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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title Assumptions
Assumptions You have the minimum required level to access the Contacts menu; and You have the permission / authority of the Institution to.

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title Key Terms and Concepts
Key terms and concepts Status title key term>> 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. The table below are the 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 made available to them by the Institution. 4 Reception The lowest security group with almost exclusively read-only access to a limited set of student related information. 5 Tutor An 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 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 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 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 Full Admin The standard security group given to power users with the ability to view, edit, and the one who has full control to almost everything within the system. 13 HR Admin Note BE ADVISED: Not normally used. Intended for institutions who want to record sensitive HR related information within Paradigm for the purposes of staff reporting. 14 System Admin Note BE ADVISED: Not normally used. Intended for institutions who require a higher form of Full Admin with full system permissions in order to limit the typical scope of Full Admin access.   Status title form fields Minimum Required Fields to Create a Contact Record Note BE ADVISED: Entering Date of Birth is part of triggering the system to create the user login. It does not matter if it is the user's true date of birth. When adding a contact the minimum required data to create a record:  Required Fields System Required First Name X Last Name X Date of Birth X Home Institution Party Id X Status Id X Email Address X Although the above is 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. Status title form fields Adding a New Contact Form Fields Field Name Brief Overview First Name The new user’s First Name Last Name The new user’s Family / Surname Date of Birth Primarily used for triggering a password reset for a specific contact. This does not need to be the contact's real date of birth. Email Address An email address is required for the system to send emails from and to using the communication module. Status NOTE: Marking a contact with the status of "Archived" will also prevent that login from being able to access the system. Active Archived Deleted Home Institution Note 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. Status back to top colour status Green title form New fields Contact Related Fields
Field Name	Description
Title	A salutation, honorary title, or social prefix given to an individual
Given Name	The new user's Given Name
Family Name	The new user's Family / Surname
Address Line 1	User's Personal Address
Address Line 2	User's Personal Address
Suburb	User's Home Suburb
Postcode	User's Home Postcode
State	User's Home State
Country	Default is Australia
Phone	User's Home Phone Number
Fax	User's Fax Number
Work Phone	User's Work Phone Number
Mobile	User's 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 user’s 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
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	Used to store a unique ID assigned to the contact that is used in a 3rd party or external system.
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
Academic Qualifications	A list of qualifications earned, bestowed or achieved by the Contact.
Highest Academic Qualification	The highest academic qualification achieved by the Contact.
Studied at	The name of the institution where the Contact earned their highest academic qualification or award.
Completed	Year that a qualification was awarded to the Contact.
Relevant Experience	The relevant experience currently held by the Contact.
Current Role	The role currently given to the Contact.
Length of Service	Length of time that the Contact has been associated with their Home Institution.
Publication	Publications written or associated to the Contact.
Professional Development	Professional Development undertaken by the Contact.
Professional Activities	Professional Activities undertaken by the Contact.
Current Research Activity	The research focus of the Contact.

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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title 1. How to Search for a Contact / User

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How to

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for a Contact or User

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Choose Contacts > Search menus on the side.

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Enter at least one of the following options into the relevant search box: Given Name, Surname, Home Institution, Status, Contact Role.

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Click the SEARCH CONTACT button.

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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 🔍Filter box above the list of contacts, start typing the contact’s First or Given name. 

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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.

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title	2. How to Create / Add a new Contact / User to Paradigm

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How to

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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.

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Choose Contacts > Add New menus on the side.

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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).

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Click the SAVE CONTACT button.

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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

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How to

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a Security Group to a Contact or User's Record for the instructions.

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title	3. How to Maintain / Add a  Security Group to a Contact / User's Record

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How to

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a Security Group to a Contact or User's Record

Info
INFO: 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 to the new contact. Refer to the workflows below.

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added

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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title form fields

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

Info

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.

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

Roles to the Contact Record

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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 4 Click the drop-down list to select the role you want to assign for that contact record. Status colour Green title 5 After 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 Green title 4 and Status colour Green title 5 . 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 3.2 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 Yellow title 3.3 Removing a Security Group below to remove the existing security group, and then continue here – to assign the new security group. Status colour Green title 1 , Status colour Green title 2 With the newly created contact record loaded in the system, choose Contacts > Login menus on the side. Status colour Green title 3 Click the drop-down list to select the permission level you want to assign for that contact record. Status colour Green title 4 Click the ASSIGN SECURITY button. Image Added Status colour Green title 5 After clicking the ASSIGN SECURITY button, the selected role will now show in the ASSIGNED SECURITY FOR USER LOGIN Form section, and just below this section, is the ACTIVATE USER LOGIN Form section, to enable the user’s login, click the ENABLE USER LOGIN button. This should put a Y on the Enabled field and the date to when you’ve enabled the user login. Image Added Status colour Green title 6 Proceed to the instructions in the “Workflow Status colour Yellow title 04. How to Status colour Green title add or Status colour Green 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 , Red title	assign

reset

a User Password” section below, or if you want to trigger the system to send an email to the user with their Paradigm login credentials (sent to the email address registered in Paradigm) to change the password.

