Overview
This knowledge article will provide a comprehensive list and description of all the minimum, optional, and related fields required to create a contact record in Paradigm. This will also provide the workflows on how to search, add, and edit contact’s information, and all other related how-to guides in maintaining a contact record in the system.
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Assumptions
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Key terms and concepts
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
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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. |
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Required Fields
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System Required
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First Name
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X
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Last Name
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X
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Date of Birth
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X
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Home Institution Party Id
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X
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Status Id
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X
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Email Address
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X
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
When adding a contact the minimum required data to create a record:
Adding a New Contact Form Fields
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Field Name
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Brief Overview
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First name
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The new Users First Name
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Last Name
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The new Users Family / Surname
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Date of Birth
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Primarily used for triggering a password reset for a specific contact. This does not need to be the contact's real date of birth.
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Email Address
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An email address is required for the system to send emails from and to using the communication module
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Status
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NOTE
Marking a contact with the status of "Archived" will also prevent that login from being able to access the system.
Active
Archived
Deleted
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Home Institution
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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.
Contact Related Fields
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Field Name
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Description
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Title
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A salutation, honorary title or social prefix given to an individual
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Given Name
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The new users given name
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Family Name
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The new users Family / Surname
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Address Line 1
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Users Personal Address
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Address Line 2
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Users Personal Address
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Suburb
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Users home suburb
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Postcode
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Users home postcode
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State
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Users home State
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Country
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Default is Australia
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Phone
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Users Home Phone number
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Fax
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Users Fax number
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Work Phone
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Users Work Phone Number
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Mobile
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Users Mobile Phone
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Email address is required to create a new User record as well as for using the Communication module within the system
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DOB
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Date of Birth
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Area of Expertise
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What is the Users Teaching area of expertise
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Organisation
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To which organisation(s) does the user belong
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Home Institution
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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
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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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Notes
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Any additional or required notes about the User
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Picture
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A Passport style photo can be added to the record in order produce Photo staff Id Card.
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External Id
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Used to store an unique ID assigned to the contact that is used in a 3rd party or external system.
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Employment Status
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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
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A list of qualifications earned, bestowed or achieved by the Contact
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Highest Academic Qualification
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The highest academic qualification achieved by the Contact
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Studied at
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The name of the institution where the Contact earned their highest academic qualification or award
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Completed
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Year that a qualification was award to the Contact
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Relevant Experience
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The relevant experience currently held by the Contact
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Current Role
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The role currently given to the Contact Position
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Length of Service
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Length of time that the Contact has been associated with their home institution
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Publication
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Publications written or associated to the Contact
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Professional Development
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Professional Development undertaken by the Contact
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Professional Activities
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Professional Activities undertaken by the Contact
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Current Research Activity
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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.
NOTE
Depending on the individual user's 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 Support Team.
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 Silverband Support Team to enable this feature.
Updating a user’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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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 contact’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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| title | 2. How to Create / Add a new Contact / 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 |
Click on Contact tab in the side menu,
Click on Add New in the side menu
Enter the Required information - minimum required fields are (refer to the above table)
Click on Save Contact Button.
Once Save the new contact record, go to Contacts > Login. Refer to the next workflow on how to add a Security group to a contact.
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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 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 point #4 below to remove the existing security group, and then continue here to assign the new security group. Choose the appropriate security group to assign to the user, click on the Assign Security button to save the change. Finally click the Enable User Login button.
Removing a security group: A login record can only have one security group associated with it. In order to remove a security group, load the contact, click on 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 User 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 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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| title | 5. How to Print Staff Cards |
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NOTE
A template for the card must be established prior to this function being available. This can be requested via the Silverband Help desk.
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Click on Contact tab in the side menu,
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Click on Search in the Side Menu
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Enter at least one of the following options in to the relevant search box:
Given Name
Surname
Home Institution
Status
Contact Role
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Click on the Search Contact button
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To filter the list of contacts, in the search box above the list of contacts, start typing the contact’s first or given name.
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This will return a list of contacts that meet the searched criteria
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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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Scroll Down to Edit Contact details section
Click the Print Staff card button.
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| title | 6. How to Add or Associate 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 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.
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 institution either leave or move to 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 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
Scroll Down to the Other Details section
Click on the Status drop box
Select Archived
Click the Save Contact Button
Click on the Login option in the Side Menu
Click on the Disable User Login button
Ensure that the Enable option within the Activate User login section appears as N which is short for No
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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,
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Click on Search in the Side Menu
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Enter at least one of the following options in to the relevant search box:
Given Name
Surname
Home Institution
Status
Contact Role
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Click on the Search Contact button
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To filter the list of contacts, in the search box above the list of contacts, start typing the contact’s first or given name.
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This will return a list of contacts that meet the searched criteria
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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 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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Update the Required Fields / information
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Overview
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.
Complexity:
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Assumptions
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Key terms and concepts
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.
When adding a contact the minimum required data to create a record:
Although the above are the minimum required fields to create a record, the additional fields can be completed and used for the information for PIR, HEIMS Staff Reporting, or for the HR Department. Staff ID cards can also be produced from Paradigm.
Additional 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:
This 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
Two new fields have been added to the contact screen for tracking the AQF level of a contact's academic qualification.
 The 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. |
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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After creating a new contact record in Paradigm (from workflow
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.
To add more roles, repeat steps
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. 
NOTE: 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
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:
 NOTE: 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
This will disable the user from logging into Paradigm.
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 NOTE: A username is allocated automatically by the system, unless otherwise specified. 
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NOTE: A template for the card must be established prior to this function being available. This can be requested via the Silverband Support Team.
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NOTE: If the contact record is already loaded, proceed to the
Refer to the workflow above
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NOTE: As staff from an institution either leave or move to a different position, access may need to be removed or suspended. Only staff who require access to Paradigm must have access to it to ensure compliance with Privacy Policies. NOTE: If the contact record is already loaded, proceed to the
Refer to the workflow above
Follow the instructions from
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NOTE: If the contact record is already loaded, proceed to the
Refer to the workflow above
With the contact’s record loaded, edit or update the required fields/information. From here, the contact’s roles can be edited. All fields can be updated. However, if a name is updated – please ensure that the login name is also edited, or the previous username will still be active. The edit contact details page consists of the following sections (shown in the screenshot below).  |
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NOTE This method assumes that you have already taken the photo and it is stored in your computer, has been edited and is in a JPEG format.
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NOTE: Roles are different from permission levels. Roles are jobs the user does within the institution. Certain roles will add the contacts' names to lists 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:
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. Scroll down to the Assigned Roles for Contacts section. Click on the drop box and select the required role. Click on the Assign Role button. and signatures to some of the reports/letters/documents pre-configured in your Paradigm. 1. Load the Contact’s record, refer to the above workflow: Search for a Contact Record. 2. With the Contact record loaded in the system, go to the ASSIGNED ROLES FOR CONTACT section. To Add a Role:
 Repeat the same steps to add another role to the Contact record. To Remove a Role:
  Repeat the same steps to delete/remove another role from the Contact record. |
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