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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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titleAssumptions

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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titleKey Terms and Concepts

Key terms and concepts

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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.

 

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titleform 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.

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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.

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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

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.

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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

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

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title1. How to Search for a Contact / User in Paradigm

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title01.
How to
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for a Contact or User in Paradigm

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,
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Choose Contacts > Search menus on the side.

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Enter at least one of the following options 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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title2. How to Create / Add a new Contact / User to Paradigm

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title02.
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

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title01.
How to
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for a Contact or User above.

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,
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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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title03.
How to
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a Security Group to a Contact or User's Record for the instructions.

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title3. How to Maintain / Add a  Security Group to a Contact / User's Record

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a Security Group to a Contact or User's Record

After creating a new contact record in Paradigm (from workflow

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or
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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.

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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.

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With the newly created contact record loaded in the system, choose Contacts > Edit Details > Roles 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

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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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title3.2
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

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title3.3
Removing a Security Group below to remove the existing security group, and then continue here – to assign the new security group.

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With the newly created contact 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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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.

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Proceed to the instructions in the “Workflow
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title04.
How to
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or
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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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title3.3
Remove or Delete 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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Load the contact’s record. Refer to the workflow above
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title01.
How to
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titleSEARCH
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 ASSIGNED SECURITY FOR USER LOGIN Form section, click the REMOVE SECURITY button.

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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.

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

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Security Group to the Contact Record.

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title3.4
Disable a User Login

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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How to
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titleSEARCH
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 Form section, click the DISABLE USER LOGIN 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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title4. How to Add  / Reset a User Password

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How to
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a User Password

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Load the contact’s record. Refer to the workflow above
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title01.
How to
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titleSEARCH
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 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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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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title4.1
How to trigger the system to send a Paradigm Login Credentials

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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.

NOTE: A username is allocated automatically by the system, unless otherwise specified.

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After clicking the “Forgot password?” link, a 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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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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title6. How to Add or Associate Staff to Scheduled Units

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How to
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Staff to Scheduled Units

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

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instructions, else start with
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.

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Load the Contact’s Record

Refer to the workflow above

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title01.
How to
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titleSEARCH
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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titleSTEP 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 in to 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.

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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title8. How to Edit a User / Contact Record

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How to
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a User or Contact Record

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

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titleSTEP 2
instructions, else start with
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titleSTEP 1
.

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Load the Contact’s Record

Refer to the workflow above

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title01.
How to
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titleSEARCH
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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titleSTEP 2
Edit the Contact’s Record

With the contact’s record loaded, edit or update the required fields/information.

From here, contact 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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title9. How to Add Scheduled Units to a Contact's Dashboard

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How to
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Scheduled Units to a Contact’s Dashboard

  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 into 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 into 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  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.

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title10. How to Add a Photo to a Contact Staff Record

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How to
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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.

  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 into 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 to the Other Details section

  9. Locate the picture file and click on the Choose file button

  10. Navigate to where the photo is stored and click the Open button.

  11. Click the Save Contact button

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title11. How to Add or Delete Roles to a Contact Record.

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How to
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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

.

  • 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

    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:

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    Click the drop-down list of contact roles, select the required role, and;

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    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:

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    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.

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    Click OK to confirm your action.

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    Repeat the same steps to delete/remove another role from the Contact record.

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    title12. How to Add or Edit Attachment for a Contact Record

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    How to
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    Attachment for a Contact Record

    1. Load the contact record or refer to the section above "How To Search for a Contact / User record".

    2. Once the contact record has been loaded, scroll to the bottom of the pageClick

    3. 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.

    4. When adding a completely new File Attachment record, click the Add File Attachment button

    5. Click on the Purpose drop box dropbox and choose the option that represents the purpose of this attachment.

    6. 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.

    7. 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.

    8. The Status field should be set as Published.

    9. 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.

    10. 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.

    11. Click the Browse button and select the file from your local computer that contains the image.

    12. When the details above have been completed, click the Save File Attachment button.

    13. 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.

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