Welcome to our latest Release Notes Newsletter, highlighting some of the recent additions and developments made to BAFTA's Nucleus software.
You are receiving this Newsletter because either you, or members of your team, are Admin users of Nucleus. If you would prefer not to receive it, have a colleague who you think should be included on the mailing list or would just like to share your feedback and thoughts please do so by sending us an email.
Best wishes,
David Lortal - Product Manager Elisabetta Mezzaro - Customer Support Executive
New Features And Improvements
MEDIA LIBRARY
ENTRANTS CAN NOW UPLOAD VTT SUBTITLE FILES
As part as BAFTA's ongoing drive to support accessibility across the organisation, we are very excited to announce that Nucleus now supports the provision of VTT files which Viewers can turn on when watching videos.
This is one of the more complex developments we have released this year. Entrants are able to supply VTT subtitle files to accompany their video uploads via the Media Library. This functionality will be enabled for all instances that use Electron and is always available. There is a cog on the Video Player which viewers can use to select the languages. For full instructions review this article.
ENTRY MANAGEMENT
AUTOMATED TIDY UP PROCESSES
Two new tidy up processes have been introduced in Nucleus:
1. A mandatory field on the award settings page where a future date must be provided for award deletion. When the date has reached the award, all entries, related objects and data will be deleted and media items unlinked from entries. This will assist you in meeting your GDPR requirements where data should not be kept for longer than necessary. A release date has been set for all awards for 01/09/2023, if you wish to keep your data for longer please update the award in the Settings. For more information click here.
2. An optional field on the award settings page where a future date can be provided to unlink all Media Items from the entries in the award. When unlinked, any media item that is no longer linked to an entry will be tidied up by the automated processes. Media Items take up a significant amount of storage on Electron and this feature is designed to ensure that you do not store these assets for longer than necessary , reducing storage costs. Note this feature does not delete any entry data. For more information click here.
For both features, an email reminder will be sent 7 days and 24 hours before the action date set giving you plenty of time to update the award settings if you require.
HIDE/SHOW ENTRIES ON VIEWING INTERFACE VIA THE ENTRY LIST
Nucleus provides an easy mechanism to remove or return entries to the Viewing Interface at a category level. When an entry is set to Approved by admin users, it is then available on the Viewing Interface and all Judges who have the correct credentials can see the entries. Unapproving the entries will remove them from the Viewing Interface but there are occasions when admin users do not wish to remove the whole entry or change the entry status.
This feature was designed to improve the process of moving to a second stage of voting where admins need to remove unsuccessful entries from unsuccessful categories while remaining in others. The feature can also be used as part of the entry process where an entry is ready for approval in a number of categories but there is a question about one item, which can be hidden, allowing the rest of the entry to be approved. The show/hide functionality is non-disruptive, meaning that no emails will be triggered and the entry status will not be affected. To see how this works, please review this guide.
SELECT ENTRIES TO INCLUDE ON THE ATTACHMENT DOWNLOAD
Previously, the attachment download exported assets for all entries within a given award. As the download can contain video files, the potential result is a huge file which takes a long time to generate and download, and is difficult to manage. Therefore, a new function has been introduced which allows admins to select the specific entries that they wish to export, vastly reducing the size of the zip file download. To find out more about how this process works please review the guide.
INVOICE BREAKDOWN REPORT
While the current finance reports export information for the full invoice, until now there has been no export process for individual line items on an invoice. Located in the Misc/General Admin section, this report breaks down all the individual invoice line items, including discounts, and allows them to be filtered and exported. As this functionality is new, the use cases are yet to be fully explored, so we are happy for clients to provide feedback about how this functionality can be expanded and used practically. For a full list of reports read the report guide.
COMMUNICATIONS
FULLY CUSTOMISABLE EMAIL HEADER AND FOOTER LOGOS
Previously, the logos were hard-coded in Nucleus and developers had to update logos when they were changed. An option has now been added to the Design Controls page which enables Admin users to provide a logo for the header and footer. If an email template is set to use the standard header and footer, then the logos provided in this section will be used. For detailed instructions please review this article.
ENTRY UNSUBMIT REASON APPEARS ON ENTRY FORM FOR ENTRANT
When an entry is unsubmitted admins provide a reason to entrants which is included in the unsubmission email. This reason will now be displayed at the top of the entry form for admin and entrants until the issue is resolved. This assists entrants so that they do not need to refer to the email when they are resolving the issue. For more information about where the message is displayed read this guide.
ADDITIONAL RECEIPT EMAIL ADDRESS INCLUDED IN EMAIL RECEIPT CC
On the checkout page entrants can now specify an additional email address that is not part of one of the registered accounts to receive the receipt. Previously two separate emails were sent: one to the registered Nucleus account emails, and a separate one to the specified email. This has now been updated to the email address that will be added to the CC field when one email is sent.
EMAIL SUBJECT LINE NOW MANDATORY
The email subject line is now a mandatory field. This has been updated to ensure that admins provide a valid subject line which is required to send emails.
VOTING
For more information about how to use all of the Voting features review this guide.
OPTIONAL ABSTENTIONS
Admins can now specify if judges can abstain in a given category or force them to cast votes.
VOTING STATUS COLUMN ON VIEWER LIST
The status of the votes for each judge is now available on the viewer list allowing admin users to build a picture of the current voting stats and chase judges who have not logged in or submitted votes. There are two columns, one which displays the status, and the second displays the percentage of votes cast.
ENTRANT MAILOUT UPDATED TO INCLUDE VOTING STATUSES
The entrant mailout used to send communications to entrants and viewers based on criteria selected by admins has been updated to include voting parameters. For more information read the entrant mailout guide.
UPDATED NUCLEUS DESIGN APPLIED TO VOTING PAGES
The Nucleus 2.0 design released in July has been applied to the Voting Pages.
SECURITY
FORCE ALL ADMIN USERS TO USE TWO FACTOR AUTHENTICATION
Administration access to Nucleus has been made more secure by the introduction of a feature that forces all admin users to set up 2FA, via Google Authenticator. Previously this was an optional choice for admins and many were not adopting the increased security feature. If you wish to force all of your admin users to switch on 2FA, please read the Admin User Setup Guide.
GENERAL FUNCTIONALITY UPDATES
Updates we have made recently include:
The Upload Questions have been reinstated for Instant Entry Forms only on all instances.
The Vote data download report to Export for BAFTA Voting Site
All dependency options have been reviewed and fixed. A description of each one is now available here.
Text area on admin forms enlarged
Clearer onscreen instructions for Allow Users to Download Video option
Error message removed when entry approved and approval email is not set to send
Award tidy up script now includes the deletion of checkboxes on the Viewer edit page
Embed question error when optional and no answer submitted fixed
HELP ARTICLE UPDATES
The nucleus Help Site is constantly updated with articles for new and existing features. The following articles have been updated in November:
