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
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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. 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 | 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 | 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. |
FORM FIELDS 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 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 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.
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.
|
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. |
NEW FIELDS 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
NEW FIELD ADDED 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.
FORM 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 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 |
|
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:
|
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. |
NEW FIELDS ADDED 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
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 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.
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
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 into 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 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.
02. How to CREATE or ADD a New Contact or User to Paradigm
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 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 User's Record for the instructions.
03. How to MAINTAIN or ADD a Security Group to a Contact or User's Record
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 workflows 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 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 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.
6 Proceed to the instructions in the “Workflow 04. How to ADD or 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.
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.
04. How to ADD or RESET a User Password
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 CHANGE PASSWORD Form section, enter a new password in the New Password field and verify it in the New Password Verify field.
4 The UPDATE USER PASSWORD button will not appear until the password strength indicator is satisfactory. When it does click the button.
4.1 How to trigger the system to send a Paradigm Login Credentials
1 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.
2 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).
3 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).
06. How to ADD or ASSOCIATE Staff to Scheduled Units
NOTE: If the contact record is already loaded, proceed to the STEP 2 instructions, else start with STEP 1.
STEP 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.
STEP 2 Associate the Contact’s Record to Scheduled Units
1,2 With the contact’s record loaded in the system, choose Contacts > Edit Details menus on the side. 3 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 the relevant search box: Unit Code, Unit Name, Unit Provider, Unit Keywords, and Unit Status.
4 Click the SEARCH SCHEDULED UNIT button. This will return a list of units that meet the searched criteria.
5 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.
6 Click the ADD ROLE TO SCHEDULED UNITS button.
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.
08. How to EDIT a User or Contact Record
NOTE: If the contact record is already loaded, proceed to the STEP 2 instructions, else start with STEP 1.
STEP 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.
STEP 2 Edit the Contact’s Record
With the contact’s record loaded, edit or update the required fields / information.
From here, contact 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).
Related Pages
Overview | Assumptions | Key Terms and Concepts | Implications | Workflow | Video | Related Pages | Further Reading