Overview

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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.

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Workflow

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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 Fields

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Contact Related Fields

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 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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How to

Status
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or

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a New Contact or User to Paradigm

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How to

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or

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a Security Group to a Contact or User's Record

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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. 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.

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Security Group to the Contact Record

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a Security Group or Access Level to the Contact Record

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:

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title form fields

Minimum Required Fields to Create a Contact Record

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.

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title form fields

Adding a New Contact Form Fields

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COVID Vaccination Status Tracking

Additional fields have been added to support providers with government-mandated requirements to track details regarding COVID vaccination status.

• Vaccinated against COVID (record either Yes or No)

• COVID Passport Last Cited Date

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:

• contact_covidVaccinated

• contact_covidPassportLastSightedDate

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Contact Pronouns

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:

• contact_pronouns

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 Fields

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Tracking AQF Qualification Levels

Two 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

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The new fields have also been added to the Report Builder base report: Contact Details

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Implications

Workflow

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title 1. How to Search for a Contact / User in Paradigm
Status colour Yellow title 01. How to Status colour Blue title search for a Contact or User in Paradigm Status colour Green title 1 , Status colour Green title 2 Choose Contacts > Search menus on the side. Status colour Green title 3 Enter at least one of the following options into the relevant search box: Given Name, Surname, Home Institution, Status, Contact Role. Status colour Green title 4 Click the SEARCH CONTACT button. Image Added Status colour Green title 5 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 🔍Filter box above the list of contacts, start typing the contact’s First or Given name.  Image Added Status colour Green title 6 When you see the record of the contact that you are looking for, click the contact’s role, highlighted in blue in the left column under the Role Id heading. This will load the contact’s edit details page. Image Added back to top

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title 2. How to Create / Add a new Contact / User to Paradigm
Status colour Yellow title 02. How to Status colour Green title create or Status colour Green title add a New Contact or User to Paradigm Note 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 Status colour Yellow title 01. How to Status colour Blue title search for a Contact or User above. Status colour Green title 1 , Status colour Green title 2 Choose Contacts > Add New menus on the side. Status colour Green title 3 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). Status colour Green title 4 Click the SAVE CONTACT button. Image Added Status colour Green title 5 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 Status colour Yellow title 03. How to Status colour Purple title maintain or Status colour Green title add a Security Group to a Contact or User's Record for the instructions. back to top

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title 3. How to Maintain / Add a  Security Group to a Contact / User's Record
Status colour Yellow title 03. How to Status colour Purple title maintain or Status colour Green title add a Security Group to a Contact or User's Record After creating a new contact record in Paradigm (from workflow Status colour Yellow title 02. How to Status colour Green title create or Status colour Green title add a New Contact or User to Paradigm), it is now time to add roles and security group(s) to the new contact. Refer to the workflows below. Table of Contents minLevel 4 maxLevel 4 style none Status colour Yellow title 3.1 Add or Assign 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. Note that these roles do not determine the access level for the contact. Status colour Green title 1 , Status colour Green title 2 , Status colour Green title 3 With the newly created contact record loaded in the system, choose Contacts > Edit Details > Roles menus on the side. Status colour Green title 34 In the ASSIGNED SECURITY FOR USER LOGIN Form section, click the REMOVE SECURITY button. Image Removed Click the drop-down list to select the role you want to assign for that contact record. Status colour Green title 45 After clicking the REMOVE SECURITY button, a pop-up window on top of the page will ask you to confirm the removal of the security group, click OK to proceed. Image RemovedNOTE: 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 selecting a role, click the ASSIGN ROLE button. The new role that you’ve just added will now show on the ASSIGNED ROLES FOR CONTACT Form section above. To add more roles, repeat steps Status colour Yellow Green title 3.2 4 and Status colour Green title add 5 or Status colour Green title assign Security Group to the Contact Record. . 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. Image Added back to top Status colour Yellow title 3. 4 Status colour Red title disable a User LoginThis will disable the user from logging into Paradigm. 2 Add or Assign a Security Group to the Contact Record 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 Status colour Green Yellow title	1