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Remove or Delete a Security Group or Access Level to the Contact Record

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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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Load the contact’s record. Refer to the workflow above

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How to

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for a Contact or User: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985085/Contacts+-+Search+Add+and+Edit#01.-How-to-search-for-a-Contact-or-User.

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With the newly created contact contact’s record loaded in the system, choose go to Contacts > Edit Details > Roles Login menus on the side.

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Click the drop-down list to select the role you want to assign for that contact record.

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After 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

3

In the ASSIGNED SECURITY FOR USER LOGIN Form section, click the REMOVE SECURITY button.

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and

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.

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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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.

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Disable a User Login

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This will disable the user from logging into Paradigm.

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Load the contact’s record. Refer to the workflow above

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3.3 Removing a Security Group below to remove the existing security group, and then continue here – to assign the new security group

01.

How to

Status
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for a Contact or User: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985085/Contacts+-+Search+Add+and+Edit#01.-How-to-search-for-a-Contact-or-User.

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,

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With the newly created contact contact’s record loaded in the system, choose Contacts > Login menus on the side.

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Click the drop-down list to select the permission level you want to assign for that contact record.

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Click the ASSIGN SECURITY button.

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go to Contacts > Login menus on the side.

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After clicking the ASSIGN SECURITY button, the selected role will now show in the ASSIGNED SECURITY FOR USER LOGIN Form section, and just below this section, is

3

In the ACTIVATE USER LOGIN Form section, to enable the user’s login, click the ENABLE DISABLE USER LOGIN button. This should put a Y on will give you a SUCCESS message as shown in the (green bar) screenshot below, and the Enabled field and the date to when you’ve enabled the user login.

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is set to N with the last updated date.

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a Security Group or Access Level to the Contact RecordA 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 4. How to Add  / Reset a User Password
Status colour Yellow title 3 04. 3 How to Status colour Red Green title remove add or Status colour	Red
title	delete

Red title reset

a User Password

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Load the contact’s record. Refer to the workflow above

Status
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How to

Status
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for a Contact or User: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985085/Contacts+-+Search+Add+and+Edit#01.-How-to-search-for-a-Contact-or-User+Edit#01.-How-to-search-for-a-Contact-or-User.

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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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In the CHANGE PASSWORD Form section, enter a new password in the New Password field and verify it in the New Password Verify field.

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

4

The UPDATE USER PASSWORD button will not appear until the password strength indicator is satisfactory. When it does click the button.

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How to trigger the system to send a Paradigm Login Credentials

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In the ASSIGNED SECURITY FOR USER LOGIN Form section, click the REMOVE SECURITY button.

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Open a different browser with the Paradigm Login page, click the “Forgot password?” link. This will trigger the system to send an email to the user with the email address registered in Paradigm with their login credentials.

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After clicking the REMOVE SECURITY button“Forgot password?” link, 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 StatuscolourYellowtitle3.2

new window will appear (as shown in the screenshot below) Copy the Username to the User Login Id/Student Number field and enter the Date of Birth of the user, as entered in the user or contact details record (use the format: dd/mm/yyyy).

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add or

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Security Group to the Contact Record.

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Click the RESET USER PASSWORD button. This will trigger the system to send an email to the user with their Paradigm Login credentials (Username and Password).

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a User LoginThis will disable the user from logging into Paradigm

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title 5. How to Print Staff Cards
Status colour Yellow title 3 05. 4 How to Status colour Red Purple title	disable

print

Staff Cards

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Load the contact’s record. Refer to the workflow above

Status
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How to

Status
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for a Contact or User: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985085/Contacts+-+Search+Add+and+Edit#01.-How-to-search-for-a-Contact-or-User.

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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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In the ACTIVATE USER LOGIN in the EDIT CONTACT DETAILS Form section, scroll down and click the DISABLE USER LOGIN PRINT STAFF CARD button. This will give you a SUCCESS message as shown in the (green bar) screenshot below, and the Enabled field is set to N with the last updated date.

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generate a PDF copy of the staff’s card, ready to be printed out.

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a User Password

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title 46. How to Add  / Reset a User Passwordto Add or Associate Staff to Scheduled Units
Status colour Yellow title 04 06. How to Status colour Green title add or Status colour Red Purple title	reset

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Load the contact’s record. Refer to the workflow above

associate

Staff to Scheduled Units

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Yellow01. How to SEARCH for a Contact or User: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985085/Contacts+-+Search+Add+and+Edit#01.-How-to-search-for-a-Contact-or-User.

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

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Refer to the workflow above

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In the CHANGE PASSWORD Form section, enter a new password in the New Password field and verify it in the New Password Verify field.

01.

How to

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The UPDATE USER PASSWORD button will not appear until the password strength indicator is satisfactory. When it does click the button.

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SEARCH

for a Contact or User: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985085/Contacts+-+Search+Add+and+Edit#01.-How-to-search-for-a-Contact-or-User.

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Open a different browser, copy and paste the User Login Id for the user account that has just been created to the Username field, click the “Forgot password?” link to trigger the system to send an email to the user with the email address registered in Paradigm to change the password.

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Copy the Username to the Username field(as shown in the screenshot below) in the new browser where you opened the login page of Paradigm.

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title	5. How to Print Staff Cards

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How to

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Staff Cards

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

Click the Print Staff card button

STEP 2

Associate the Contact’s Record to Scheduled Units

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,

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With the contact’s record loaded in the system, choose Contacts > Edit Details menus on the side.

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Go to the ADD CONTACT’S ROLE FOR SCHEDULED UNITS Form section. To search for a Scheduled Unit enter at least one of the following options into the relevant search box: Unit Code, Unit Name, Unit Provider, Unit Keywords, and Unit Status.

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Click the SEARCH SCHEDULED UNIT button. This will return a list of units that meet the searched criteria.

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On the Role column of the results, click the Select a 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.

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Click the ADD ROLE TO SCHEDULED UNITS button.

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Info
INFO: 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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or

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title 67. How to Add or Associate Staff to Scheduled UnitsRemove / Suspend Access for Contact / Users
Status colour Yellow title 06 07. How to Status colour Green Red title	add

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Staff to Scheduled Units

1. Click on Contact tab in the side menu.

2. Click on Search in the Side Menu.

3. Enter at least one of the following options in to the relevant search box: 

   • Given Name 

   • Surname

   • Home Institution

   • Status

   • Contact Role 

4. Click on the Search Contact button.

5. To filter the list of contacts, in the search box above the list of contacts, start typing the contact’s first or given name. 

6. This will return a list of contacts that meet the searched criteria

7. 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.

8. Scroll Down to Edit Contact details section

9. Scroll down to the Add contacts Role for Scheduled Units section. 

10. 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 

11. Click on the Search Scheduled Unit Button.

12. This will return a list of units that meet the searched criteria

13. Click on the Select the role  drop box on the right hand side of the required unit. 

14. 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.

15. 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

Status
colour Yellow title 07.

How to

Status
colour Red title remove

or

Status
colour Purple title suspend

Access for Contacts or Users

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

1. Click on Contact tab in the side menu,

2. Click on Search in the Side Menu

3. Enter at least one of the following options in to the relevant search box:

   • Given Name

   • Surname

   • Home Institution

   • Status

   • Contact Role

4. Click on the Search Contact button

5. To filter the list of contacts, in the search box above the list of contacts, start typing the contact’s first or given name.

6. This will return a list of contacts that meet the searched criteria

7. 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

8. Scroll Down to the Other Details section

9. Click on the Status drop box

10. Select Archived

11. Click the Save Contact Button

12. Click on the Login option in the Side Menu

13. Click on the Disable User Login button

14. 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

Status
colour Yellow title 08.

How to

Status
colour Red title edit

a User or Contact Record

1. Click on Contact tab in the side menu, 

2. Click on Search in the Side Menu

3. Enter at least one of the following options in to the relevant search box: 

   • Given Name 

   • Surname

   • Home Institution

   • Status

   • Contact Role 

4. Click on the Search Contact button

5. To filter the list of contacts, in the search box above the list of contacts, start typing the contact’s first or given name. 

6. This will return a list of contacts that meet the searched criteria

7. To reduce the returned options start typing the name of the unit into this box. The returned results will reduce to match the criteria.

8. 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.

9. Update the Required Fields / information

10. Click on the Save Contact button.

remove

or

Status
colour Purple title suspend

Access for Contacts or Users

---

Status
colour Blue title STEP 1

Load the Contact’s Record

---

Refer to the workflow above

Status
colour Yellow title 01.

