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Overview

This knowledge article will provide a comprehensive list and description of all the minimum, optional, and related fields required to create a new contact record in Paradigm. This will also provide the workflows on how to search, add, and edit the contact’s information, and all other related how-to guides in maintaining a contact record in the system.

Complexity: MEDIUM

Navigation

Workflow

 Assumptions

Assumptions

  • You have the minimum required level to access the Contacts menu; and

  • You have the permission / authority of the Institution to.

 Key Terms and Concepts

Key terms and concepts

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.

Minimum Required Fields to Create a Contact Record

BE ADVISED: Entering Date of Birth is part of triggering the system to create the user login. It does not matter if it is user's true date of birth.

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 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

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

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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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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Implications

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

 1. How to Search for a Contact / User

01. How to SEARCH for a Contact or User

1, 2 Choose Contacts > Search menus on the side.

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 the SEARCH CONTACT button.

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. 

6 When you see the record for the contact you are looking for, click the contact role for that contact, highlighted in blue in the left column under the Role Id row. This will load the contact’s edit details page.

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

02. How to CREATE or ADD a New Contact or User to Paradigm

BE ADVISED: Please ensure that the contact doesn't already 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 01. How to SEARCH for a Contact or User above.

1, 2 Choose Contacts > Add New menus on the side.

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).

4 Click the SAVE CONTACT button.

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 03. How to MAINTAIN or ADD a Security Group to a Contact or Users Record to do this.

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

03. How to MAINTAIN or ADD a Security Group to a Contact or User's Record

INFO: After creating a new contact record in Paradigm (from workflow 02. How to CREATE or 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 instructions below.

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.

1, 2, 3 With the newly created contact record loaded in the system, choose Contacts > Edit Details > Roles menus on the side.

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

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 4 and 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.

3.2 ADD or ASSIGN Security Group to the Contact Record

NOTE: A user name is allocated automatically by the system if a user name has not already been allocated. If a password has not yet been set, allocate a password and press the Save button. (The Save button will only appear only when the password strength meets or exceeds a satisfactory level.) A user login can only belong to one security group at a time, so if a security group has already been assigned, follow the steps at 3.3 Removing a Security Group below to remove the existing security group, and then continue here to assign the new security group.

1, 2 With the newly created contact record loaded in the system, choose Contacts > Login menus on the side.

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

4 Click the ASSIGN SECURITY button.

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.

3.3 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:

1 Load the contact’s record. Refer to the workflow above 01. 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.

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

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

4 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 3.2 ADD or ASSIGN Security Group to the Contact Record.

3.4 DISABLE a User Login

This will disable the user from logging into Paradigm.

1 Load the contact’s record. Refer to the workflow above 01. 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.

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

3 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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 4. How to Add  / Reset a User Password

04. How to ADD or RESET a User Password

  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. Click on Login option in the side menu.

  9. Enter in the new password into the Change Password section. 

  10. The Update User Password button will not appear until the password strength indicator is satisfactory. When is does click the Update password button

  11. Open a different browser, copy and paste the login ID for the user account that has just been created to the username filed, click on “forgot password?” to trigger the system to send an email to the with the email address registered in Paradigm to change the password.

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 5. How to Print Staff Cards

05. How to PRINT Staff Cards

NOTE

A template for the card must be established prior to this function being available. This can be requested via the Silverband Help desk.

  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. Click the Print Staff card button.

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 6. How to Add or Associate Staff to Scheduled Units

06. How to ADD or ASSOCIATE 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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 7. How to Remove / Suspend Access for Contact / Users

07. How to REMOVE or 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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 8. How to Edit a User / Contact Record

08. How to 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.

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 9. How to Add Scheduled Units to a Contact's Dashboard

09. How to ADD 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 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.

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

10. How to 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.

  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 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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 11. How to Add Roles to a Contact Record.

11. How to ADD Roles to a Contact Record

Roles are different to permission levels. Roles are jobs the user does within the institution.

Certain roles will add the contacts names to lists.

  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 Assigned Roles for Contacts section.

  9. Click on the drop box and select the required role.

  10. Click on the Assign Role button.

  11. To add additional roles select the required role drop box and click the Assign role button. Repeat as many time as required.

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

12. How to ADD or EDIT 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 page

  3. Click the Add File Attachment button

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

  5. 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.

  6. 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.

  7. The Status field should be set as Published.

  8. 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.

  9. 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.

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

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

  12. Once these details have been added, 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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Related Pages


Overview | Assumptions | Key Terms and Concepts | Implications | Workflow | Video | Related Pages | Further Reading

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