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Upon completion of this KB the User will be able to Search, Add and Edit Users / Contacts records and print staff cards within Paradigm
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Workflow
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| title | Key Terms and Concepts |
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Security group: Security group determines the level of access the user is given in paradigm. By default, new accounts are given staff security group. For administrators and power users this value is normally set to full or flex admin. |
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Be advisedBE ADVISED Entering Date of Birth is part of triggering the system to create the user login. It does not matter if it is user's true date of birth. |
Required Fields | System Required |
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First Name | X |
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Last Name | X |
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Date of Birth | X |
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Home Institution Party Id | X |
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Status Id | X |
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Email Address | X |
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Although the above is the minimum required fields to create a record the additional fields can be completed and used for information for PIR, HEIMS Staff reporting or for the HR department. Staff ID cards can also be produced from |
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Paradigm When adding a contact the minimum required data to create a record: Field Name | Brief Overview |
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First name | The new Users First Name | Last Name | The new Users Family / Surname | Date of Birth | Primarily used for triggering a password reset for a specific contact. This does not need to be the contact's real date of birth. | Email Address | An email address is required for the system to send emails from and to using the communication module | Status | NOTE Marking a contact with the status of "Archived" will also prevent that login from being able to access the system. | Home Institution | | Note |
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BE ADVISED There is an optional site configuration that is disabled by default that limits the ability of a contact to only edit records that belong to the same institution as that contact’s Home Institution. This same logic is automatically triggered by default when a contact’s Home Institution is set to a provider with the role of AGENT. |
The primary provider with whom the contact is associated. A contact may only be associated with a single provider. |
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Title | A salutation, honorary title or social prefix given to an individual | Given Name | The new users given name | Family Name | The new users Family / Surname | Address Line 1 | Users Personal Address | Address Line 2 | Users Personal Address | Suburb | Users home suburb | Postcode | Users home postcode | State | Users home State | Country | Default is Australia | Phone | Users Home Phone number | Fax | Users Fax number | Work Phone | Users Work Phone Number | Mobile | Users Mobile Phone | Email | Email address is required to create a new User record as well as for using the Communication module within the system | DOB | Date of Birth | Area of Expertise | What is the Users Teaching area of expertise | Organisation | To which organisation(s) does the user belong | Home Institution | If the institution operates more than one institution out of the system at one time the user can be defaulted to be able to access data from their home institution | Status | Active Alumni Applied Archived Deceased Deleted Discontinued Inactive On Leave Prospective Suspended
| Notes | Any additional or required notes about the User | Picture | A Passport style photo can be added to the record in order produce Photo staff Id Card. | External Id | Used to store an unique ID assigned to the contact that is used in a 3rd party or external sysetm. | Employment Status | The current status of the Contact. The default list of options include: Casual Full Time Casual Part Time Permanent Full Time Permanent Part Time
| Academic Qualifications | A list of qualifications earned, bestowed or achieved by the Contact | Highest Academic Qualification | The highest academic qualification acheived by the Contact | Studied at | The name of the instition where the Contact earned their highest academic qualification or award | Completed | Year that a qualification was award to the Contact | Relevant Experience | The relevant experience currently held by the Contact | Current Role | The role currently given to the ContactPosition | Length of Service | Length of time that the Contact has been associated with their home institution | Publication | Publications written or assocaited to the Contact | Professional Development | Professional Development undertaken by the Contact | Professional Activities | Professional Activities undertaken by the Contact | Current Research Activity | The research focus of the Contact |
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Implications
When adding a new contact / User to Paradigm what type / level of access needs to be assessed. Different levels of access can edit / update and access varying amounts of the system from limited student data (Reception) right to Full admin / Registrar level access for full system access and Government reporting. The type of access given to a new user will depend on their position within the institution.
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| title | 1. How to Search for a Contact / User |
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How to for a Contact or User
Click on Contact tab in the side menu, Click on Search in the Side Menu Enter at least one of the following options in to the relevant search box: Given Name Surname Home Institution Status Contact Role
Click on the Search Contact button This will return a list of contacts that meet the searched criteria To filter the list of contacts, in the search box above the list of contacts, start typing the contacts's first or given name. When you see the record for the contact you are looking for, click on the contact role for that contact, highlighted in blue in the left column of that row.
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| title | 2. How to Create / Add a new Contact / User to Paradigm |
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| How to Create / Add a new Contact / How to or a New Contact or User to Paradigm
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| Be advised BE ADVISED Please ensure that the contact doesn't already exist prior to creating a new contact record |
Click on Contact tab in the side menu, Click on Add New in the side menu Enter the Required information - minimum required fields are (refer to the above table) Click on Save Contact Button. Once Save the new contact record, go to Contacts > Login. Refer to the next workflow on how to add a Security group to a contact.
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expanda contact.
