Awards Entry Setup Guide

The Award Profile serves to add categories, default text information, document upload options and to configure the profile itself.

Provide the following information (note that all entry fields with an asterix are obligatory):

Main Panel

• Name (Name of Profile)
• Awards Article (select the Advanced Event article that was created)
• Payment Stage: No Payment, Payment On Submission or Payment After Submission

If Payment After Submission is selected, the customer will be able to select multiple entries to purchase once they have submitted the entries.

If Payment After Submission is selected, customers will not see the Buy button on the award (event) article.

Note: The catalogue item associated to the award (event) article is used for this purchase process. 

• Allow Editing After Payment: Select to allow customers to edit their entry even after it has been paid
• Award Banner: Upload an image banner for the award (this will be displayed on the Introduction screen)
• Entries Open/Closed Date: Enter in the entries Open and Close dates for the Award Entry
• Judging Open/Closed Date: Enter in the judging Open/Close dates for the Award Entries

Note: Ensure the Entries Open Date is a date/time in the future. If you set this to a date/time in the past, the Awards will not pick up the Open stage. Should you wish to re-open an award entry, set the Entries Open date and subsequent stages to be a date/time in the future.

Introduction Panel

• Allow Nomination: Select to allow nominations (i.e. submitting an entry for someone else / another company / an external team, this will display the "Who are you nominating for this award?" as the first question on the entry form and additional fields to capture nominee details). It will also display additional fields for capturing Nominee details.
• Show Company / Organisation: Select to show the Company / Organisation field on the Award entry
• Company / Organisation Required: Select to make this field required
• Show Telephone: Select to show the Telephone field on the Award entry
• Telephone Required: Select to make this field required
• Show Address 1: Select to show the Address 1 field on the Award entry
• Address 1 Required: Select to make this field required
• Show Address 2: Select to show the Address 2 field on the Award entry
• Address 2 Required: Select to make this field required
• Show Town / City: Select to show the Town / City field on the Award entry
• Town / City Required: Select to make this field required
• Show County / State: Select to show the County / State field on the Award entry
• County / State Required: Select to make this field required
• Show Postcode / Zip: Select to show the Postcode / Zip field on the Award entry
• Postcode / Zip Required: Select to make this field required
• Show Country: Select to show the Country field on the Award entry
• Country Required: Select to make this field required
• Show Company/Team/Individual Name: Select to show the Company/Team/Individual Name field on the Award entry
• Company/Team/Individual Name Required: Select to make this field required
• Show Upload Logo: Select to show the Upload Logo field on the Award entry. This requires an hi-res EPS file to be uploaded.
• Upload Logo Required: Select to make this field required
• Show Nominee Email: Select to show the Nominee Email field on the Award entry. This will only be enabled if Show Nomination is selected.
• Nominee Email Required: Select to set the Nominee Email as a required field on the Award entry
• Introduction: Enter an introductory text (this appears on the Introduction screen)

Judging Criteria

• Score Type: Select to allow scoring against each Criterion or an Overall score for the category
• Show Comments: Select to display Comments box against each Score (if the Score Type is Per Criterion, it will display a Comments box against each Criterion)

Categories Panel

For each category, add the following details:

• Category: Enter the category title
• Sponsor: Enter the name of the sponsor (this is currently just a text field)
• Summary: Enter the summary for this category
• Information Pack: Select a PDF file to accompany each category (this could be useful for adding a downloadable entry pack for each category)
• Judges: Select the judges
• Lead Judge: Select the lead judge (this person will be able to make the overall comment and close the category)
• Active: Select to enable this Award Category to be available for entry (Note: The Award Profile will also need to be Live for users to access the Awards)

You can add more rows for further categories and move the categories up and down the order using the row up/down arrows.

