Nomination Receiving

When running awards where category submissions require physical entries e.g. food, drink or product awards, Evessio allows you to easily coordinate the receipt of physical entries in a number of key ways.

Configure nominations to receive physical items

As part of creating your categories, you will see a check box determining if a physical product is required.

When this checkbox is selected, additional fields required to configure this requirement will appear. However, you will need to save your new category before continuing to fill this information.

Click Save, and return to complete the setup:

• Shipping or handling instructions can be added to the category, so that the nominator is aware of all requirements when it comes to submitting their physical product for review.
• Category Shipping Addresses can also be created and assigned.
• A category prefix can be created, and configured for the nominator to affix this prefix to the outer packaging of the product via a shipping label. Creating a prefix will give you the ability to separate your physical submissions without having to inspect the product itself.
• You can check the option Preparation Required if the physical submission requires preparation in advance of judging. Enabling this option allows you to assign a Nomination Processer to your workflow.

When you have completed all desired fields, click on Save.

Assign collaborators to work with physical items

There are two roles you can assign to collaborators when physical items are required to be submitted.

• Nomination Receiving
  • This refers to the person(s) responsible for receiving, inspecting and storing the item.
• Nomination Processing
  • This refers to the person(s) responsible for processing - or preparing- the item prior to judging.

You can create a collaborator by navigating to Event > Collaborators, and selecting +Create Collaborator. Complete the required information and click either Save, or Save and Send Invite. Selecting the latter will immediately invite your collaborator to your event.

To assign role(s) to an existing collaborator, navigate to Event > Collaborators, and click on Edit beside the name of the person whose role you want to amend. Select the role(s) you wish to add, and click Save, or Save and Send Invite.

Verify email templates and attachments

During the nomination submission process

When a nominator completes a category submission, they will receive an email confirmation. When the category is configured to also include physical products, they will receive the Shipping Instructions Document as an attachment.

In Website > Email Templates, select the Attachments tab, and find the attachment named Shipping Instructions Document.

To edit, copy the attachment and amend the information in the body.

You can add variables to this attachment. After selecting Variables, a window will appear with all variables you can insert, including the category prefix and shipping address.

When you are done editing your attachment , click on Save and Activate, to ensure this version of the attachment will be sent.

When the physical item is received

If you choose to notify the nominator when their item has been received, they will receive an email that you may wish to customise. In Website > Email Templates, in the Emails tab, locate the template named Physical nomination received to nominator.

To edit the email, copy the attachment and amend the information in the body.

When you are done editing your email, click on Save and Activate, to ensure this version of the email will be sent. A flag will show on the email to indicate which version is active.

Receiving and Processing Nominations

If your nomination receiver(s) and/or nomination processor(s) are event admin, they can complete the necessary steps via the Evessio platform.

Receiving the item

To begin the process of receiving nominations, navigate to Awards > Nominations.

The categories where you have assigned a requirement for a physical object will be labelled Physical. Click on the name of the nomination you wish to amend.

A new pop-up window will appear, with two tabs. The Nomination tab details the information that the nominator has inserted as part of their application. The Processing tab will show the steps that the physical submission has to go through; the receipt of the item, and, if necessary, the processing step(s) of the item.

To begin recording the receipt of the item, click on the pencil icon, revealing additional fields to record the information of the item.

• Record the condition of the item upon receipt; you can choose from the following statuses:
  • OK
  • Damaged
  • Out of date
  • Packaging Damaged
  • Unusable
  • Too few samples
• The count of item(s) received
• The Use By date of the item(s) received
• The storage requirements; you can choose from the following statuses:
  • Ambient
  • Chilled
  • Frozen

You can also determine if the receiver will notify the nominator that their item has been received. If this option is checked, a text box will appear to write an optional message alongside this notification.

Processing the item

To begin recording the processing of the item, in the same pop-up window, click on the pencil icon beside the title Nomination has been processed. This reveals additional fields to record the information of the item.

Here, a text box will appear, enabling the nomination processor to record the steps that were taken to correctly process the item.

Now, your physical submissions have been received and processed, and the operation of judging can begin.