This knowledge article will provide a comprehensive list and description of all the minimum, optional, and related fields required to create a new contact record in Paradigm. This will also provide the workflows on how to search, add, and edit the contact’s information, and all other related how-to guides in maintaining a contact record in the system.
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| title | Key Terms and Concepts |
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NOTE
Depending on the individual user's levels of access, not all pages will be available or editable. If you have Full Admin access level and the pages still isn't visible, it maybe either not being used at your institution, or have been hidden. For more information contact the Silverband Support Team.
System will automatically create a system user login each time a new contact is created. If the contact record is not an active system user, then their login should be set to disabled.
This part of the system is not a replacement of the HR application, data entered here may be visible to different types of users. It is therefore not recommended to store sensitive data in the system.
There is an option to limit users from accessing and/or editing student related record with a different institution to the one specified against that user. By default, this setting is not enabled. A request can be made via Silverband Support Team to enable this feature.
Updating a contact’s name (due to change of name, marriage, divorce, etc.) will not automatically update their user login credentials, this will to be edited in the Contacts Login screen as well as within the user’s record. To do this, a new User Id will need to be created, enabled, and provided a security level and password.
Workflow
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| title | 1. How to Search for a Contact / User 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. Minimum Required Fields to Create a Contact Record| Note |
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BE 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. |
When adding a contact the minimum required data to create a record: |
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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 Paradigm.
Adding a New Contact Form FieldsField Name | Brief Overview |
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First Name | The new user’s First Name |
Last Name | The new user’s 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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Contact Related FieldsField Name | Description |
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Title | A salutation, honorary title, or social prefix given to an individual |
Given Name | The new user's Given Name |
Family Name | The new user's Family / Surname |
Address Line 1 | User's Personal Address |
Address Line 2 | User's Personal Address |
Suburb | User's Home Suburb |
Postcode | User's Home Postcode |
State | User's Home State |
Country | Default is Australia |
Phone | User's Home Phone Number |
Fax | User's Fax Number |
Work Phone | User's Work Phone Number |
Mobile | User's 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 user’s 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
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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 a unique ID assigned to the contact that is used in a 3rd party or external system. |
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
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Academic Qualifications | A list of qualifications earned, bestowed or achieved by the Contact. |
Highest Academic Qualification | The highest academic qualification achieved by the Contact. |
Studied at | The name of the institution where the Contact earned their highest academic qualification or award. |
Completed | Year that a qualification was awarded to the Contact. |
Relevant Experience | The relevant experience currently held by the Contact. |
Current Role | The role currently given to the Contact. |
Length of Service | Length of time that the Contact has been associated with their Home Institution. |
Publication | Publications written or associated 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
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INFO
A contact is a non-student user who may or may not have an account to directly access Paradigm. Examples of contacts include administration staff, lecturers, teachers etc.
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.
