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How to Share Entries Between Organisations

Nucleus, as standard, allows multiple Users within an organisation to edit and submit Entries. An Admin User of an organisation will be able to view and edit all Entries and there are likely multiple Admin Users within a registered organisation.
The unique identifier for an Entrant account is their email address. If an Entrant needs access to multiple organisations to submit and edit Entries, they need to use multiple email addresses, or register a fake email address, which is not ideal as they will not receive any communications. Nucleus, therefore, provides functionality for workflows where it is necessary for Users in different accounts to share Entries.

There are no restrictions on the number of Users that an Entry can be shared with. However, there are differences between the shared Users and the Entry Creator. The Entry always remains in the Entry Creator’s account and must be paid for by the Entry Creator (if payment applies). The Creator can remove Entry Guests Users access to the Entry, and Admin Users also have access to this functionality. The Entry Creator will always appear in the Admin Interface as the owner of the Entry.

How an Entrant Can Share an Entry with another Entrant

Nucleus provides UI which allows Entrants to share Entries with Users outside of their organisation. This is helpful where a larger company requests that Users from other companies submit Entries in their account. Previously, Users would need two email addresses, often registering with a fake email, meaning they were unable to receive the email communications. Instead, now Entrants can remain in their own Organisation and edit and submit the Entries that are shared with them.

To enable this feature:

  1. Log into the Admin Interface
  2. Go to Actions>Awards
  3. Click on Edit in the actions menu for the Award you wish to allow sharing
  4. On the awards settings page scroll to the Options section
  5. Select Yes for Allow Entry Sharing
  6. Click Save and Close

The functionality will appear on the Entrant Dashboard. Once enabled, Entrants will be able to share their Entries following these steps:

  1. Log into the Entrant Interface
  2. Go to the main Dashboard
  3. Locate the relevant Award/Entry
  4. Click on the Actions Menu in either a Submitted/Unsubmitted Entry
  5. Click on the option called ‘Share Entry’
  6. The User is taken to a page where they can provide the names of a User to share the Entry with. They will need to provide the first name, last name and email address.
    – If the User exists the entry will be shared with their account, using the invite/sharedExistingUser email template;
    – If the User does not exist, it will be generated using the invite/sharedNewUser email template.

Please ensure you read the sections below to set up the related functionality.

How to Enable Entrants to Include a Personal Message on the Share Email Communication

When entrants are sharing they may wish to include a message with instructions for the recipient in the automatic email sent via nucleus. This saves them from having to send an additional email outside of the system. To set this up action the following:

  1. Log into the Admin Interface
  2. Go to Actions>Awards
  3. Locate the relevant Award and click Edit
  4. In the Options section change Allow entry owners to include personal message in share email to Yes
  5. Click Save and Close
  6. Go to Actions>Misc
  7. Click on Email Templates in the Email Management section
  8. Search for the templates invite/sharedExistingUser and invite/sharedNewUser
  9. Choose a template and click Default
  10. Add the value @@entryShareMessage@@ to the email content in a logical location
  11. Click Save and Close
  12. Repeats steps 9 – 11 for the other email template

How to Include all Entry Users on Email Communications

Automatic emails such as Submission, Approval, Unsubmit and Email Entrant etc. will by default only be sent to the Entrant Creator. If multiple Users are editing and submitting Entries, it is logical that they will expect to receive emails relating to the Entry. Therefore, Admin Users can define if emails are sent to all Users or just the Entry Creator.

  1. Log into the Admin Interface
  2. Go to Actions>Awards
  3. Locate the relevant Award and click Edit
  4. In the Options section change Include shared user in email correspondence to Yes
  5. Click Save and Close

Note – Admins will need to action this on each Award that uses Entry sharing.

How to Share an Entry when it is Progressed to a New Award

This workflow requires the Entry Creator (owner) to provide names and emails for the User(s) who the Entry will be shared with in the second stage. Only the second (of the following stage) Entry will be shared. The initial form that is completed by the Entrant owner will not be shared.

Sharing can be set up as an automatic process so that when an Entry is submitted, it is automatically progressed to the new Award and shared with the intended recipient or it can be a manual progression action triggered by Admin Users.

To action this workflow, Admins will need to have created a first and second stage Entry Form. The Progression guide explains in detail how to set this up.

This first step consists of setting up the progression on the Awards:

  1. Log into the Admin Interface
  2. Go to Actions>Awards
  3. Click Edit on the Award that the Entries will be created in (first stage Entry Form)
  4. Scroll down to the Options section and select Yes for Entries require approval/progression
  5. In the Progress to drop-down that appears, select the name of the Award that the entries will be progressed to (second stage Entry Form)
  6. If Admins do not need to check the Entries and the progression can be automatic, select Yes for Automatic Progression
  7. For Progression State, assuming the Guests need to edit the Entry, select Unsubmitted
  8. Choose the Progression Mode:
    1. Move – moves the Entry to the new Award/project and the Entry will no longer exist in the original Award/project.
    2. Copy – parent-child – creates a copy and a parent/child relationship between the two Entries. On the Entry List you will find a link so that you can view the original Entry that was copied.
    3. Copy – independent – creates a copy of the Entry which contains no link to the original Entry.
  9. Click Save and Close

The next step is to identify the data on the Entry Forms that will be used to create the shared Entrants. For more information about creating questions, review the Form Building guide.

