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Overview

The Contacts Login menu in Paradigm will let you assign different access levels to a contact in your business or institution, depending on how you want that user to use or access the different areas of the system. This knowledge article will describe all the access levels possible in Paradigm, as well as the workflows on how you can assign a contact’s login credentials, update, edit, and disable logins.

Complexity:

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Navigation

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Overview|Workflow|Video

Workflow

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Expand
titleAssumptions

Assumptions

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  • You have the minimum required level to access the Contacts

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  • menu;

  • You have the permission / authority of the Institution to grant access to users / to use Paradigm;

  • You understand that Contacts / Users are staff or associates of the institution not students

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  • ;

  • You have sufficient information to know what security group to assign for new users; and

  • The Institution has already validated that each security group has access to what it requires and nothing more

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That the User has sufficient information to know what security group to assign for new users

Key terms and concepts

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Be advised

  • .

Expand
titleKey Terms and Concepts

Key Terms and Concepts

Note

BE ADVISED: A user may only be assigned to a single (1) security group.

Warning

Warning

WARNING: A user may only assign a security group that is equal to or less than the one they currently hold. This is to avoid the potential for

...

privilege escalation in user account access.

The table below outlines the security groups that may be assigned to a user via the Paradigm user interface. The permissions are ordered based on scope of access from least to greatest.

Types of Access Levels or Security Groups in Paradigm

Security Level

Description

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

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made available to them by the Institution.

4

Reception

The lowest

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security group with almost exclusively read-only access to a

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limited set of student related information.

5

Tutor

An

...

Note

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

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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

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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

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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

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Full Admin

The standard security group given to power users with the ability to view, edit

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, and the one who has full control to almost everything within the system.

13

HR Admin

Note

Be advised

BE ADVISED: Not normally used.

Intended for

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institutions who want to record sensitive HR related information within Paradigm for the purposes of staff reporting.

14

System Admin

Note

Be advised

BE ADVISED: Not normally used.

Intended for institutions who require a higher form of

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Full Admin with full system permissions in order to limit the typical scope of

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Full Admin access.

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Implications

Note

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BE ADVISED

A user may only be assigned to a single (1) security group.

Warning

WARNING

A user may only assign a security group that is equal to or less than the one they currently hold. This is to avoid the potential for privilege escalation in user account access.

NOTE

Different security levels will be granted to a user – to have different levels of access to the system. A suitable level needs to be granted to a user to give sufficient access.

This may be

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read-only e.g. Student Level or

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Reception Level Access;

Editing rights e.g. Staff

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Level Access;

Administration level e.g. Flex Admin or Full Access e.g. Full Admin

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; and

Some access levels will restrict

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some sections of the system that can be viewed e.g. Accounting or Human

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Resources.

Workflow

  • Click on Contact tab in the side menu.

    • Click on Search in the side menu.
    Expand
    title1. How to create Create a User / Contact Login Credentials

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    How to
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    a User or Contact Login Credentials

    NOTE: If the contact record is already loaded, proceed to the

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    instructions, else start with
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    .

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    Load the Contact’s Record

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    ,
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    Choose Contacts > Search menus on the side.

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    Enter at least one of the following options

    in to

    into the relevant search box:

     

    Given

    Name 

    Name, Surname

    , Home Institution

  • Status

  • Contact Role 

  • Click on the Search Contact button

    • , Status, Contact Role.

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    Click the SEARCH CONTACT button.

    Image Added

     

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    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

    search

    🔍Filter box above the list of contacts, start typing the

    contacts's first or given

    contact’s First or Given name. 

    Image Added

     

  • 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.

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    When you see the record

    for

    of the contact that you are looking for, click

    on

    the

    contact

    contact’s role

    for that contact

    , highlighted in blue in the left column

    of that row.

  • Click on the Login option in the side menu.

    • under the Role Id heading. This will load the contact’s edit details page.

    Image Added

     

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    titlestep 2
    Create a User or Contact’s Login Credentials

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    ,
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    With the contact’s record loaded in the system, go to Contacts > Login menus on the side.

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    With the contact’s record loaded in the system, go to Contacts > Login menus on the side. This will load the login page, go to the CREATE NEW USER LOGIN Form section. The new contacts user name will be automatically generated in the User Login Id field based on the details added to the contact record.

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    Enter a new password for the user. The password policy requires all of the parameters below and the save button will not appear until all requirements have been met.

    1. A minimum of 8 Characters

    2. A combination of upper and lowercase letters

    3. At least 1 number

    Click the Enable User Login Button

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  • Click the Save User Login Button

  • From the Assigned Security for user Login section select the requires access level for the new user

  • Click the Assign Security Button

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    Click the SAVE USER LOGIN button.

    Image Added

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    titlestep 3
    Add or Assign a Security Group to the Contact’s Record and Enable the Contact’s Login

    Refer to the instructions on this link: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985085/Contacts+-+Search+Add+and+Edit#3.2-Add-or-Assign-a-Security-Group-to-the-Contact-Record.

    back to top

  • Click on Contact tab in the side menu.

  • Click on Search in the side menu.

    • 3. How to edit the reset user login password email template
    Expand
    title2. How to update Update a User / Contact Password
    title

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    How to
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    a User or Contact Password

    NOTE: If the contact record is already loaded, proceed to the

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    instructions, else start with
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    .

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    titlestep 1
    Load the Contact’s Record

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    ,
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    Choose Contacts > Search menus on the side.

