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Objective

Upon completion of this KB the user will be able to Create a user login, Add / update a password, assign a security level and enable / disable a users login access

Complexity: MEDIUM

Page Contents

Assumptions

  • The User has the minimum required level to access the Contacts tab

  • The User has the permission / authority of the Institution to grant access to users / to use Paradigm

  • Contacts / Users are staff or associates of the institution not students.

  • The Institution has already validated that each security group has access to what it requires and nothing more

  • That the User has sufficient information to know what security group to assign for new users

Key terms and concepts

Be advised

A user may only be assigned to a single (1) security group

Warning

A user may only assign a security group that is equal to or less than the one they currently hold. This is to avoid the potential for privilage escalation in user account access.

The table below outlines the security groups that may be assigned to a user via the Paradigm user interface. The permissions are ordered based on scope of access from least to greatest.

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 access but the ability to update their address details, register for units, generate a limited set of letter reports and view other records exposed to them by the Institution.

4

Reception

The lowest level of staff user with almost exclusively read access to a limit set of student related information.

5

Tutor

An appropraite 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

Intened for users who require the functionality of a staff member together with the ability to record 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)

Similiar scope of access as Fulladmin but lacking access to the System and Accounting menus, and the ability to edit published grades or bulk generate invoices.

10

Accounting

A role apprpriate 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

Fulladmin

The standard security group given to power users with the ability to view, edit and break 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 Fulladmin with full system permissions in order to limit the typical scope of Fulladmin access.

Implications

Different Security levels will granted the user different levels of access to the system. A suitable level needs to be granted to a user to give sufficient access. This may be view only e.g. Student Level or reception level access, some editing rights e.g. Staff level access, Administration level e.g.Flex Admin or Full Access e.g. Full Admin. 

Some access levels will restrict that sections of the system can be viewed e.g. Accounting or Human Resources 

Workflow

 1. How to create a User / Contact Login Credentials

  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 contacts'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. Click on the Login option in the side menu.

  10. The new contacts user name will be automatically generated in the User Login Id field based on the details added to the contact record.

  11. Enter a new password for the user. The password policy requires all of the parameters below and the save button will not appear until all requirements have been met.

    • A minimum of 8 Characters

    • A combination of upper and lowercase letters

    • At least 1 number

  12. Click the Save User Login Button

  13. From the Assigned Security for user Login section select the requires access level for the new user

  14. Click the Assign Security Button

  15. Click the Enable User Login Button

 2. How to update a User / Contact 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. This will return a list of contacts that meet the searched criteria

  6. To filter the list of contacts, in the search box  above the list of contacts, start typing the contacts's first or given name. 

  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 the Login option in the side menu.

  9. Scroll down to the Change Password Section

  10. Create a new password for the user. The password policy requires all of the parameters below and the save button will not appear until all requirements have been met.

    • A minimum of 8 Characters

    • A combination of upper and lowercase letters

    • At least 1 number

  11. Click the Update User Password button.

 3. How to edit the reset user login password email template

The password reset template is largely composed of two label text fields:

  1. reset_user_login_password_emailHtmlHeader

  2. reset_user_login_password_emailHtmlFooter

Here is the direct links for your information:

https://{host}.edu.net.au/label_edit.php?labelId=reset_user_login_password_emailHtmlHeader

https://{host}.edu.net.au/label_edit.php?labelId=reset_user_login_password_emailHtmlFooter

For users who can read HTML, the email template code looks like the following:

<html><body>Dear {student_firstName}{contact_firstName},<br><br>{label:get_tpl_label_text_long reset_user_login_password_emailHtmlHeader} <b>Username:</b>{optional:show_form_field reset_user_login_password_email_userLoginId} {user_login_userLoginId} <b>or:</b> {/optional} {user_login_email} <br> <b>Password:</b> {user_login_newPassword}<br>{label:get_tpl_label_text_long reset_user_login_password_emailHtmlFooter}</body></html>

 4. How to disable a User Contact Login and User 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. This will return a list of contacts that meet the searched criteria

  6. To filter the list of contacts, in the search box  above the list of contacts, start typing the contacts's first or given name. 

  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 the Login option in the side menu

  9. Click the Disable User Login button. Check the Enabled option is set to N which is short for No 

  10. Click the Remove Security button

  11. Click the Contacts tab in the side menu

  12. Click the Edit Details option in the side menu

  13. Scroll down to the Other details section

  14. Click on the Status drop box and set the status to Archived or inactive

  15. Click the Save Contact button.

Further Reading

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