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Viewing and Managing Entries as an Admin

Whenever an Entrant user starts a new Entry for a live Award, whether they submit it or save it as a draft, the Entry becomes visible in that Award’s Entry List Table with its individual ID. Admins can view it from their Interface, track its status, review all form answers provided, and take a range of actions to manage Entries according to their chosen workflow.

Entry List Table

When Admins log into the Admin Interface, they can access an Award’s Entries directly from the Award card by selecting View Entries. This opens the Entry List Table for that Award. Alternatively, if the Admin is already viewing the Award, they can access the same table by selecting the Entries tab at the top of the Award page.

The table provides a complete list of Entries that have either been saved as drafts or submitted by Entrants. Admins can view these Entries in a structured table, with columns displaying each Entry ID number, their Status, and other relevant details.

It is also possible to search for Entries using the search bar in the Entry ID column header. This search has advanced functionality: Admins can search for a specific Entry ID from any Award. If the Entry belongs to a different Award, the system automatically redirects the Admin to the correct Award.

If the Admin does not have access to that Award, the system will display a dedicated pop-up message notifying them that the Entry cannot be accessed.

Admins can also customise the Entry List Table by removing existing columns or adding new ones. These columns can show data from default fields, such as Linked Entries IDs, which Categories they belong to, either Automatic or Manual ones, as well as responses to questions from the Entry form itself.

In addition to customising columns, Admins can apply search filters to display only Entries that meet specific criteria. These filters can be used to narrow the list by submission date or time period, whether Entries are parent or child Entries, payment status, and other available conditions.

In the Award Settings, Admins can enable Allow mass actions for entries. When this option is active, a checkbox appears beside each Entry in the Entry List Table, allowing Admins to select one or more Entries.

Once one or more Entries have been selected, a Bulk Action Menu appears, from which Admins can apply actions to the selected Entries in bulk, such as creating a Report Card, copying the Entry and replicating it in the same, or another Award, transitioning their Status, among other options.

Admins are also able to quickly update Entries’ Statuses by clicking on their current Entry Status colour-coded tag, and if for instance the specific Entry is currently Submitted, it can be reverted to Unsubmitted, it can be Approved, or marked as Unsuccessful. There are available options for any current Entry status.

Entry Actions Menu

In the Entry List Table, each individual Entry has its own individual Actions Menu, which can be accessed by accessing the Entry List Table of the desired Award, locating the desired Entry and clicking on the … icon on its right-hand side. The available items in the Actions menu are:

  • Edit: Allows Admins to open the Entry
  • Copy: Allows Admins to copy (duplicate) the Entry within the same Award, or a different one, that can be chosen from a dropdown list of available Awards, if any have been set up.
  • Delete: allows Admins to delete an Entry. This works as a soft deletion: the Entry is marked with the Deleted tag and is removed from the Entrant’s list of created Entries.Admins, however can still access deleted Entries by applying the relevant search filter, such as View deleted Entries, and can reinstate them if required.
  • Shred: Differently from Delete, this option allows Admins to definitively remove the Entry from the system. This action is not reversable.
  • Submission PDF and Approval PDF: Allows Admins to download PDF documents with Entry information in regards to their submission and approval. Please follow this guide for more information about their setup and content
  • View Activity: Allows Admins to access the Action Log for that specific Entry, and view time-stamped information about when it was created, updated, submitted, and so forth.
  • Email Entrant: Allows Admins to send an email to the specific Entrant, in order to communicate directly with them, differently from the standard Automated system Emails, or Bulk Criteria Mailout.
  • Login as Entrant: Allows Admins to login as that specific Entrant user’s account, which can be useful for troubleshooting, in case the user is experiencing issues with their submissions, or any other aspects of their UX.

Viewing an Entry as an Admin

From the Entry List Table, Admins can open and view individual Entries by clicking the Actions Menu and selecting Edit.

Once the Entry is open, Admins can view all form answers submitted by the Entrant, as well as any questions configured with Admin Only visibility status, as well as Concatenate Questions. They also have access to a range of actions that can be used to review, manage, or update the Entry.

Entry Status Transitions

The most important action that an Admin can take when opening an Entry, is to transition its status.

For example, Submitted Entries can be Approved or Unsubmitted, or marked as Unsuccessful. The latter is just an internal tag, and Entrants will not be notified of this status change, unless a specific Automation Rule is set up to trigger an email upon transitioning the Entry to Unsuccessful. A reason to mark a Submitted Entry as Unsubmitted, is to request to the Entrant to review some of the information provided, so that they may revise and submit once again.

Admin Options

At the very top of the page, there is an expandible section called Admin Options. By clicking on it, Admins get access to a few actions and information. For instance they can change which Admin to assign the Entry to, they can add a discount on the Award’s Entry price, if any has been set up, they can also add internal Admin Notes and upload a customised certificate.

Configurable Summary Box

In the entry page, on the right-hand side, there is a customisable information summary box, with default Entrant Details, as well as Invoice No. if there was a price applied to the Entry process, as well as which Categories the Entry has been added to, if any were setup. The box can be used to surface and rearrange information about the Entrant, or provided within the Entry (i.e. answers provided to specific questions in the form).

Jump to Section

When Paginated Divider Questions have been added to the form, Admins can also use them to navigate the Entry page. A dropdown list appears below the Admin Options section, containing the same Paginated Divider Questions used in the form.

Selecting an option from this dropdown takes the Admin directly to that section of the Entry. The dropdown remains visible as the Admin scrolls, allowing them to move easily between different sections of the page at any time.

Entry Form Answers Tags

For any Entry that has been submitted, a dropdown list appears on the right-hand side of each individual question. This dropdown contains a set of tag options that Admins can use when reviewing the Entry, for example to indicate that a question has been checked or to flag an issue that requires attention.

When these tags are applied, Admins can also add corresponding columns to the Entry List Table. This allows them to identify which Entries contain specific tags and makes it easier to track Entries that may require further review.

Locked Questions

In Progression workflows, it is often the case that the Destination Award needs to display some of the same data that the Entrant already provided in the Initial Award. this is a achievable by setting up questions in the two Awards in the exact same way, so when an Entry progresses from an Award to another, either with a Parent/Child set up, or with a Move Entry set up, the answers to these questions are carried over with their visibility status set to Read Only, so that the Entrant is no longer able to edit the data, to prevent confusion. There are case, however, where the Entrant might need to update some of that data, and Admins can allow them to do so through a specific workflow that is explored in detail in this guide.