Overview

Once this KB has been completed the user will understand how to save documents to a student file.

Complexity: StatuscolourGreenAdding files to a student record can be done by category. Categories can be added, edited, or hidden. In attaching a file, you will also be prompted to enter the purpose of the file. Purposes in Paradigm can also be configured. This knowledge article will provide a workflow on how to upload a file to a student record, and add and edit categories and purposes to a student file section in Paradigm.

Complexity:

Implications

Field Name

Description

Purpose

This will allow for attachments to be sorted within category

Category

What section of the file is the attachment being saved to / belong to

Name

• The name of the attachment to be displayed on the screen.

• Try to be specific but not to long. More details can be added in the description box

• We suggest the institution establishes a set of naming conventions to enable easy location of the attachment.

Description

• When hovering over the the name of the attachment the contents of this box will appear on the screen.

• Having some details in this box about the contents of the attachment will help avoid downloading the wrong attachment for viewing

Status

The status of the attachment for use

Permission Level

What is the Minimum access required to view this attachment

Choose File

To navigate to the attachments location within the users computer

Save File Attachment as new Revision

Allows for version controlling of uploaded documents

Save File Attachment

Press this button the save the attachments and entered details

Operator

Who saved the attachment to the file. This will appears as the persons user name.

Date

When (date and time) was the attachment saved to the file

Implications

Workflow

Status
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How to

Status
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a File to a Student Record

Workflow

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title 1. How to Upload a File to a Student Record
Status colour Yellow title 1. How to Status colour Blue title upload a File to a Student Record NOTE: If a student is currently loaded in the system, proceed to the Status colour Blue title STEP 2 instructions, else start with Status colour Blue title STEP 1 . Status colour Blue title STEP 1 Load the student’s record. Status colour Green title 1 Go to Student > Search > Enter either the student number or name. > Click Search.   Status colour Green title 2 Once you’ve found the student, click the blue hyperlink Student Number under the Student No column to load the Student Summary page.   Image Added   Status colour Blue title STEP 2 Upload the file. Status colour Green title 3 After loading the student’s record, you can either go to the Number of Student Files: field under the STUDENT DETAILS Form section and click the blue number of files on it, or you can choose Student > Files menus on the side.   Image Added Status colour Green title 4 The student file section contains all the possible file categories you can attach to the student record and the non-modifiable files which are associated with course enrolments. Choose the correct category, depending on the type of file you want to attach, and then click the ADD FILE ATTACHMENT button.   Image Added Info INFO: In the screenshot above, a file is to be attached under the STUDENT LETTER FILES category. Status colour Green title 5 After clicking the ADD FILE ATTACHMENT button, it will open the EDIT FILE ATTACHMENT Form section. Refer to the table above “ Status colour Purple title form fields Edit File Attachment” under the Key Terms and Concepts for a brief description of each field. Alternatively, refer to the labels below: Image Added Status colour Green title A Purpose – Click on the dropdown box next to the Purpose option and select the appropriate option. Status colour Green title B Category – Click on the dropdown box next to the Category option. (If required to be updated.) Status colour Green title c Revision Number – Increment the number depending on the number of times the document you attached has been revised and attached to the system. Status colour Green title d Name – Enter the Name of the attachment. This will be displayed on the screen within the E-file. We would strongly suggest that you establish a set of naming conventions to enable easy location of the attachments. e.g. SSF (subject Selection form),  S1 2018 (Semester 1 2018). Status colour Green title e Description – Enter any important information about the attachment in the Description box. Once the attachment has been saved, this information will be visible when hovering over the attachment's name. This will aid in item location when the user needs to view items – this way only the required attachment will need to be downloaded to view. Status colour Green title 1 Go to Student > Search > Enter either the student number or name. > Click Search.   f Status – Select the Status of the item. This will determine if the item is ready for use, or still in draft mode etc. Status colour Green title 2 Once you’ve found the student, click the blue hyperlink Student Number under the Student No column to load the Student Summary page.   Image Removed   g Permission Level – This will determine the lowest permission level that can access this item. Items that are of a confidential nature should be set to a higher level to restrict the number of users who have access to the attachment. Status colour BlueGreen title STEP 2 Upload the file 6 After filling out the details (optional fields highlighted in BLUE), click the Choose file button and locate the file you want to attach. Status colour Green title 3 After loading the student’s record, you can either go to the Number of Student Files: field under the STUDENT DETAILS Form section and click the blue number of files on it, or you can choose Student > Files menus on the side.   Image Removed title 7 Click the SAVE FILE ATTACHMENT button to attach the file to the student record. NOTE: Click the SAVE FILE ATTACHMENT AS NEW REVISION button if you want to keep track of the revision number of this file being attached to the system. back to top

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Alternatively, refer to the labels below:

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Refer to the labels below in filling out the fields:

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After filling out all the required information to add a new file category in Paradigm, click the SAVE CODE ITEM button to save the new file category.

