Overview
Objective
Upon completion of this KB the User will be able to Search, Add and Edit Users / Contacts records and print staff cards within Paradigm
Complexity:
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Assumptions
The User has the minimum required level to access the Contacts tab
The User has the permission / authority of the Institution to grant access to users / to use Paradigm
Key terms and concepts
Search Contact record field over view
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Status
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- Active
- Alumni
- Applied
- Archived
- Deceased
- Deleted
- Discontinued
- Inactive
- On Leave
- Prospective
- Suspended
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- First Name
- Last Name
- Status Id
- Last Modified Date
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- Contact
- Fellow
- Advisor
- Examiner
- College Member
- Postgraduate Board
- Executive
- Honoury Doctorate
- Undergraduate Board
- FAC Contact
- Ministry Studies Board
- HREC
- Manager
- Senior Academic
- Academic Staff
- Lecturer Casual
- Registrars Department
- Accounts Department
- Staff
- Board member
- Academic Board Member
- Advisory Committee Member
- Inquiry
- Supplier
- VIP
- Alumnus
- Concerts
- Parent / Guardian
- Contractor / Consultant
- Career Advisor
- Government
- Academic Board
- IT
- Mentor
- Supervisor
- Reception
- Library
- Assessment
- AVETMISS Contact
- Enrolment Message Contact
- Registrar
- HEIMS Contact
- Student
- Lecturer
- Admin
- Sales
- Course Coordinator
- WE Primary Supervisor
- WE Secondary Supervisor
- WE Coordinator
- Head of School
- TA / Tutor
- Receipter
- Newsletter Subscriber
Minimum required fields to create a contact record
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.
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Requirements
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Required Fields
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System
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- Given name
- Family name
- Contact Status
- Email
- Date of Birth (DOB)
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Operationally Viable
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- Assign contact role
- Update security group
- Home institution
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
Security group: Security group determines the level of access the user is 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.
All new contacts fields
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admin.
Minimum required fields to create a contact record
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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. |
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System required | Given name Family name Contact Status Home institution Email address
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Recommended | Assign contact role Update security group Date of Birth (DOB)
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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
Contact related fields
Field Name | Description |
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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 |
OrNon - Australian State - if the user lives in another 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
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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 | Employment Status | 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
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Academic Qualifications |
What is the Users List of Academic QualificationsA list of qualifications earned, bestowed or achieved by the Contact |
Highest Academic Qualification |
What is the Users Highest Academic Qualification Completed / ConferredThe highest academic qualification acheived by the Contact |
Studied at |
At which Institution / University was the award completed at | Completed | In which year was the award 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 |
What does the user havecurrently held by the Contact |
Current Role |
What is the Users Current Role / PositionThe role currently given to the ContactPosition |
Length of Service |
How long has the user been in the Current Role / Commencing dateLength of time that the Contact has been associated with their home institution |
Publication |
What does the user have / publishedwritten or assocaited to the Contact |
Professional Development |
What has the user under takenundertaken by the Contact |
Professional Activities |
What does user doContact |
Current Research Activity |
What is the Users current area of Research inThe research focus of the Contact |
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.
Please note: Depending on the individual users levels of access not all pages will be available or editable. If you have Full Admin level access 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 help desk.
System will automatically create a system user login each time 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 this 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 help desk to enable this feature.
Updating a Users 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 we ll as within the Users record. To do this a new user id will need to be created, enabled, provided a security level and password.
Workflow
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| title | 1. How to Search for a Contact / User |
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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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How to Create / Add a new Contact / User to Paradigm
When creating a new contact there are 6 parts to creating an operationally viable new contact record:
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| title | 2. How to Create / Add a new Contact / User to Paradigm |
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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
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- Given name
- Family name
- Contact Status
- Email
- Date of Birth (D.O.B.) – if unknown just typing any date
- Home Institution
- minimum required fields are (refer to the above table) Click on Save Contact Button.
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| title | 3. How to Maintain / Add a security group to a Contact / Users Record |
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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, allocate a password and press the save button. (The save button will only appear only when the password strength passes a satisfactory level.) Next select the appropriate security group to assign to the user, click on assign security to commit the change. Finally press the Enable User Login button. Removing a security group: In order to remove a security group, Load the contact, click on the 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 Users Password |
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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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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. (A template for the card must be established prior to this function being available. This can be requested via the Silverband Help
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| title | 6. Adding / Associating staff to scheduled units |
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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 / Users |
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As Staff from the |
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institution either leave or move to |
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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
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in the Side Menu Enter at least one of the following options in to the relevant search box:
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Name Surname Home Institution Status Contact
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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.
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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
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the Other Details section Click on
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option in the Side Menu Click on
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button Ensure that the Enable option within the Activate User login section appears as N which is short
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| title | 8. How to Edit a User / Contact Record |
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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 | 8. How to Add Scheduled units to a Contacts Dashboard |
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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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Further Reading
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Further Reading