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Different Methods to Approve/Unapprove Entries

Once entrants have started submitting Entries the role of the admin user is to approve the entries (depending on your workflow). Essentially approving an entry publishes the data on the Viewing Interface and admins have a variety of options available for approving them. Approval can happen concurrently while the entry window is open, or after the Submission deadline has passed.

Upon Approval, an approval email will be triggered and sent to the entrant and contains a PDF of the entry information as approved. However, if you prefer for the entrant to not receive this approval email, you can disable this at any stage. Please review this article to manage this.

Nucleus has also the ability to generate Certificates for entries upon approval. This feature makes the recognition of certified achievement an automated process to enhance user experience while maintaining an efficient workflow. This guide explains in detail how this process works.

In the following sections, you will find a list of all the methods you can use to approve entries. In Nucleus, there are options to approve/unapprove entries individually or in batches, depending on what works best for your workflow. These are described below.

How to Set Up Approval Instruction Messages for Admins Only

Before reviewing all the methods, one thing worth mentioning is that in Nucleus you can set up internal messages for Admins that will be checking/approving entries. This message will be displayed at the top/beginning of the Entry Summary page and can be used to show instructions for Admins on how to approve entries. Indeed, you will only be able to see it with UNSUBMITTED or SUBMITTED entries (not approved). This message is on a per instance basis only and can be switched on from the CMS.

  1. Log into the Admin Interface
  2. Go to Actions>Misc
  3. Choose CMS
  4. Search for “Entry editing header text (on screen)” from the Label column
  5. Click Edit and amend the text. Note that if you leave this field blank no messages will be displayed
  6. Click Save & Close
  7. To see your message, go to Actions>Entries and choose one of your unsubmitted/submitted entries

Note – If you use dividers, this message will be displayed at the top of the Entry Summary page. Whereas if you use paginated dividers, it will be shown under the “Introduction” field.

Method 1: Approving Individual Entries from the Entry Edit Page

This method is particularly useful if you need to check all of information in the submitted Entries, and you want to raise and flag issues internally with your team before the approval. Please review this article to see how the granular checks you do can be colour-coded and therefore easier to manage. Admin-only and Entrant-only fields are both displayed in Grey so that you can identify them easily.

  1. Log into the Admin Interface
  2. Go to Actions>Entries
  3. Make sure you’ve selected the right Award from the drop-down menu at the top right corner of the page
  4. Choose the entry you wish to approve and click on Actions>Edit form
  5. The Entry Summary will open. Check your entry thoroughly
  6. Once you’ve checked your entry, click on the Approve button at the top of the page
  7. Your entry will be marked as Approved in the Status column of your Entry List
  8. To unapprove an entry, repeat the same process but choose the Unapprove option

Method 2: Approving Individual Entries from the Entry List

There might be occasions where your entries have already been checked, or don’t need to be investigated in detail before being approved. This method will let you approve individual entries directly from the Entry List page.

  1. Log into the Admin Interface
  2. Go to Actions>Entries
  3. Make sure you’ve selected the right Award from the drop-down menu at the top right corner of the page
  4. Choose the entry you wish to approve and click on Actions>Approve
  5. Your entry will be marked as Approved in the Status column of your Entry List
  6. To unapprove an entry, repeat the same process but choose the Unapprove option

Method 3: Batch Approve Multiple Entries

When you have multiple entries, batch approving them is the quickest way to action this. You will just need to make sure that you have previously turned on the mass action functionality for your award.

  1. Log into the Admin Interface
  2. Go to Actions>Awards
  3. Select the relevant award
  4. Choose Actions>Edit
  5. Scroll down to the Options section
  6. To the Allow mass actions for entries choose Yes
  7. Click Save & Close
  8. Go to Actions>Entries
  9. Make sure you’ve selected the right Award from the drop-down menu at the top right corner of the page
  10. From the Action drop-down menu in the first column, select Approve
  11. A list of checkboxes will appear alongside your entries. Check all the ones you want to approve
  12. Click the OK button under the Action drop-down menu
  13. A pop-up window will appear displaying your entry list summary
  14. Once you’re ready, type “I AM SURE” in the “Are you sure you want to continue?” box
  15. Click Continue
  16. While your entries are being approved, under the Entry ID column you will see a “Status change pending” message. This is because the approval process can take some minutes, depending on the number of entries you’ve selected
  17. Your entries will then be marked as Approved in the Status column of your Entry List
  18. To unapprove entires, repeat the same process but choose the Unapprove option

Method 4: Bulk Entry Status Change with Entry IDs

If you have a list of Entry IDs you wish to approve/unapprove, you can also follow this method. This guide explains in detail how this process works.