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Copy or Move an Entry to a New Award Using Progression

Nucleus provides two mechanisms to copy Entries between projects:

  • The copy functionality, which creates a clone of an existing Entry and is described in the How to Copy and Entry guide. the copy functionality does now create automated copies on submission and Parent/Child relationships between copied entries.
  • The Progression functionality, which provides a more complex workflow and can be used to move an Entry or to create a parent/child relationship.

Although largely achieving the same end result, there are some core differences between copying Entries and progressing Entries. There is no correct method but this article will explain the Progression features. Admin Users can decide if Copy or Progression best suits their Awards management processes. Please ensure you read all guides and decide which mechanism works best for your workflows.

When is Progressing an Entry Advantageous to Copying an Entry?

The copy functionality simply creates a clone of an Entry in the same or a different Award/project in Nucleus.

The Progression functionality is used as part of a workflow and setup in the Award settings. Progression replaces the approval functionality and instead of an entry being approved, the entry is progressed to a new award.

Some use cases for this are, but not limited to:

  • Multistage Entry
  • Preapproving an Entry before payment is taken
  • Moving the Entry to a new User
  • Multistage Judging Rounds

Progression Functionality:

  • An email can be triggered to the current or new Entry Owner when the Entry is progressed
  • The Entry can be moved, resulting in it no longer existing in the current project
  • A parent/child relationship can be created allowing Admins to track the progress of an Entry

How to Create an Award to Progress Entries to

Before you set up a new Award to which you want to progress make sure that the initial Award Entry Form is fully complete. Entry data is only copied if the Award where the Entry is progressed to contains a Question Type which is identical to the original, and the Internal Question Names match. If there is a disparity between the two the question data will be lost in the process. Please bear in mind that is much easier to edit one form, than to copy it than to edit two forms at the same time.

  1. Go Actions>Awards
  2. Your Award List opens. Choose the relevant Award you want to copy
  3. Click on Actions>Copy
  4. A ‘Copy’ version will now appear in your Award List. In the Actions drop-down alongside this, click Edit. The main settings page for your new (‘Copy’) Award will open. Here you will update a few key settings as follows
  5. It is important to edit both the Internal and Display Names for your Award here – for yourself as the Administrator and also for your Viewers (Judges), respectively. We suggest you use something that will be especially understood by your Viewers eg. <Awards Name> Stage 2
  6. It is likely that you do not want Entrants to crate entries directly into this award so Answer NO to Active question. This will prevent the award appearing as on option to enter on the Create Entry Page. If you are happy for Entrants to create Entries leave this option set to YES. (IMPORTANT: On the Admin side, when you want to view your new Award in the Awards List, be sure to set Show to ‘Both’ in order to see this new, ‘Inactive’ Award from here onwards).
  7. Answer Yes to Show Entries on Entrant Dashboard question if you want Entrants to be able to view and edit the Entries and submit further information otherwise set this option to No and users will not be able see their entries have advanced.
  8. Set your Open, Create, Submit and Payment dates as required. How to set these will depend on if the new Award requires payment or entrants to submit their entries etc.
  9. Set up the options as required.
  10. Set up the viewing as required.
  11. Set up the payment as required.
  12. Save & Close.

How to Set Up Progression

  1. Go to Actions>Awards
  2. From the Award list select the Award that you are progressing the Entries from
  3. From your chosen Award, go to Actions>Edit
  4. Scroll down to the Options section
  5. Find Entries required Approval/Progression, at the drop down menu select Yes
  6. When Yes is selected, a Progress to menu appears, listing all available Awards. Select the name of the latter Award stage or round that the entries are to be progressed to
  7. Select Yes/No for Automatic Progression
  8. If required, choose the Progression State between Submitted and Unsubmitted
  9. Select the required Progression Mode:
    1. Move – moves the entry to the new award/project and the entry will no longer exist in the original award/project.
    2. Copy – parent-child – creates a copy and a parent/child relationship between the two entries. On the entry list you will find a link so that you can view the original entry that was copied.
    3. Copy – independent – creates a copy of the entry which contains no link to the original entry.
  10. Click Save & Close

How to Set Up the Progression Email Templates

If you wish to send a communication to the Entrant as part of the progression process, you will need to set this up in advance of progressing Entries across to your new ‘Award’.

  1. Go to Actions>Misc
  2. Select Email Templates from the Email Management section
  3. Find the entry/progress email and click edit
  4. Ensure Enabled is set to Yes
  5. Decide if you wish to include the Standard Header and Footer, to add the emails as New or On-hold and the Delivery Priority
  6. Add any emails you wish to BCC
  7. Add a Subject and Content Copy
  8. When you are ready click Save & Close

Note – If you do create an award specific template for progression then you will need to create the template for the Award where the entries are progressed To not From. For more information about creating email templates you can read the How to Mange Email Templates guide. Also note that you can create Award Specific templates, which are also detailed in the guide.

How to Manually Progress the Entries

You will noticed that on the Award which has had progression set up the Approval functionality has been replaced with Progress. To progress an Entry to the new award you simply need to find the Entry and Progress instead of Approve.

  1. Go to Actions>Entries
  2. Locate the entries which you wish to progress in the Entry Table
  3. There are two locations where you can progress and Entry:
    1. Entry form – from the entry Actions Menu select Edit. On the following page there will be a Progress button which has replaced the Approve
    2. Entry Actions Menu – Go to the Actions Menu for the entry and select Progress

Note – It is not currently possible to mass progress Entries to a new award – this needs to be actioned individually.

How to Automatically Progress the Entries

There are cases where Admins will want to automatically progress the Entries to the second stage Award without having to review them. When the initial Entry is submitted Nucleus will automatically progress the Entries.

  1. Log into the Admin Interface
  2. Go to Actions>Awards
  3. Click Edit on the Award that the Entries will be created in (First Stage Entry Form)
  4. Scroll down to the Options section and select Yes for Entries require approval/progression
  5. In the Progress to drop down that appears select the name of the Award that the Entries will be progressed (Second Stage Entry Form)
  6. Select Yes for Automatic Progression
  7. Choose the Progression State between Submitted and Unsubmitted
  8. Choose the Progression Mode
    1. Move – moves the entry to the new award/project and the entry will no longer exist in the original award/project.
    2. Copy – parent-child – creates a copy and a parent/child relationship between the two entries. On the entry list you will find a link so that you can view the original entry that was copied.
    3. Copy – independent – creates a copy of the entry which contains no link to the original entry.
  9. Click Save and Close

Additional Reading

Important Note – Please note that the Progression functionality will work only if the “Transfer Entries to a New User” Configuration Value is set to No.