13 Nov

vTools Voting v2.3.0 has been released – 30 Oct 2019

vTools.Voting version 2.3.0 has been released – 30 Oct 2019

The following enhancements are available:

  • Ballots –  When a member signs in to Voting, the home page will provide links to all active, open elections they have an online ballot for.  Once a member has voted, the home page will indicate the member has voted for each open election.
  • Write in option – Volunteers can create an online ballot where write-in is the only choice for positions when there are no candidates listed on the ballot.   The write-in option  must be explicitly selected since this option is not required in order to activate a ballot.  Once a ballot is activated, the write-in option will be available for entry of a candidate when members  vote.
  • Contact Staff form updated to correctly include the Voting URL.
  • Voter list validation was updated to ensure only member numbers are present in the voter list uploaded to a ballot.
05 Nov

Events v6.10 release – 13 November 2019

vTools Events v6.10   has been released on 13 Nov 2019

  • Enhanced OU selector – when creating/editing an event, HOST will show all organizational units based on the authorized user’s org roles by default.
    • Note: selection using a  list of all geographical organizational units will continue to be available in the ‘Browse‘ tab.
  • Enhanced Search  – a simplified search page includes the following new features
    • Organizational unit (OU)/HOST name in ‘Search Term’ option (i.e. ‘Boston Section’).
      • Results will include all events for the OU as well as the affiliated OUs (i.e. chapter/affinity group)
    • Society (i.e. “C016”) in ‘Organizational Unit ‘ option. Results will include all events for the society based on geographic OU.
    • New notations / icons are displayed in the results:
      • Registration – if registration is available.   Tool tip includes registration information (i.e. open dates, coming soon, external registration link)
      • Cancelled – for events that have been cancelled
      • Maximum registration – when an event’s registration has reached the maximum registrations
    • Register – if an event includes the registration icon, the user can simply click on the icon on the Search page to start the registration process
    • Date range –  three options are available: “Upcoming” (default), “Recent” and “All”
    • Results shown are increased to 50 per page
    • NOTE: search results are limited to three (3) years
    • NOTE: The old version of Search will continue to be available via link
  • New event category/ sub-category –  Humanitarian and sub-category of SIGHT or OTHER is available to assign to events.  
  • Email an event contact – emails sent using this link include the title and the hosting organization as part of the “Subject”.
  • Payment status information in registration download is now broken out into separate columns
  • Improved in system response time for region level volunteers

 

29 Jul

vTools.Voting version 2.2 has been released – 25 June 2019

vTools.Voting version 2.2 has been released – 25 June 2019

The following enhancements are available:

  • Voting emails will now be sent through the third party email vendor (Higher Logic) to the voters.
    • With this enhancement, email content in non-English will be maintained as Higher Logic supports multi-character languages.
  • Active Ballots – Volunteers will have a ‘Manage’ option where all options will be centrally located to allow them to monitor their live elections.
  • Ballot form includes notation as to what fields are required
  • Contact Staff option – users will have the ability to submit a contact form directly from vTools Voting. ReCAPTCHA is provided if the user is not authenticated.
  • Voting has been upgraded to the next Ruby on Rails version
17 Jan

vTools.Events version 6.7 has been released – 9 January 2019

On 09 January 2019, Events version 6.7 was released.

Events 6.7 introduces the following enhancement:

Upload  the organization’s member list to registration

  • @Event  (the on-site registration feature) now includes an option to upload a list of all members for the HOST/OU of the event
  • Once uploaded, volunteers can quickly check in members from the list with one click

Email registrants / attendees of an event

  • Volunteers are able to communicate with registrants for an event using eNotice
  • Send eNotice to Registrants is a new feature that utilizes the registrant list (saved for a single event only) to load the email addresses to a custom recipient list in eNotice.
    • Note:   All recipient lists are compliant with all member communication preferences and GDPR
  • After the event has ended, use Send eNotice to Registrants to reach out to all attendees (including anyone who registered on-site)
  • For more information on eNotice and Send eNotice to Registrations, click here.

Attachments – Events now supports  attachments.  Up to 10 MiB can be uploaded to an event.

Outlook and iCal is available on published view of an event,  in the registration confirmation and when eNotices are sent using Event content.

Registration button – Whenever an event includes registration, the published view will enable/disable the registration button based on the dates when registration opens and closes.

Search by organizational unit – the Home page includes a search by an organization.  The map is updated based on search results as well as ‘Recent Activity’ .

