Overview

The Edit Contact Info menu in Paradigm will let you add and edit the user's personal contact details. Multiple addresses can be stored within the system, including residential and postal addresses, emergency contact details, and if required, employer addresses. This knowledge article will provide a workflow on how you can add a Contact or User’s Contact Information in the system.

Complexity: LOW

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Workflow

Assumptions

You understand that Contacts / Users are staff or associates of the institution not students;
You have the minimum required level to access the Contacts menu; and
You have the permission / authority of the Institution to grant access to users / to use Paradigm.

Key Terms and Concepts

There are four types of addresses that may be maintained within Paradigm:

Four Types of Addresses in Paradigm

	Address Types	Brief Overview
1	Residential / Semester / Term / Current Address	Contact details for the User during an active semester of study.
2	Permanent / Billing Address	Contact details for the User whilst not actively working, for example during the semester break period.
3	Emergency Contact Address	Contact information to be used in an emergency to reach a friend, family member or guardian of a specific user.
4	Employer Address	Contact details for the users place of employment, if a subcontractor or visiting Scholar

Contact Information Related Fields

Field Name	Brief Overview
To	The name of a 3rd party or person whose attention is required on any physical correspondence
Attention Name	The Users full name. this field will appear on printed letters along with address details
Property Name	e.g. The Burrows - If the user doesn't provide a property name please leave this field blank
Flat / Unit no	e.g. Unit 4 - If the user doesn't provide a sub address please leave this field blank
Street Number	Street number - this field is only to be left blank if the Postal Box field has been completed - a warning message will appear if this field is left blank to confirm that it is correct
Street Name	Name of Street including street type e.g. Brown Road
Postal Box	For a postal address with a non street address e.g. PO Box 9994
City	City or Suburb. This field is a smart field that contains all suburbs, States and Postcodes of Australia to ensure the correct Suburb / State / Postcode Combination is entered
Postcode	Australian postcode field - this will auto populate when the Suburb is selected in the above field
State	The state is normally auto populated with the colleges home state - when the suburb is selected in the Suburb field this will auto populate with the correct state as selected. If the State is not an Australian State pleas change the field to Select State and enter the details into the 'Or' box
Or	This field is for Non-Australian State information
Country	The Country is defaulted to Australia please change if required
Mobile	Mobile Phone number
Home	After Hours contact number
Day Phone	Working Hours contact number
Fax	Fax number
Email	Either Personal Email address or institution email address depending on the institutions preference
IM Protocol	Instant messaging system or program preference e.g. Skype, Hip-chat, Messenger - including Username
IM Address	Web address for Instant messaging program

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Implications

NOTE

Not all address types are relevant for all contacts / users.

Workflow

1.How to Add a Contact / Users Contact information

1. How to ADD a Contact or User’s Contact Information

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 contacts'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.
Click on the Edit Contact info option in the side Menu
Click the Add (address type) to be created. If no address types have been added it is recommended that the Semester / Term / Current Address be created first, followed by the Permanent / Billing address.
Enter the required information to the address fields
Click on the Save Person Contact Details button.