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How to Contact an Entrant About Their Entry

Nucleus has a huge range of email functionality which enables admins to contact entrants in bulk or based on specific criteria, however, these functions are heavy-handed when an admin user wants to contact just one entrant about their entry. During the entry process there are many reasons admins will want to contact the entrant of the entry they are reviewing and, on occasions, admins need the entrant to supply new information or update their entry. Nucleus has two functions which allow admins to easily reach out to entrants and include entry metadata without the need to exit Nucleus and use an email programme.

  • Email an individual entrant – edit a generic prepopulated email which is send to the entrant from the email address set for the awards
  • Unsubmit entry – sends a prepopulated email, where admins can provide a reason, from the email address set for the award. In addition, the entry will be moved to an unsubmitted state so that the entrant can edit and resubmit. The reason is displayed on the entry form to the entrant and saved in the admin notes field. The entry is highlighted on the entrant dashboard. Entrants will need to confirm they have actioned the comments via a checkbox before they can resubmit their entry.

Note – All correspondence sent via these features is saved in the entry admin notes.

How to Email an Individual Entrant

Before you contact an entrant we recommend that you review the entryIssue/GLOBAL email template, which will be sent as part of this process. For more information about managing email templates read this guide.

  1. Log into the Admin Interface
  2. Go to Actions>Entries
  3. Filter for the relevant entry
  4. Go to the Actions menu for the entry and select Email Entrant
  5. On the next screen the To field will be populated with the entrants email. Add more emails by separating with a comma
  6. If the entrant has provided an alternative email address it will be included in the CC field. Additional emails can be added comma separated if required
  7. Add emails to the BCC if required
  8. Edit the Subject as required
  9. Edit the Content as required
  10. Click Send when ready

Note – the emails will not appear in the Email Log/Queue List.

How to Unsubmit an Entry

Before you unsubmit an entry we recommend that you review the entry/unsubmit email template, which will be sent as part of this process. For more information about managing email templates read this guide. Also note that this action will change the status of the entry and allow the entrant to change the entry data. The entry will need to be resubmitted when updated and entrants will need to confirm this by checking a confirm box below the instructions at the top of their entry form.

  1. Log into the Admin Interface
  2. Go to Actions>Entries
  3. Filter for the relevant entry
  4. Go to the Actions menu for the entry and select Unsubmit
  5. In the lightbox type an Unsubmit Reason to inform the entrant why you are unsubmitting the entry. This should just be a sentence which is slotted into the email. The sentence will also appear on the entry form
  6. Click Reject Entry and the email will be sent