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| title | 3. How to Maintain / Add a Security Group to a Contact / Users Record |
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| How to Maintain / Add a security group How to or a Security Group to a Contact | / or Users Record
Once the contact is created, Paradigm will show a success message on the top of the page showing the user account has been created successfully. Adding Roles to the contact record: Roles within the system are allocated to the contacts record, these will allow for a contact to be assigned tasks or roles within the system e.g. Teacher, Lecturer, administrator, Order clerk, request taker, registrar, HEIMS contact, mentor. These roles do not determine the access level for the contact. Adding a security group: Once the contact has been loaded, click on Login in the side menu. A user name is allocated automatically by the system if a user name has not already been allocated. If a password has not yet been set, allocate a password and press the Save button. (The Save button will only appear only when the password strength meets or exceeds a satisfactory level.) A user login can only belong to one security group at a time, so if a security group has already been assigned, follow the steps at point #4 below to remove the existing security group, and then continue here to assign the new security group. Choose the appropriate security group to assign to the user, click on the Assign Security button to save the change. Finally click the Enable User Login button. Removing a security group: A login record can only have one security group associated with it. In order to remove a security group, load the contact, click on Login in the side menu, click on the Remove Security button next to the security group to be removed. The system will prompt user to whether to delete the selected items. Click OK to make the change. Disable a user account: Load the contact, click on the Login in the side menu, Click on the Disable User button. This will disable the users login for the system.
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| title | 4. How to Add / Reset a User Password |
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| How to Add / Reset a Users How to or a User Password
Click on Contact tab in the side menu, Click on Search in the Side Menu Enter at least one of the following options in to the relevant search box: Given Name Surname Home Institution Status Contact Role
Click on the Search Contact button To filter the list of contacts, in the search box above the list of contacts, start typing the contacts's first or given name. This will return a list of contacts that meet the searched criteria When you see the record for the contact you are looking for, click on the contact role for that contact, highlighted in blue in the left column of that row Click on Login option in the side menu. Enter in the new password into the Change Password section. The Update User Password button will not appear until the password strength indicator is satisfactory. When is does click the Update password button Open a different browser, copy and paste the login ID for the user account that has just been created to the username filed, click on “forgot password?” to trigger the system to send an email to the with the email address registered in Paradigm to change the password.
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| title | 5. How to Print Staff Cards |
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Please note:.
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| title | 5. How to Print Staff Cards |
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| title | 6. Adding / Associating staff to scheduled units How to Staff Cards
NOTE A template for the card must be established prior to this function being available. This can be requested via the Silverband Help desk. Click on Contact tab in the side menu, Click on Search in the Side Menu Enter at least one of the following options in to the relevant search box: Given Name Surname Home Institution Status Contact Role
Click on the Search Contact button To filter the list of contacts, in the search box above the list of contacts, start typing the contacts's first or given name. This will return a list of contacts that meet the searched criteria When you see the record for the contact you are looking for, click on the contact role for that contact, highlighted in blue in the left column of that row Scroll Down to Edit Contact details section Click the Print Staff card button.
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Staff card button.
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| title | 6. How to Add or Associate Staff to Scheduled Units |
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How to or | Status |
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| colour | Green |
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| title | associate |
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Staff to Scheduled Units
Click on Contact tab in the side menu. Click on Search in the Side Menu. Enter at least one of the following options in to the relevant search box: Given Name Surname Home Institution Status Contact Role
Click on the Search Contact button. To filter the list of contacts, in the search box above the list of contacts, start typing the contacts's first or given name. This will return a list of contacts that meet the searched criteria When you see the record for the contact you are looking for, click on the contact role for that contact, highlighted in blue in the left column of that row. Scroll Down to Edit Contact details section Scroll down to the Add contacts Role for Scheduled Units section. To search for a Scheduled Unit enter at least one of the following options in to the relevant search box: Unit Code Unit Name Unit Provider Unit Keywords Unit status
Click on the Search Scheduled Unit Button. This will return a list of units that meet the searched criteria Click on the Select the role drop box on the right hand side of the required unit. Click on the required option. When selecting a role the tick box will automatically be selected. Multiple units can be added at the same time. Click the Add Role to Schedule Units button to complete the process. Note: The Class Lists / Rolls for selected units will now appear on the contacts dashboard for easy access. The contact will also appear in the Scheduled Unit screen as the assigned role within each unit.
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| title | 7. How to Remove / Suspend Access for Contact / Suspend Access for Contact / Users |
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How to or Access for Contacts or Users
As Staff from the institution either leave or move to different position access many need to be removed or suspended. it is important that only staff who require access to paradigm have access to it to ensure compliance with Privacy Policies Click on Contact tab in the side menu, Click on Search in the Side Menu Enter at least one of the following options in to the relevant search box: Given Name Surname Home Institution Status Contact Role
Click on the Search Contact button To filter the list of contacts, in the search box above the list of contacts, start typing the contacts's first or given name. This will return a list of contacts that meet the searched criteria When you see the record for the contact you are looking for, click on the contact role for that contact, highlighted in blue in the left column of that row Scroll Down to the Other Details section Click on the Status drop box Select Archived Click the Save Contact Button Click on the Login option in the Side Menu Click on the Disable User Login button Ensure that the Enable option within the Activate User login section appears as N which is short for No
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| title | 8. How to Edit a User / Contact Record |
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How to a User or Contact Record
Click on Contact tab in the side menu, Click on Search in the Side Menu Enter at least one of the following options in to the relevant search box: Given Name Surname Home Institution Status Contact Role
Click on the Search Contact button To filter the list of contacts, in the search box above the list of contacts, start typing the contacts's first or given name. This will return a list of contacts that meet the searched criteria To reduce the returned options start typing the name of the unit into this box. The returned results will reduce to match the criteria. When you see the record for the contact you are looking for, click on the contact role for that contact, highlighted in blue in the left column of that row. Update the Required Fields / information Click on the Save Contact button.
