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How to Change the Owner of an Entry

An entry will be automatically assigned to the entrant who creates the entry. There are many different scenarios when entrants or admins will need to change the ownership of an Entry. The most common time to move an Entry to a new Owner is if a larger Organisation, such as a Broadcaster, offers to pay for the Entry for an independent crafts person. For example, this can happen when a Production company offers to pay for an Entry that an Individual Costume Designer has previously submitted. In this guide we explore the different mechanisms which can be used by admins and entrants to change the ownership of an entry. There is also functionality which enables the automated changing of an owner when copying of an entry on submission.

Note – Only admins can move an entry between organisation accounts. Admin entrant users can issue the entry to another entrant within their organisation.

How Admins can Change the Organisation Owner of an Entry

This process can only be actioned by admin users and is designed to move the entry to a new account. If the entry has already been marked as paid then it can not be paid for again. To move the entry to a new account:

  1. Log into the Admin Interface
  2. Go to Actions>Entries
  3. Make sure to select the relevant Award from the dropdown menu on the top right corner
  4. Select the relevant Entry (you can filter it using different criteria such as Entry ID, Entry Title, Organisation etc)
  5. Click on Actions>Edit Form
  6. Scroll down to “Created By”, which is the last section of the page
  7. Choose the relevant Organisation from the dropdown menu
  8. A pop-up window will display. Admins have the ability to:
    • Send an email to the new owner type in the box below by clicking on Send Email;
    • Issue the Entry and not send an email by clicking on Don’t Send;
  9. Alternatively, choose the relevant Owner from the dropdown menu
  10. A pop-up window will display. Admins have the ability to:
    • Send an email to the new owner type in the box below by clicking on Send Email;
    • Issue the Entry and not send an email by clicking on Don’t Send;
  11. Click Save & Close

How Admins can Change the Organisation Owner of Multiple Entries

This feature uses the mass functions on the entry table to move multiple entries to a new user within the existing account or to a new organisation. Note that in each action the entries will be moved to one user specified by admins.

  1. Log into the Admin Interface
  2. Go to Actions>Entries
  3. Make sure to select the relevant Award from the dropdown menu on the top right corner
  4. In the mass actions menu in the top left of the table select Change entrant owner
  5. Select the checkboxes to the left for each entry that you wish to update
  6. Click on OK, below the mass actions dropdown
  7. Type the name of the new entrant owner. Once you begin typing a list will appear.
  8. Select the new entrant owner
  9. Type I AM SURE in the relevant field
  10. Click on Continue
  11. The entries will be issued to the new owner and the previous owner will no longer have access.
  12. Select the relevant Entry (you can filter it using different criteria such as Entry ID, Entry Title, Organisation etc)

How Entrants can Issue an Entry to another User in Their Organisation

There is UI on the entry form that allows Admin Entrants to issue the entry to another user in their organisation. Please note this guide is only intended for Admin users and you must product your own guide for entrant users.

If the entrant is an Admin Entrant user then they will see a dropdown at the top of the form called Entry owner. Clicking on this dropdown will display the list of users that have been created in the Manage Users section of the Entrant Interface. Selecting a different entrant to the current entry owner will bring up a modal where there are three actions:

  • Cancel action
  • Issue to the new entrant owner and send an email
  • Issue to the new entrant owner without sending an email

There is also an option to include a personal message within the email. This UI is important for admins as the email template needs to be set up and managed.

Admin Users Actions

If you have not managed email templates previously then please read the email template guide before proceeding.

If the entrant decides to trigger an email to the new owner then the template entry/entrantownerchange template will sent to the new Owner.

Make sure that you have enabled and personalised the email before you open for entry.

To include the message in the body of the email, Admins need to add the @@entrantownerchangemessage@@ special value at a relevant point in the copy. The special value works the same as all others and if the entrant supplies copy for the message section it will replace the special value. If the field is empty then the value will appear empty.

Important Note – a Read-Only version of Media Items is also available to Users when an Entry Owner is changed to a new Organisation, so they will still be able to see Media Items.