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    title3
    Enter at least one of the following options

    in to

    into the relevant search box:

     

    Given

    Name 

    Name, Surname

    , Home Institution

  • Status

  • Contact Role 

  • Click on the Search Contact button

    • This

    , Status, Contact Role.

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    title4
    Click the SEARCH CONTACT button.

    Image Added

     

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    After clicking the SEARCH CONTACT button, it will return a list of contacts that meet

    the

    your searched criteria

    . To filter the list of contacts, in the

    search box 

    🔍Filter box above the list of contacts, start typing the

    contacts's first or given

    contact’s First or Given name. 

    Image Added

     

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    title6
    When you see the record

    for

    of the contact that you are looking for, click

    on

    the

    contact

    contact’s role

    for that contact

    , highlighted in blue in the left column

    of that row.

  • Click on the Login option in the side menu.

  • Scroll down to the Change Password Section

  • Create a new password for the user. The password policy requires all of the parameters below and the save button will not appear until all requirements have been met.

    • A minimum of 8 Characters

    • A combination of upper and lowercase letters

    • At least 1 number

  • Click the Update User Password button.

    • Expand

    under the Role Id heading. This will load the contact’s edit details page.

    Image Added

     

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    titlestep 2
    Update the Contact’s Password

    Follow steps

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    -
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    of the instructions of this link: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985085/Contacts+-+Search+Add+and+Edit#04.-How-to-add-or-reset-a-User-Password.

    back to top

    Expand
    title3. How to Edit the Reset User Login Password Email Template

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    title3.
    How to
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    titleedit
    the Reset User Login Password Email Template

    The password reset template is largely composed of two label text fields:

    1. reset_user_login_password_emailHtmlHeader

    2. reset_user_login_password_emailHtmlFooter

    Here is the direct links for your information:

    Code Block
    https://{host}.edu.net.au/label_edit.php?labelId=reset_user_login_password_emailHtmlHeader

https://{host}.edu.net.au/label_edit.php?labelId=reset_user_login_password_emailHtmlFooter

    For users who can read HTML, the email template code looks like the following:

    Code Block
    <html><body>Dear {student_firstName}{contact_firstName},<br><br>{label:get_tpl_label_text_long reset_user_login_password_emailHtmlHeader} <b>Username:</b>{optional:show_form_field reset_user_login_password_email_userLoginId} {user_login_userLoginId} <b>or:</b> {/optional} {user_login_email} <br> <b>Password:</b> {user_login_newPassword}<br>{label:get_tpl_label_text_long reset_user_login_password_emailHtmlFooter}</body></html>

    back to top

    ...

    Expand
    title4. How to Disable a User Contact Login and User Record

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    title4.
    How to
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    titledisable
    a User Contact Login and User Record

  • Click on Contact tab in the side menu.

  • Click on Search in the side menu.

    • NOTE: If the contact record is already loaded, proceed to the

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    titlestep 2
    instructions, else start with
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    titlestep 1
    .

    Status
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    titlestep 1
    Load the Contact’s Record

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    colourGreen
    title1
    ,
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    colourGreen
    title2
    Choose Contacts > Search menus on the side.

    Status
    colourGreen
    title3
    Enter at least one of the following options

    in to

    into the relevant search box:

     

    Given

    Name 

    Name, Surname

    , Home Institution

  • Status

  • Contact Role 

  • Click on the Search Contact button

    • This

    , Status, Contact Role.

    Status
    colourGreen
    title4
    Click the SEARCH CONTACT button.

    Image Added

     

    Status
    colourGreen
    title5
    After clicking the SEARCH CONTACT button, it will return a list of contacts that meet

    the

    your searched criteria

    . To filter the list of contacts, in the

    search box 

    🔍Filter box above the list of contacts, start typing the

    contacts's first or given

    contact’s First or Given name. 

    Image Added

     

    Status
    colourGreen
    title6
    When you see the record

    for

    of the contact that you are looking for, click

    on

    the

    contact

    contact’s role

    for that contact

    , highlighted in blue in the left column

    of that row.

  • Click on the Login option in the side menu

  • Click the Disable User Login button. Check the Enabled option is set to N which is short for No 

  • Click the Remove Security button

  • Click the Contacts tab in the side menu

  • Click the Edit Details option in the side menu

  • Scroll down to the Other details section

  • Click on the Status drop box and set the status to Archived or inactive

  • Click the Save Contact button.

    • Further Reading

    under the Role Id heading. This will load the contact’s edit details page.

    Image Added

     

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    titlestep 2
    Disable the Contact’s Login

    Follow the instructions on this link:https://silverband.atlassian.net/wiki/spaces/PKB/pages/985085/Contacts+-+Search+Add+and+Edit#3.4-Disable-a-User-Login.

     

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    titlestep 3
    Remove the Contact’s Security Group

    Follow the instructions on this link: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985085/Contacts+-+Search+Add+and+Edit#3.3-Remove-or-Delete-a-Security-Group-or-Access-Level-to-the-Contact-Record.

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    titlestep 4
    Change the Contact’s Record Status to Archived or Inactive

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    ,
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    title2
    Choose Contacts > Edit Details menus on the side. Go to the OTHER DETAILS Form section, look for the Status field.

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    title3
    In the Status field, select either Archived or Inactive.

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    Click the SAVE CONTACT button.

    Image Added

    back to top

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