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Specify when Entries are Visible on the Viewing Interface

There is a function which allows both admins and entrants to supply a date range that the entries will be available to view on the Viewing Interface. This may be a number of use cases for this function such as an entrant has only agreed to for their asset to be visible for judges for a limited period or admins wish to remove one or more entries at a specified date/time. If set the dates will form part of the rules that are applied to an entry to appear on the Viewing Interface and the entire entry will only display for the set period.

Currently the functionality if switched on a set of dates appear at the bottom of the entry form and can be edited by both entrants and admins. The function is always optional and will not form part of the submission checks unless there are issues with the dates provided.

There are three different options for entrants to provide:

  • Start and End dates/times – the entry will only be visible between the dates and times
  • Start date/time only – the entry will not be visible until the date/time set and will be visible indefinitely after this date/time
  • End date/time only – the entry will only be visible until the date/time set

How to enable the entry display date functionality

To enable this function you will first need to enable on you instance:

  1. Log into the Admin Interface
  2. Go to Actions>Misc
  3. Select Configuration Values from the Systems Administration section
  4. Search for Allow admins to turn entry publishing dates on on the award admin pag
  5. Click Edit
  6. Enter Yes in the value textbox
  7. Click Save

This will then enable the option on each award settings page allowing admins to set this per award. To enable this for each award:

  1. Log into the Admin Interface
  2. Go to Actions>Awards
  3. Click Edit next to the relevant award
  4. Set Allow entries to be date restricted on the viewing site to Yes
  5. Click Save

The functionality will now be live, however there are some CMS areas that you will want to edit so that entrants can have clear instructions about how to use the functionality.

  • entry publishing intro
  • entry publishing viewing start date
  • entry publishing viewing end date
  • entry publishing start blank
  • entry publishing end blank

For more information about updating the CMS read the guide.

Entrants can receive an automated email which is triggered when the entry publishing date/time is reached. To enable the email provide copy for the entry/published email template. The email will send once the template has copy, a subject and the template is set to enabled.

For more information about updating emails read the Email Management guide.

Note – there are other factors that might prevent an entry from being published. The email will be triggered regardless of whether the actual entry is visible on the Viewing Interface. Admins must check no other rules are preventing the publication of the entry.