The table below are the types of Access Levels or Security Groups in Paradigm. | Security Level | Description |
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| 1 | Public | What a user may see without logging into Paradigm. Mostly used for login screens and the online application portal. | | 2 | Applicant | A prospective student who is interacting with Paradigm via the application portal. | | 3 | Student | A student user with mostly read-only access but has the ability to update their address details, register for units, generate a limited set of letter reports , and view other records made available to them by the Institution. | | 4 | Reception | The lowest security group with almost exclusively read-only access to a limited set of student related information. | | 5 | Tutor | An appropriate level of access for a part time or casual teaching staff who needs to look up student details, enter attendance, record assessment marks, or make notes against a student. | | 6 | Staff | NOTE: Default security group assigned by the system to newly created Contact logins. A general level of access with a moderate degree of edit access to student related information and records. | | 7 | Student Services | Intended for users who require the functionality of a staff member together with the ability to record, e.g. advisor / examiner / reviewer | | 8 | Student Admin | An alternative profile based on the flex admin security group. | | 9 | Flex Admin (also known as part time registrar) | Similar scope of access as Full Admin but lacking access to the System and Accounting menus, and the ability to edit published grades or bulk generate invoices. | | 10 | Accounting | An appropriate role for an accounts receivable role that is focused on maintaining financial records including invoices and payments within Paradigm. | | 11 | Marketing | This security group has a wide scope of access including student records, agents, invoices and payment related records. | | 12 | Full Admin | The standard security group given to power users with the ability to view, edit, and the one who has full control to almost everything within the system. | | 13 | HR Admin | | Note |
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BE ADVISED: Not normally used. |
Intended for institutions who want to record sensitive HR related information within Paradigm for the purposes of staff reporting. | | 14 | System Admin | | Note |
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BE ADVISED: Not normally used. |
Intended for institutions who require a higher form of Full Admin with full system permissions in order to limit the typical scope of Full Admin access. |
Minimum Required Fields to Create a Contact Record| Note |
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BE 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. |
When adding a contact the minimum required data to create a record: 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 Paradigm. Adding a New Contact Form FieldsField Name | Brief Overview |
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First Name | The new user’s First Name | Last Name | The new user’s 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. |
back to top Contact Related FieldsField Name | Description |
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Title | A salutation, honorary title, or social prefix given to an individual | Given Name | The new user's Given Name | Family Name | The new user's Family / Surname | Address Line 1 | User's Personal Address | Address Line 2 | User's Personal Address | Suburb | User's Home Suburb | Postcode | User's Home Postcode | State | User's Home State | Country | Default is Australia | Phone | User's Home Phone Number | Fax | User's Fax Number | Work Phone | User's Work Phone Number | Mobile | User's 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 user’s 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 a unique ID assigned to the contact that is used in a 3rd party or external system. | 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 achieved by the Contact. | Studied at | The name of the institution where the Contact earned their highest academic qualification or award. | Completed | Year that a qualification was awarded to the Contact. | Relevant Experience | The relevant experience currently held by the Contact. | Current Role | The role currently given to the Contact. | Length of Service | Length of time that the Contact has been associated with their Home Institution. | Publication | Publications written or associated 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
| Info |
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INFO A contact is a non-student user who may or may not have an account to directly access Paradigm. Examples of contacts include administration staff, lecturers, teachers etc. 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. |
NOTE
Depending on the individual user's levels of access, not all pages will be available or editable. If you have Full Admin access level and the pages still isn't visible, it maybe either not being used at your institution, or have been hidden. For more information contact the Silverband Support Team.
System will automatically create a system user login each time a new contact is created. If the contact record is not an active system user, then their login should be set to disabled.
This part of the system is not a replacement of the HR application, data entered here may be visible to different types of users. It is therefore not recommended to store sensitive data in the system.
There is an option to limit users from accessing and/or editing student related record with a different institution to the one specified against that user. By default, this setting is not enabled. A request can be made via Silverband Support Team to enable this feature.
Updating a contact’s name (due to change of name, marriage, divorce, etc.) will not automatically update their user login credentials, this will to be edited in the Contacts Login screen as well as within the user’s record. To do this, a new User Id will need to be created, enabled, and provided a security level and password.
