the wording suits your audience needs, and update as required. In this occasion, you should pay particular attention to dates cited on any descriptions.

  1. Go to Actions > MISC
  2. On the System Administration section choose CMS
  3. Update any CMS as required

REPORTS

If you wish to use the Reports functionality for your copied Award, make sure this section is updated.

  1. Go to Actions > MISC
  2. Click on Custom Report under the Reports section
  3. Create any new Custom Report as required
  4. Delete old Custom Reports you no longer need

TIDY UP

Keeping the Entrants’ dashboard tidy will help you to manage your Awards smoothly. Please make sure to remove from your settings any Awards you no longer require. You have both the options to hide or delete them. Note that, once deleted, you will no longer be able to restore them.

How to hide (or deactivate) an Award:

  1. Go to Actions >Awards
  2. The Award List will open. Find the award you wish to hide
  3. Click on Actions>Edit. The Awards Setting page will open
  4. Under the Edit Existing Award section, go to Active and set “No”
  5. Click Save & Close. Your Award is now deactivated
  6. On the Award List page you can now filter your active and inactive Awards. Please click on the “Show” dropdown menu on the top right to see these options:
  • Show: Both
  • Show: Only Active
  • Show: Only Inactive

7. Once your Award is no longer active, it will disappear from the Entrants’ Dashboard on the front end site.

How to delete (permanently) an Award:

  1. Go to Actions >Awards
  2. The Award List will open. Find the award you wish to delete
  3. Select Actions > Delete

TESTING

It is important that Admin Users take time to thoroughly test Awards before opening for entry. Below are some final steps you can action to check that every single aspect of your copied Award is working properly.

  1. Submit an entry into each category
  2. Check the payment structures are applied as expected
  3. Check payment can be processed