Note: You will be adding criteria for each category at the next step

Details Panel

• Introduction: Enter an summary for the detail screen (you can use the following placeholders within the message:  [_Award_Category_] sponsored by: [_Category_Sponsor_] to output the category the user selected and the corresponding sponsor)

Category Entry Panel

• Send Category Entry Email: Select to send an email to users when the category entry form is saved (this could be used to send a reminder to the entrant to complete their entry.)
• Category Entry Email Delay: Enter the number of minutes delay before this Category Entry email should be sent (Ensure there is sufficient time delay for entrants to complete their entry. If the user reaches the Acknowledgement screen, i.e. submits their entry, this email will not be sent)
• Category Entry Email Subject: Enter Category Entry subject, sent to the award entrant once the category stage has been completed and saved
• Category Entry Email Body: Enter the Category Entry email message that is sent to the award entrant (You can use the following placeholders in your message: [_First_Name_], [_Last_Name_], [_Award_Title_], [_Award_Category_])

Confirmation Panel

• Show Send To My Email Link: Select to display a Send To My Email link on the confirmation screen to allow users to send themselves their entry before submission
• Send To My Email Subject: Enter Send To My Email subject, sent to the award entrant (you can use the following placeholders [_Award_Title_], [_Award_Category_].)
• Send To My Email Body: Enter Send To My Email message, sent to the award entrant (you can use the following placeholders: [_First_Name_], [_Last_Name_], [_Award_Title_], [_Award_Category_], [_Category_Summary_])
• Confirmation Message: Enter the confirmation information (this is displayed on the screen prior to submitting the entry. Use the placeholder [_Award_Category_] to display the category they entered)

Acknowledgement Panel

• Reference ID: Enter a reference identifier for this award. This ID will be combined with an auto-generated 6 digit alphanumeric value to create a reference number on the email notification and displayed to judges if Show Nominator/Nominee or Show Company/Team/Individual Name are not enabled
• Acknowledgement Email Subject: Enter Acknowledgement subject, sent to the award entrant
• Acknowledgement Email Body: Enter the Acknowledgement email that is sent to the user (you can use the following placeholders in your message: [_First_Name_], [_Last_Name_], [_Ref_Number_], [_Award_Title_], [_Award_Category_].)
• Acknowledgement Message: Enter the Acknowledgement message (use the [_Award_Category_] placeholder to display the category they entered.)
• Show View Event Link: Select to display a View Event link on the Acknowledgment screen (this will link to the Awards Article set above)

Payment Panel

• Introduction: Enter introductory information for the payment screen

Notifications Panel

• Administrators: Select the Contacts who will receive notifications when an entry is submitted
• Image Banner: Upload an image banner to be centred at the top of the Category Entry, Acknowledgement and Judge's email notifications (Image Formats: JPG/PNG/GIF, recommended width: less than 600px)

Stage / Judging Panel

• Entries Closed Message: Enter message when award entries are closed (this replaces the Introduction message displayed on the first screen (you can use the following placeholder: [_Award_Title_])
• Judge Email Subject: Enter Judge Email Subject (you can use the following placeholder: [_Award_Title_])
• Judge Email Body: Enter a message sent to judges to start the judging process (this is sent from on the Admin screen and will include a link to their judging screen. You can use the following placeholders: [_First_Name_], [_Last_Name_], [_Email_] and [_Judging_Link_].)
• Judges View All Comments: Select this checkbox if you want the judges to see all other judge's comments for each category
• Judging Introduction: Enter introductory information for judging screen
• Scoring Summary: Enter the summary text to describe the scoring process (this is displayed on the Judging entry above the Scoring dropdown field.)
• Show Nominator/Nominee: Select to display the Nominator and Nominee's name and company on the entry listing shown to judges)
• Show Company/Team/Individual Name: Select to display the Company/Team/Individual Name on the entry listing shown to judges, if Show Nominator/Nominee is not selected, align this field to the left
• Export Judging Entries: Select to display an export button on the category for judges to download the entries, scoring and comments (note: media files will only display the file path so they will need to be logged into their judging area to download them). 

Note: if neither the "Show Nominator/Nominee" and "Show Company/Team/Individual Name" settings are enabled on the Awards Profile then only the Reference number will be displayed, this is for the entries to be anonymised.

Publication Panel

• Live: Select to enable this profile (if not selected, it will be hidden by default on Awards Management and Awards Analysis unless filtering by Non-Live)
• Archive: Select to archive this Awards Profile (it and it's content will default be hidden from view and be made unavailable unless selected on the filter)

Text Items Panel

You can alter the default text items as desired, either from this screen or the App Bar.