How to

Status
colour Blue title SEARCH

for a Contact or User: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985085/Contacts+-+Search+Add+and+Edit#01.-How-to-search-for-a-Contact-or-User.

Status
colour Blue title STEP 2

Remove or Suspend Access

---

Follow the instructions from

Status
colour Blue title STEP 2

-

Status
colour Blue title STEP 4

of this link: https://silverband.atlassian.net/wiki/spaces/PKB/pages/984958/Contacts+-+Login#4.-How-to-disable-a-User-Contact-Login-and-User-Record.

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title 8. How to Edit a User / Contact Record
Status colour Yellow title 08. How to Status colour Red title edit a User or Contact Record NOTE: If the contact record is already loaded, 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 Contact’s Record Refer to the workflow above Status colour Yellow title 01. How to Status colour Blue title SEARCH for a Contact or User: https://silverband.atlassian.net/wiki/spaces/PKB/pages/985085/Contacts+-+Search+Add+and+Edit#01.-How-to-search-for-a-Contact-or-User. Status colour Blue title STEP 2 Edit the Contact’s Record 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). Image Added back to top

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title 9. How to Add Scheduled Units to a Contact's Dashboard
Status colour Yellow title 09. How to Status colour Green title add Scheduled Units to a Contact’s Dashboard 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 into 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 into 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  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. back to top

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title 10. How to Add a Photo to a Contact Staff Record
Status colour Yellow title 10. How to Status colour Green title add a Photo to a Contact Staff Record 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. 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 into 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 to the Other Details section Locate the picture file and click on the Choose file button Navigate to where the photo is stored and click the Open button. Click the Save Contact button back to top

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title 11. How to Add or Delete Roles to a Contact Record.
Status colour Yellow title 11. How to Status colour Green title add or Status title REMOVE Roles to a Contact Record info NOTE: Roles are different to from permission levels. Roles are jobs the user does within the institution. Certain roles will add the contacts' names to lists 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. 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:  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 Assigned Roles for Contacts section. Click on the drop box and select the required role. Click on the Assign Role button. To add additional roles select the required role drop box and click the Assign role button. Repeat as many time as required With the Contact record loaded in the system, go to the ASSIGNED ROLES FOR CONTACT section. To Add a Role: Status colour Green title 1 Click the drop-down list of contact roles, select the required role, and; Status colour Green title 2 Click the ASSIGN ROLE button. The newly added role will now be displayed on top. Image Added Repeat the same steps to add another role to the Contact record. To Remove a Role: Status colour Green title 1 Under the ASSIGNED ROLES FOR CONTACT section, click the DELETE button (bin icon) against the role that you want to be removed from the Contact’s record. Status colour Green title 2 Click OK to confirm your action. Image AddedImage Added Repeat the same steps to delete/remove another role from the Contact record. back to top

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title 12. How to Add or Edit Attachment for a Contact Record
Status colour Yellow title 12. How to Status colour Green title add or Status colour Red title edit Attachment for a Contact Record Load the contact record or refer to the section above "How To Search for a Contact / User record". Once the contact record has been loaded, scroll to the bottom of the pageClick When editing an existing File Attachment record, click the pencil icon that appears toward the right edge of the screen, and move to step 5. When adding a completely new File Attachment record, click the Add File Attachment button Click on the Purpose drop box dropbox and choose the option that represents the purpose of this attachment. In the Name field, type in the name that we will use to refer to this attachment, such as Signature when the attachment and other details relate to an authorised signature that will appear on the templates. The Description field could contain for example, the name of the current Registrar or Dean and that name will appear on the templates. Immediately on the next line in the Description field under the name, add the official position title of the person whose signature will appear on the templates. If the position title is not needed on the templates, it does not have to be included here. The Status field should be set as Published. The Permission Level field should be set to the lowest permission level that is to be allowed access to read or open the file, such as Staff. It is recommended not to set it to the Student level for security reasons. It is not necessary to upload an image file in the file attachment record, but if the file contains an image of the signature of the person who represents the provider, and the image should be set to have a transparent background. The transparent background allows for the signature to appear on the template without obscuring any background image that also printed. The image file should be an image file, which is not a document file such as a .docx or .pdf file. Click the Browse button and select the file from your local computer that contains the image. When the details above have been completed, click the Save File Attachment button. Once these details have been added or updated, you are then able to update these details as you please, and the new details will be immediately updated across all report and letter templates that are currently configured to use them. back to top

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