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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| 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. 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 the 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 statusform Contact Related Fields |
Field Name | Description |
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Title | A COVID Vaccination Status TrackingAdditional fields have been added to support providers with government mandated requirements to track details regarding COVID vaccination status.
These fields are available on the EDIT CONTACT DETAILS screen.
The fields have also been added to the Contact Details base report within Report Builder:
Note that these new fields have been deployed hidden and will need to be set to visible by editing the following form fields, see Making a Form Field Visible in Paradigm:
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| colour | Green |
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| title | New field added |
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Contact PronounsThis field is available on the EDIT CONTACT DETAILS screen.
This new field has been deployed hidden. To use this field set the following form field to visible, see Making a Form Field Visible in Paradigm:
To customise the Code Item, search for the PERSON_PRONOUN Code Type, see Search, Add and Edit Code Item in Paradigm.
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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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| colour | Green |
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| title | New fields added |
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Tracking AQF Qualification LevelsTwo new fields have been added to the contact screen for tracking the AQF level of a contact's academic qualification.
AQF Level
AQF Equivalent Level
Image AddedThe new fields have also been added to the Report Builder base report: Contact Details
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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 or user to Paradigm – what type or level of access needs to be assessed. Different levels of access can edit or update and access varying amounts of information in 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 | 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 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). Click the SAVE CONTACT button. 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 How to | Status |
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| colour | Purple |
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| title | maintain |
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or a Security Group to a Contact or User's Record for the instructions.back to top |
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| title | 4. How to Add / Reset a User Password |
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How to or a User Password
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 CHANGE PASSWORD Form section, 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. How to trigger the system to send a Paradigm Login Credentials
Open a different browser with the Paradigm Login page, click the “Forgot password?” link. This will trigger the system to send an email to the user with the email address registered in Paradigm with their login credentials. NOTE: A username is allocated automatically by the system, unless otherwise specified.  After clicking the “Forgot password?” link, a new window will appear (as shown in the screenshot below) Copy the Username to the User Login Id/Student Number field and enter the Date of Birth of the user, as entered in the user or contact details record (use the format: dd/mm/yyyy). Click the RESET USER PASSWORD button. This will trigger the system to send an email to the user with their Paradigm Login credentials (Username and Password). back to top |
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