Awards Criteria

Now that you have set the screen information, the award categories and judging notification, you can move onto setting up the questions for each category.

To do this, go to the Award Profile again and scroll down to the bottom, you will see the Awards Criteria function:

Click the green Add button and fill in the form details:

• Awards Category: Select Awards Category for this question
• Sort Order: Arrange where in your form you want this field to appear
• Criterion: Enter a criteria or details required for the entry (the question can be 5000 characters long)
  Criterion Type: Select the type of field shown on the criterion, this can either be a text entry or dropdown
• Maximum Word Count: Enter the maximum number of words for the entry detail screen
• Show Word Count: Select to show the word count as the user is typing into the criterion answer
• Show Max Word Count: Select to show the maximum word count on the criterion answer
• Maximum Score: Enter a number for the maximum score a judge can assign to this category, between 1-1000 (if left blank, no scoring and comment fields will appear on the Judge's screen.)
• Required: Select checkbox if this question or detail field is a required field
• Upload Document: Select to allow entrants to upload an accompanying document (Word / PDF / Zip file types are allowed)
• Entrants Only: Select to hide this Criterion from the Judges (this means you can use this criterion to request information from the entrant but not display this to the judges 

Judging Panel

• Maximum Score: Enter a number for the maximum score a judge can assign to this category, between 1-1000. If left blank, no scoring and comment fields will appear on the Judge's screen.
• Hide Comment: Select to hide the Comment field for this Criterion from the Judges. Note: You must also first select View Comments from the Award Profile main screen to show Comments along with Scoring fields.
• Judges Only: Select to show this Criterion only to Judges.

Note: you can create as many criteria as required for each category. Also, the Entrants Only and Judges Only options cannot be selected at the same time.

Once you have completed the Awards Profile setup you can view your Channel and see the entry screens.

You can copy or remove these criteria by selecting the Action checkbox and choosing Remove or Copy Action:

The Awards Entry process is linked to Ecommerce (Checkout) via the Payment Stage.

For this, we have two options:

• Payment After Submission
• Payment On Submission

Note: If "Payment After Submission" is selected, customers will be able to purchase multiple award entries. 

Also, if either of those payment options are selected, customers will not see the Buy button on the Award (Event) article.

The catalogue item associated with the Award Article is used for this purchase process. 

If you select Payment After Submission, the Award Entry purchase process will be as follows:

1.- Select the Category

2.- Fill out the Entry Criteria

3.- Confirm and submit the entry details

4.- After the entry has been submitted, the Pay Now button is displayed:

5.- Clicking on the Pay Now button takes you to the Add to Basket screen:

6.- Clicking on the Add to Basket button will take you directly to the Basket for checkout:

7.- After payment has taken place you will be directed to the order confirmation page:

If you select Payment On Submission, the Award Entry purchase process will be as follows:

1.- Select the Category

2.- Fill out the Entry Criteria

3.- Confirm, pay and submit the entry details

4.- After clicking on the Pay and Submit button you are taken to the Basket:

5.- After payment has taken place you will be directed to the order confirmation page:

Rules:

1. The quantity field cannot be amended (the user will need to go back to the Awards Entry Confirmation screen to select/deselect different entries)
2. Each entry is added as a separate order line item of the same product.
3. If there is an item in the basket, the award entries can be added as long as they are of the same currency and not a subscription (where only one item is allowed). If there is a conflict, a popup alert window will be displayed (asking the customer whether they want to remove the other items)

Users who dont need to submit an awards entry can purchase a ticket to the event using several means, the options are as follows:

Option 1.- Point users to other catalogue items/products

Hide the "Add to Basket" button on the Event article by enabling either the Payment On Submission
Payment After Submission" options on the Awards Profile. After that, create a section for your Custom Tabs. 

Those custom tabs (which are articles coming from the selected setcion) can point to product articles (which are associated to catalogue items) which sell individual and group tickets.

Example custom tabs: 

• "Product 2" is for groups of 4 attendees
• "Product 3" is for groups of 8 attendees
• "Product 4" is for groups of 12 attendees

By doing the above, users can opt to purchase tickets for the event, without the need to submit an awards entry.

