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How to Copy Entries Using Automated and Manual Processes

It is possible to copy an Entry to a new Award or the same Award. Typical scenarios when this may be suitable include if you wish to move an Entry to a later stage of the same Award, or if you have determined that an Entry from a previous year is suitable for inclusion into the current year (at no additional cost). You can make:

  • Individual Entry Copies
  • Bulk Entry Copies
  • Automatically Copied Entries

Please note that there is Progression functionality which is similar to the copying process. Please do read the guide and decide which function best suits your workflows.

How to Copy Individual Entries

The Individual Copy Entry functionality is under the Actions menu alongside each entry on the Entry List.

  1. Log into the Admin Interface
  2. Go to Actions>Entries
  3. Find the Entry you wish to copy
  4. Click on Actions>Copy entry
  5. Choose the Award you would like to copy this Entry to
  6. Click Ok. The Entry will now be copied in the new Award in an Unsubmitted Status

Important Note – Admins should ensure that the Award to be copied into has the same questions as in the current Award, otherwise the data will not match. In order for the data to copy across, both the Question Type and the Internal Question Name must match in both Awards.

How to Bulk Copy Entries

In some cases, you may want to copy more than one Entry at a time to a new Award or stage in which case you can use the bulk update functionality. If you are unable to find this, please make sure that you have switched the Allow mass actions for entries option to Yes in the Award Settings.

To copy multiple Entries:

  1. Go to Actions>Entries in your first Award
  2. Click on the Bulk Action button in the top left corner on the Entry Table
  3. Click on Actions>Copy
  4. Tick the Checkboxes alongside the Entries you wish to copy over
  5. Choose the Award to copy to
  6. Choose the Status for the copied Entries:
  • Select Unsubmitted if you need the Entrants to supply more information
  • Select Submitted if you don’t need them to supply more info, but do still want to pre-screen the Entries before sharing them with your Viewers
  • Select Approved if you want the Entries to advance as they are and are Viewer-ready
  1. Enter ‘I AM SURE’
  2. Click on Continue. Entries are now copied to the second Award

Note – when an Entry is copied, Nucleus will run the Update Existing Entries check for all copied Entries. This function matches the Entry Data to the Category Eligibility rules set for the new Award and will automatically place the Entry into any relevant Categories and remove any redundant Categories

How to Automate the Copy of Entries Upon Submission

Nucleus has functionality which is set up on the Awards settings page that allows Admins to specify if an Entry is automatically copied upon Submission. The copied Entry can be actioned in the current Award or a new destination Award can be selected which is similar, but different to the Progression functionality. Using this feature, the Entry in the original Award can still be approved and managed separately. Progression is designed to move an Entry through several Award stages, although creating children and copied Entries is still permissible. However, copying the Entry allows Admins to have two distinct entities, which can be linked, allowing them to follow two distinct workflows. To enable automatic copying action the following:

  1. Log into the Admin Interface
  2. Go to Actions>Awards
  3. Set Entries require approval/progression to Yes
  4. Set Copy on submission to Yes
  5. Select the destination award from the ‘Copy to award‘ dropdown
  6. Select the Copy State
  7. Click Save

This will result in the Entry being copied as part of the Entry Submission process. This automation can be combined with other processes such as automatically issuing the Entry to a new Owner as part of the copying process.