Workflow
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| title | 1. How to Search for a Contact / User |
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How to for a Contact or User
, Choose Contacts > Search menus on the side. Enter at least one of the following options in to the relevant search box: Given Name, Surname, Home Institution, Status, Contact Role. Click the SEARCH CONTACT button. Image Added After clicking the SEARCH CONTACT button, it will return a list of contacts that meet your searched criteria. To filter the list of contacts, in the 🔍Filter box above the list of contacts, start typing the contact’s First or Given name.  Image Added When you see the record for the contact you are looking for, click the contact role for that contact, highlighted in blue in the left column under the Role Id row. This will load the contact’s edit details page. Image Addedback to top |
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| title | 2. How to Create / Add a new Contact / User to Paradigm |
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How to or a New Contact or User to Paradigm
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BE ADVISED: Please ensure that the contact doesn't already exist prior to creating a new contact record. It should not give you a result when you do a search of the new contact information to be added. Refer to the workflow How to for a Contact or User above. |
, , Choose Contacts > Add New menus on the side. Enter the required information - minimum required fields are (refer to the form fields table above under the Key Terms and Concepts section, or you can refer to the highlighted in RED fields in the screenshot below). Choose Contacts > Search menus on the side. Click the SAVE CONTACT button. Image Added Enter at least one of the following options in to the relevant search box: Given Name, Surname, Home Institution, Status, Contact Role. After clicking the SAVE CONTACT button, the contact information has now been added to the system. The next thing to do is to add a security group or access level to which you would want that contact to belong, depending on his/her role in your business or institution. Refer to the next workflow Click the SEARCH CONTACT buttonImage Removed How to After clicking the SEARCH CONTACT button, it will return a list of contacts that meet your searched criteria. To filter the list of contacts, in the 🔍Filter box above the list of contacts, start typing the contact’s First or Given name. Image Removed or When you see the record for the contact you are looking for, click the contact role for that contact, highlighted in blue in the left column under the Role Id row. This will load the contact’s edit details page.Image Removed a Security Group to a Contact or Users Record to do this.back to top |
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| title | 23. How to Create Maintain / Add a Security Group to a new Contact / User to Paradigm's Record |
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02 How to Greencreate or a New Security Group to a Contact or User to Paradigm| Note |
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BE ADVISED: Please ensure that the contact doesn't already exist prior to 's Record
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INFO: After creating a new contact record . It should not give you a result when you do a search of the new contact information to be added. Refer to the in Paradigm (from workflow How to for a Contact or User above. |
1, | 2 | Choose Contacts > Add New menus on the side| a New Contact or User to Paradigm), it is now time to add roles and security group to the new contact. Refer to the instructions below. |
Green Enter the required information - minimum required fields are (refer to the form fields table above under the Key Terms and Concepts section, or you can refer to the highlighted in RED fields in the screenshot below).4 | Click the SAVE CONTACT button.Image Removed or 5 | After clicking the SAVE CONTACT button, the contact information has now been added to the system. The next thing to do is to add a security group or access level to which you would want that contact to belong, depending on his/her role in your business or institution. Refer to the next workflow 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. Note that these roles do not determine the access level for the contact.
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How to , | Status |
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| title | maintain |
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or With the newly created contact record loaded in the system, choose Contacts > Edit Details > Roles menus on the side. a Security Group to a Contact or Users Record to do this.back to top
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| title | 3. How to Maintain / Add a Security Group to a Contact / User's Record |
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| How to Click the drop-down list to select the role you want to assign for that contact record. After selecting a role, click the ASSIGN ROLE button. The new role that you’ve just added will now show on the ASSIGNED ROLES FOR CONTACT Form section above. To add more roles, repeat steps Purplemaintain or and | add | a Security Group to a Contact or User's Record| Info |
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INFO: After creating a new contact record in Paradigm (from workflow .To delete, all you need to do is click the DELETE button (bin icon, as shown in the screenshot below) on the right of the role.
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02. | How to or create | or a New Contact or User to Paradigm), it is now time to add roles and security group to the new contact. Refer to the instructions below. or Roles to the Contact RecordRoles 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. Note that these roles do not determine the access level for the contact Security Group to the Contact Record
NOTE: 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
Removing a Security Group below to remove the existing security group, and then continue here to assign the new security group.To add more roles, repeat steps
and Click the ASSIGN SECURITY button.
Image Added.To delete, all you need to do is click the DELETE button (bin icon, as shown in the screenshot below) on the right of the role.
Image Removed After clicking the ASSIGN SECURITY button, the selected role will now show in the ASSIGNED SECURITY FOR USER LOGIN Form section, and just below this section, is the ACTIVATE USER LOGIN Form section, to enable the user’s login, click the ENABLE USER LOGIN button. This should put a Y on the Enabled field and the date to when you’ve enabled the user login.