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| title | 9. How to Add Scheduled Units to a Contact's Dashboard |
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| 8 How to | Add Scheduled units Scheduled Units to a | Contacts
Click on Contact tab in the side menu. Click on Search in the Side Menu. Enter at least one of the following options in to the relevant search box: Given Name Surname Home Institution Status Contact Role
Click on the Search Contact button. To filter the list of contacts, in the search box above the list of contacts, start typing the contacts's first or given name. This will return a list of contacts that meet the searched criteria When you see the record for the contact you are looking for, click on the contact role for that contact, highlighted in blue in the left column of that row. Scroll Down to Edit Contact details section Scroll down to the Add contacts Role for Scheduled Units section. To search for a Scheduled Unit enter at least one of the following options in to the relevant search box: Unit Code Unit Name Unit Provider Unit Keywords Unit status
Click on the Search Scheduled Unit Button. This will return a list of units that meet the searched criteria Click on the Select the role drop box on the right hand side of the required unit. Click on the required option. When selecting a role the tick box will automatically be selected. Multiple units can be added at the same time. Click the Add Role to Schedule Units button to complete the process.
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| title | 10. How to Add a Photo to a Contact Staff Record |
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| How to a | photo | contact staff record| Info |
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Please note:
NOTE This method assumes that you have already taken the photo and it is stored in your computer, has been edited and is in a JPEG format. Click on Contact tab in the side menu. Click on Search in the Side Menu. Enter at least one of the following options in to the relevant search box: Given Name Surname Home Institution Status Contact Role
Click on the Search Contact button. To filter the list of contacts, in the search box above the list of contacts, start typing the contacts's first or given name. This will return a list of contacts that meet the searched criteria When you see the record for the contact you are looking for, click on the contact role for that contact, highlighted in blue in the left column of that row. Scroll Down to Other Details section Locate the picture file and click on the Choose file button Navigate to where the photo is stored and click the Open button. Click the Save Contact button
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| title | 11. How to Add Roles to a Contact Record. |
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| How to Roles to a Contact | record.
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Roles are different to permission levels. Roles are jobs the user does within the institution. Certain roles will add the contacts names to lists. |
Click on Contact tab in the side menu. Click on Search in the Side Menu. Enter at least one of the following options in to the relevant search box: Given Name Surname Home Institution Status Contact Role
Click on the Search Contact button. To filter the list of contacts, in the search box above the list of contacts, start typing the contacts's first or given name. This will return a list of contacts that meet the searched criteria When you see the record for the contact you are looking for, click on the contact role for that contact, highlighted in blue in the left column of that row. Scroll down to the Assigned Roles for Contacts section. Click on the drop box ans select the required role. Click on the Assign Role button. To add additional roles select the required role drop box and click the Assign role button. Repeat as many time as required.
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| title | 12. How to Add or Edit Attachment for a Contact Record |
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| How to | Add or Edit or Attachment for a Contact Record
Load the contact record or refer to the section above "How To Search for a Contact / User record". Once the contact record has been loaded, scroll to the bottom of the page Click the Add File Attachment button Click on the Purpose drop box and choose the option that represents the purpose of this attachment. In the Name field, type in the name that we will use to refer to this attachment, such as Signature when the attachment and other details relate to an authorised signature that will appear on the templates. The Description field could contain for example, the name of the current Registrar or Dean and that name will appear on the templates. Immediately on the next line in the Description field under the name, add the official position title of the person whose signature will appear on the templates. If the position title is not needed on the templates, it does not have to be included here. The Status field should be set as Published. The Permission Level field should be set to the lowest permission level that is to be allowed access to read or open the file, such as Staff. It is recommended not to set it to the Student level for security reasons. It is not necessary to upload an image file in the file attachment record, but if the file contains an image of the signature of the person who represents the provider, and the image should be set to have a transparent background. The transparent background allows for the signature to appear on the template without obscuring any background image that also printed. Click the Browse button and select the file from your local computer that contains the image. When the details above have been completed, click the Save File Attachment button. Once these details have been added, you are then able to update these details as you please, and the new details will be immediately updated across all report and letter templates that are currently configured to use them.
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Overview | Assumptions | Key Terms and Concepts | Implications | Workflow | Video | Related Pages | Further Reading
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