  1. Log into the Admin Interface
  2. Go to Actions>Question List
  3. Select the Award that the Entries will be created in (first stage form)
  4. Create 3 Questions for each User that the Entry Form can be shared with. The exact specifications of each Question is a decision for Admin Users. Consider that if the Entry is required to be shared, the fields should be mandatory and the acceptable data is First name, Last name and Email. For instance, a duration field will not work. The special values need to be added to the ‘Name’ field, which is the Internal Name. Each Name field for each Question must contain the correct special value:
    1. First name 1 – shareonprogression_firstName_1
    2. Last name 1 – shareonprogression_lastName_1
    3. Email 1 – shareonprogression_email_1
    4. Note – if it is possible to share the Entry with multiple Users create 3 more Questions for each additional User and replace the number in each value with 2, 3, 4 etc. increasing the number increment by 1 for each additional User.
  5. When the Questions have been created go to the top left of the table and select Copy from the Bulk Actions drop-down
  6. Select all of the checkboxes for the Questions that were created in Step 4 and click OK
  7. In the modal, select the Destination Award and the Position where you want the Questions to appear in the second stage Form
  8. Type I AM SURE and click Continue
  9. The Questions will be copied into the second stage Award. Select this Award from the drop-down menu and check that the Questions settings are as you require
  10. It is advised to set the copied Questions as Read Only and for the Entry Owner only so that Guests do not edit these

The final step is to set up the Email Templates. A different email is sent to shared Entrants who have an existing account and those who do not have an account in the system. Nucleus provides two different templates for users to custom as they require. For full information on editing Email Templates read the Email Template guide.

  • invite/sharedNewUser – This template is sent to Users who have not registered for an Entrant account. The copy you provide should direct them to provide a password and account details when they click on the link. Once their account has been created, they can edit the Entry Form that has just been shared with them. Include the special value @@registrationUrl@@ which will prompt the User to register and claim the account where their Entry exists.
  • invite/sharedExistingUser – This template is sent to Users already have registered for an Entrant account. The copy you provide should direct them to login and edit the Entry Form that has just been shared with them. Include the special value @@site_url@@ which will include a link to the instance for the User to log in.

Note – If you’re not using progression, both special values @@entryName@@ and @@shareEntryName@@ are interchangeable.

If you’re using progression:

  • @@entryName@@ special value will return the ‘Title’ field taken from the Form the Entry is progressed To (2nd form);
  • @@shareEntryName@@ special value will return the ‘Title’ field taken from the Form the Entry is progressed From (1st form);
  • If the ‘Title’ field is exactly the same both in the First and Second Form, then we recommend to use the @@shareEntryName@@ special value only.

How to Create Shared Users in a Specific Organisation

There is an additional feature available that permits shared Users to be created within a specific organisation. This process follows the same rules as mapping data provided on the Entry Form above. Admins will need to create an input field and enter shareonprogression_organisationId_1 for the Name. This field will need to be created on both forms and the result is the User will be created in the organisation that matches the number entered.

Note – This is a feature for Admins, so we suggest the Question is visible to Admins only. In addition, please note that Admins will need to add the Organisation ID before progressing the Entry to the second form. Therefore, this feature won’t work if the Progression is set to be Automatic, as stated above.

How to Remove a User from a Shared Entry

Admins and Entrants can remove a shared User from a shared Entry at any time. The Entry Creator can not be removed from an Entry. If this is required, then you will need to use the Entry Owner Change function.

For Entrants, there is a table at the bottom of the Entry Form on the Entry Owner account. To remove a Shared Entry, they will need to:

  1. Go to the Entrant Dashboard
  2. Search for the Second-stage form and look for the required Entry
  3. Alongside the Entry, click on the three dots and select Share Settings
  4. A list of all Users the Entry has been shared with will be displayed
  5. To remove one of them, click on Remove User under the Action column

For Admins, there is an option on the Admin Entry Checking screen. To remove a Shared Entry, they will need to:

  1. Filter the Second-stage form from the drop-down menu at the top of the page
  2. Go to Actions>Entries
  3. Locate the Entry and click on Edit
  4. At the top of the Entry Form there is a table with all the Users the entry has been shared with
  5. Click on Remove Share to action the above

Note – when a User has been removed from the Entry, it is not possible to reinstate them.

Important Note – a Read-Only version of Media Items is also available to Users when an Entry is shared using the Entry Sharing functionality. In this scenario, Media Items can be seen by Users who do not belong to the same organisation as the Entry Owner.