As with all of the vTools applications, upgrades to the next version of Ruby on Rails has been applied.

Please review the latest Events tutorials by clicking here
Questions, comments or suggestions can be emailed to mga-im@ieee.org

17 Jan

vTools.eNotice version 2.0.0 has been released – 9 January 2019

On 09 January 2019 eNotice version 2.0.0 was released.

eNotice 2.0.0 introduces the following enhancement:

eNotice has been updated with a new user interface.   It is fully responsive to mobile devices.

The updates include the following:

Manage eNotices

A dashboard provides up-to-the minute information on eNotices you’ve created as well as other officers who support your organizational unit.

The listing of eNotices includes options to:

  • Create eNotice – opens a blank eNotice form
  • Search by Subject or Recipient (Organizational Unit)
  • Status filters – apply filters to display eNotices based on status – Draft, Submitted, Pending, Canceled, Sent
  • Sort – display listing by Subject, Send by date, Reminder, Priority, Type (Express, Standard)
  • Manage – for a single eNotice  and access options: Preview, Edit, Duplicate, Contact Staff, Send Test eNotice
  • Create eNotice – opens a blank eNotice form

Manage a single eNotice
This page is where you will find all of the administrative options for a single eNotice.

  • Preview- presents a view of how the recipent will see the eNotice in their Inbox
  • Edit – opens saved eNotice
  • Duplicate – make a copy of the eNotice
  • Delete
  • Contact Staff – email will include a link to eNotice; email is: enotice-admins@ieee.org
  • Send Test eNotice – sends a copy to the signed in user;  provides an example of how your recipients will see your eNotice
  • Copy Message Source – copy message to clipboard

This page also includes:

    • Recipient information – the organizational unit / audience the eNotice will be sent to.

eNotice Express now supports attachments. Up to 10 MiB can be uploaded to an eNotice.

Send eNotice to Registrants

  • Using vTools.Events, you will be able to send an eNotice to the registrants as well as attendees saved for a single event.
  • This new feature utilizes the registrant list (saved for a single event) to load the email addresses to a custom recipient list in eNotice.

GDPR – In compliance with GDPR, every email address included in the custom recipient list will be validated to confirm the registrant has provided explicit consent to send emails to them from the local geo units and IEEE.   Only those who have provided explicit consent will be included in the custom recipient list and may receive eNotices.   Every eNotice includes a link to manage their consent preferences in the footer – for both IEEE members and those recipients on a custom recipient list as defined above.

NOTE:   This feature is only for a list of registrants and attendees that have been saved to a single event.  For more information on vTools.Events and Send eNotice to Registrants option, click here.

NOTE:  If consent has not been provided, the email address will be removed from the custom recipient list in eNotice.

NOTE: eNotice and Events does not support the manual upload of an email list at this time.

As with all of the vTools applications, upgrades to the next version of Ruby on Rails has been applied.

Please review the latest eNotice tutorials by clicking here
Questions, comments or suggestions can be emailed to mga-im@ieee.org

31 Aug

IEEE Upgrade on 5 September 2018

On Wednesday, 5 September IEEE is upgrading a number of Web sites and systems to bring you enhanced capabilities and an improved experience.

Starting Wednesday, 5 September from 07:00 PM EDT (23:00 UTC-04) to Wednesday, 5 September 10:00 p.m. EDT (02:00 UTC-4), the following functions will not be available: IEEE Shop, join and renew IEEE and IEEE societies, myIEEE, article purchasing on IEEE Xplore and some vTools applications. If you need assistance during this time, please direct your inquiry to the IEEE Support Center

Please note that due to this upgrade parts of the vTools will be inaccessible between Wednesday 5 September, starting at 7:00 p.m.(23:00 UTC-4) through 10:00 p.m. (02:00 UTC-4):

vTools.Events
– there will be no ability to validate member numbers for discounted price levels during registration

vTools.eNotice
– There will be no ability to create new or modify existing eNotices. There will be no ability to send express eNotices.
– There will be no ability to upload attachments

vTools.WebInABox
– there will be no ability to create new or modify existing sites
– “Officers” and “Other units” pages will not show any officer or unit data

vTools.Voting
– there will be no ability to create new or modify existing ballots
– voters should still be able to vote in open elections

vTools.OfficerReporting will not be available

WebEx will not be impacted

vTools.StudentBranchReporting will not be impacted

ReviewRoom will not be impacted

If you have any questions, please contact the vTools team at vtools@ieee.org