Option 2.- Users can purchase a ticket directly from the Event article

Users can purchase a ticket to the event by adding the item to their basket just like any other product.

Make sure to disable the "Payment On Submission" or "Payment After Submission" options on the Awards Profile so that the "Add to Basket" button is present the Event article.

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Control > Structure > Channels > (Add) > Award Entry

Go to Channels, create a Channel of Award Entry Type:

This will be where your award system is displayed.

Provide the following information:

• Name
• Parent Channel
• Language
• Skin
• Related Profile
• Awards Profile

Note: The Skin must contain the Smart Prime Content Design Element.

Once the Award judging is set to open on the Awards Profile, an email notification will be sent to the judges requesting they start the judging process.

Within the email there will be a link to their judge space where they will see the categories they are judging.

They will be required to enter their scores and comments before submitting them.

Note: Judges can save each entry's score/comments and need to have completed all entries before submitting their results.

The lead judge for that category can cast their own comment and close the category.

Note: No notification is sent to the Lead judge

Downloading Entries

It is possible for Judges to export the award entries, scoring and comments.

In order to enable this option you will need to tick the "Export Judging Entries" setting on the Awards Profile.

Note: Any media files will only display the file path so they will need to be logged into their judging area to download them.

Once enabled, an Export function will be displayed for judges to download entries.

Please be aware that the export function checks each Awards Criteria.

This means that if the "Entrants Only" setting is enabled (n/a) will be displayed in the column value (of the XLSX file) instead of the actual value

This is also true for the "Hide Nominator/Nominee and Company/Team/Individual Name" setting.

Awards Management

Control > Social > Awards Management

The Control side component, Awards Management allows you to search, filter and view Awards Entries.

Here you will be able to quickly access entries, see which categories have been entered and how many entries, see who the judges are and at what stage the Award is set at.

First select the Award Profile you wish to view from the filters.

You will then be presented with the entries per category for that Award.

Click on the [v] to view the category entries.

Award Entries

Control > Social > Award Entries

Actions

There are a number of actions that you can perform on each entry by selecting the Action checkbox and the one of the options at the bottom of the list

• Archive: Archive and remove this entry from the judging process
• Delete: Delete this entry from the judging process
• Highly commended: Highlight this entry as the Highly Commended entry following the judging process
• Winner: Highlight this entry as the Winner of the category
• Clear status: Clears the status of the entry
• Move to category: Move this entry to a different category

Note:  You can only move entries to a different category where the criterion fields types match exactly. You will also need to ensure the Award Stage is Entries Closed as you cannot move entries once the Judging is in progress, i.e. the move option will not be available if the Award Stage is Entries Open, Judging Open or Judging Closed.

Award Entries Export

It is posible to download the award entry data via the "Export" button.

Awards Entry

Control > Social > Award Entries > Award Entry

Click on each entry to view the entry details and the judge's comments:

Editing an Entry

Administrators (which are set on the Notifications panel on the Award Profile) are able to edit the entry and update it within the Control Centre.

Related Conversion Events

Control > Promote > Conversion Events > (Add/Edit) > Trigger Event: Awards Entry

For each stage of the Award entry, you can track whether a user has visited that screen by creating an Awards Entry Conversion Event:

Create a Conversion Event and fill in the following information:

• Name (provide a name for the Conversion Event)
• Customer Ladder (select your default Customer Ladder)
• Badge Name (enter badge name)
• Points (enter the number of points for triggering this Conversion Event)
• Event Type (select the stage within the customer ladder to apportion this conversion event. This is used in the Customer Ladder Analysis)
• Trigger Event (select Awards Entry > Choose the Awards Profile, then one of five stages to track)
• Frequency Scale (set how often you want to track this event)
• Notification Recipients (select each contact to receive the notifications)
• Log Conversion Event (select this option)

Awards Analysis

Control > Analyse > Awards Analysis

This screen aids in the analysis of the potential entrants.

It lists all prospects that have clicked a category (multiple clicks of the same category will display multiple rows).

Awards Media Export

Control > Social > Awards Media Export

This screen allows you to export all media files uploaded by entrants.

Select the Awards Profile and Category for which you wish to export media files from entries and save.

Once the Awards Profile is selected a second dropdown is displayed, listing the category for that Profile.