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title 23. How to Add Edit a Category to the Student File
Status colour Yellow title 2 3. How to Status colour Green Red title Add edit a Category to the Student File Info INFO: You can check this Knowledge Article: Search, Add and Edit Code Item for more details on how to edit code types. Warning WARNING: Do not use spaces when creating a CODE ID. A suitable alternative is the underscore character (_)how to edit code types. NOTE: This workflow is only relevant to users who have access to the SYSTEM menu. Status colour Green title 1 , Status colour Green title 2 Choose System > Search Code Type menus on the side. This will open the SEARCH CODE TYPE Form section where you can search for the note category ID.   Status colour Green title 3 Enter or type “Content_Cat_Student” in the Code Type Id field.   Status colour Green title 4 Click the SEARCH CODE TYPES button.     Status colour Green title 5 After clicking the SEARCH CODE TYPES button, an ITEMS ASSOCIATED WITH CODE TYPE Form section with all the list of your current File Category will be displayed below the page. Click the ADD NEW CODE ITEM to add your new file category.   Image Removed the 📝 EDIT button beside the category that you want to edit   Image Added Info INFO: In the screenshot above, the Medical file category is chosen to be edited. Status colour Green title 6 After clicking the ADD NEW CODE ITEM 📝 EDIT button, a CODE ITEM DETAILS Form section will appear below for you to enter the details of the new file category. Refer to the labels below in filling out the fields: Image Removed with all the editable fields (fields highlighted in BLUE from the screenshot below) that you can edit. Image Added Status colour Green title A Code Id – Enter a Code Id. Use the previously entered ones as a guideline for correct formatting.
Warning

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Add

Purposes to the Student File

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Refer to the labels below in filling out the fields:

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title 45. How to Add Edit Purposes to the Student fileFile
Status colour Yellow title 4 5. How to Status colour Green Red title Add edit Purposes to the Student File Info INFO: You can check this Knowledge Article: Search, Add and Edit Code Item for more details on how to edit code types. NOTE: This workflow is only relevant to users who have access to the SYSTEM menu. Click on the System tab on the side menu Click on the Search Code type on the side menu Click on the Search Code Types button Select the Content_purpose (blue hyperlink) To Add a section click the Add Code Item button Enter a Code Id. Use the previously entered ones as a guideline for correct formatting. Enter the Code using all capital letters Enter the order a numerical values for the order this option will appear in the drop-down box. Prefix any single-digit number with a zero Select a visibility option. Visible will make the option available as soon as it has been saved as a code item, hidden will save it for a later time. Enter in a description. This is the Human consumable version of this data and can have a bit more detail. Click on the Save Code Item button.
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title 5. How to Edit Purposes to the Student File
Status colour Yellow title 5. How to Status colour Red title edit Purposes to the Student File NOTE: This workflow is only relevant to users who have access to the SYSTEM menu. Click on the System tab on the side menu Click on the Search Code type on the side menu Click on the Search Code Types button Select the Content_purpose (blue hyperlink) To edit an existing option, click the pencil icon  Here the item can be edited but not deleted. The order, visibility and the description can each be updated. Edit the required information. Click on the Save Code Item button. have access to the SYSTEM menu. Status colour Green title 1 , Status colour Green title 2 Choose System > Search Code Type menus on the side. This will open the SEARCH CODE TYPE Form section where you can search for the note category ID.   Status colour Green title 3 Enter or type “CONTENT_PURPOSE” in the Code Type Id field.   Status colour Green title 4 Click the SEARCH CODE TYPES button.   Image Added   Status colour Green title 5 After clicking the SEARCH CODE TYPES button, a list of all possible code types with “CONTENT_PURPOSE” keywords on them will appear below. Click the 📝EDIT button beside the category with the exact code type name of “CONTENT_PURPOSE”.   Image Added Status colour Green title 6 After clicking the 📝EDIT button, an ITEMS ASSOCIATED WITH CODE TYPE Form section with all the list of purposes currently set in your system will be displayed below the page. Click the 📝EDIT button on the right side of the purpose code that you want to edit. Image Added Info INFO: In the sample screenshot above, the Associated Unit Material purpose is selected to be edited. Status colour Green title 7 After clicking the 📝 EDIT button, a CODE ITEM DETAILS Form section will appear below with all the editable fields (fields highlighted in BLUE from the screenshot below) that you can edit. NOTE: Existing codes in the system can be edited but not deleted. Image Added Status colour Green title 8 Edit or update the required information. Status colour Green title 9 Click the SAVE CODE ITEM button to apply the changes. back to top

Related Pages

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