Skip to content Skip to main navigation Skip to footer

How to set up Viewers (Judges) for your Award

This guide will describe how to set up accounts for Viewers (ie. Judges) to review the entries in the Viewing Interface. To create and issue rights to a group of Viewers/Judges the most efficient method is to use the Bulk Create functionality. Please note that if you want to assign a group of Viewers to Categories after the batches have already been created – mid-Viewing process – this can be done via Bulk Assign functionality, which is explained in this guide.

How to Set Up the viewer/welcome Email Template

If you wish to inform Viewers of the creation of their account you need to set up the viewer/welcome email template before bulk creating Viewers. In order to be sent, the template should contain special values. Please follow these steps to learn how to do it:

  1. Log into the Admin Interface
  2. From the Email Management section, choose Email Templates
  3. To see how to manage email templates in detail, please review this article
  4. Choose the viewer/welcome template
  5. In your email body, please make sure to include these values:
  • *add your instance URL here*/viewer/dashboard – which is a URL of the Viewing Portal
    eg. https://demo.baftanucleus.com/viewer/dashboard.php
  • @@user_email@@ – which will be the Viewer’s username
  • @@setPasswordViewer@@  – which is a link for the Viewer’s to set their own password. Not the link has a limited lifetime which can be changed, see instructions below
  1. Once completed, click Save & Close

How to Create a New Viewer

To add a new Viewer, please review this process:

  1. Log into the Admin Interface
  2. Go to Viewers
  3. The Viewers List opens. Click on the Add button
  4. The Add new viewer page opens. Fill in the Viewer’s details
  5. If required, add them to a new or existing batch from the Batches section
  6. On the Permission section, select the Award you wish them to view
  7. Select the Categories  you wish them to view
  8. Click Save & Close. Your Viewer has now been created
  9. The viewer/welcome email template will be sent to the Viewer. If Admins do not input a password, the email contains the @@setPasswordViewer@@ special value, which will guide Viewers through the password reset process to set their password

Note – if additional spaces are included before of after the viewer first or last names then these will automatically be removed.

How to Bulk Create Viewers

Please follow these steps to assign a group of Viewers to specific Categories.

  1. Log into the Admin Interface
  2. Go to Viewers
  3. The Viewers List opens. Click on Bulk create at the top right of the page
  4. The Bulk Viewer Creation page opens. On this page it is possible to create multiple accounts for viewers at a time so long as they are issued with the same permissions.
  5. Enter a Batch name for this group of users so they can be identified at a later date
  6. Select the Award you wish them to view
  7. Select the Categories  you wish them to view
  8. In Viewer data we need to define who the viewers are. List the users as follows placing each new viewer on a new line. Please note that only the email address is mandatory:

Email, First name, Last name, Mobile Phone
For example: awards@bafta.org, Robert, Smith, +44 123 456789

  1. Click on Create viewers
  2. The viewers will be created and al new viewers will be added to the viewer list
  3. The viewer/welcome email template will be sent to Viewers. It contains the @@setPasswordViewer@@ special value, which will guide Viewers through the password reset process to set their password

Note – If you decide, when we set up your instance, that the viewer must sign an NDA before viewing any entries – they must tick a box to Accept these upon their first login. Please review this guide to see how to set up Terms & Conditions for Viewers.

Note – if additional spaces are included before of after the viewer first or last names then these will automatically be removed.

How to Create and Add Viewers to a Category using the Category Edit Screen

Admins can create new viewers and administer viewing rights from the category page which is potentially a quicker method of issuing viewing rights.

  1. Log into the Admin Interface
  2. Go to Awards>Overview>Categories
  3. Locate the relevant category and click Settings
  4. Set Show on viewing portal to Yes
  5. To add or remove existing viewers use the Pick List title Existing Viewers
  6. To create new viewers use the text area, Create Viewers, making sure that each new user is added on a separate line
  7. The data should be provided as [Email Address], [First name], [Last name]
  8. When complete click Save

Note – When created the new viewers will receive an email confirmation, provided that it has been set up as instructed above, with their log in credentials.

How to resend a Viewer Welcome Email

Admins can resend the Viewer Welcome email until the Viewer has set their password on an individual or bulk basis. This could be because the user never received the invitation or that the link has timed out. It is not possible to retrigger this email to Viewers who have already set their password. For these users direct them to the password reset function which is linked from the Viewer Login Screen

Resend an Individual Welcome Email

  1. Log into the Admin Interface
  2. Go to Viewers
  3. Search for the relevant Viewer
  4. Go to the Actions menu for the Viewer
  5. Click on Resend Welcome Email

Bulk Resend an Individual Welcome Email

  1. Log into the Admin Interface
  2. Go to Viewers
  3. Go to the Actions Dropdown in the top left of the table
  4. Select Resend Welcome Email from the list
  5. Check the boxes for all the users you wish to retrigger the email for
  6. Click on the Ok button at the top left of the table
  7. The selected users will be sent the email

How to Change the Expiry Length of the Invitation Link

The link for the Viewer to set their password has a limited length for security reasons. Admins can control the length of time that the link is valid in the configuration vales section of the site. To increase or reduce the length of the link action the following:

  1. Log into the Admin Interface
  2. Go to Control Centre
  3. Click on Configuration Values in the System Administration section
  4. Search for New viewer password link expiry
  5. Click Edit
  6. Update the Value to the number of days that you require the link to be valid
  7. Click Save