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or Security Group to the Contact RecordNOTE: 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 or a Security Group or Access Level to the Contact Record
A login record can only have one security group associated with it. To remove, delete, or change the security group or level that you want your contact to belong or to be disassociated from, follow the instructions below:
Load the contact’s record. Refer to the workflow above 3.3 | Removing a Security Group below to remove the existing security group, and then continue here to assign the new security group How to for a Contact or User: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985085/Contacts+-+Search+Add+and+Edit#01.-How-to-search-for-a-Contact-or-User., With the newly created contact contact’s record loaded in the system, choose go to Contacts > Login menus on the side. In the ASSIGNED SECURITY FOR USER LOGIN Form section, click the REMOVE SECURITY button.
Image Added Click the drop-down list to select the permission level you want to assign for that contact record. After clicking the REMOVE SECURITY button, a pop-up window on top of the page will ask you to confirm the removal of the security group, click OK to proceed.
Image AddedNOTE: With the current security group of the user removed, if you want to change it or add another level or type of security group for that user, follow the above workflow
4 | Click the ASSIGN SECURITY button.Image RemovedImage Removed5 | After clicking the ASSIGN SECURITY button, the selected role will now show in the ASSIGNED SECURITY FOR USER LOGIN Form section, and just below this section, is the ACTIVATE USER LOGIN Form section, to enable the user’s login, click the ENABLE USER LOGIN button. This should put a Y on the Enabled field and the date to when you’ve enabled the user login. Security Group to the Contact Record. back to top
3remove | or a Security Group or Access Level to the Contact RecordA login record can only have one security group associated with it. To remove, delete, or change the security group or level that you want your contact to belong or to be disassociated from, follow the instructions below: a User Login
This will disable the user from logging into Paradigm.
Load the contact’s record. Refer to the workflow above How to for a Contact or User: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985085/Contacts+-+Search+Add+and+Edit#01.-How-to-search-for-a-Contact-or-User. With the contact’s record loaded in the system, go to Contacts > Login menus on the side. In the ASSIGNED SECURITY FOR USER LOGIN Form section, click the REMOVE SECURITY button.Image Removed After clicking the REMOVE SECURITY button, a pop-up window on top of the page will ask you to confirm the removal of the security group, click OK to proceed.Image RemovedNOTE: With the current security group of the user removed, if you want to change it or add another level or type of security group for that user, follow the above workflow or , go to Contacts > Login menus on the side.
In the ACTIVATE USER LOGIN Form section, click the DISABLE USER LOGIN button. This will give you a SUCCESS message as shown in the (green bar) screenshot below, and the Enabled field is set to N with the last updated date.
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| title | 4. How to Add / Reset a User Password |
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| How to | assign | Security Group to the Contact Record.back to top
colour | or Yellow |
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| title | 3.4 |
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disable a User LoginThis will disable the user from logging into Paradigm.
Load the contact’s record. Refer to the workflow above How to for a Contact or User: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985085/Contacts+-+Search+Add+and+Edit#01.-How-to-search-for-a-Contact-or-User. With the contact’s record loaded in the system, go to Contacts > Login menus on the side. In the ACTIVATE USER LOGIN CHANGE PASSWORD Form section, click the DISABLE USER LOGIN button. This will give you a SUCCESS message as shown in the (green bar) screenshot below, and the Enabled field is set to N with the last updated date.Image Removedback to top
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| title | 4. How to Add / Reset a User Password |
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| How to enter a new password in the New Password field and verify it in the New Password Verify field. The UPDATE USER PASSWORD button will not appear until the password strength indicator is satisfactory. When it does click the button. Image Added or a User Password | add | Open a different browser, copy and paste the User Login Id for the user account that has just been created to the Username field, click the “Forgot password?” link to trigger the system to send an email to the user with the email address registered in Paradigm to change the 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 contact’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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