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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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Workflow
Key Terms and Concepts
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.
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.
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 | The primary provider with whom the contact is associated. A contact may only be associated with a single provider. |
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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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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.
1. How to Search for a Contact / 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
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 / Users Record
03. How to MAINTAIN or ADD a Security Group to a Contact or Users Record
Once the contact is created, Paradigm will show a success message on the top of the page showing the user account has been created successfully.
Adding 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. These roles do not determine the access level for the contact.
Adding a security group: Once the contact has been loaded, click on Login in the side menu. 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 point #4 below to remove the existing security group, and then continue here to assign the new security group. Choose the appropriate security group to assign to the user, click on the Assign Security button to save the change. Finally click the Enable User Login button.
Removing a security group: A login record can only have one security group associated with it. In order to remove a security group, load the contact, click on Login in the side menu, click on the Remove Security button next to the security group to be removed. The system will prompt user to whether to delete the selected items. Click OK to make the change.
Disable a user account: Load the contact, click on the Login in the side menu, Click on the Disable User button. This will disable the users login for the system.
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4. How to Add / Reset a User Password
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
Click on Login option in the side menu.
Enter in the new password into the Change Password section.
The Update User Password button will not appear until the password strength indicator is satisfactory. When is does click the Update password button
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
NOTE
A template for the card must be established prior to this function being available. This can be requested via the Silverband Help desk.
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 Edit Contact details section
Click the Print Staff card button.
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6. How to Add or Associate Staff to Scheduled Units
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 Edit Contact details section
Scroll down to the Add contacts Role for Scheduled Units 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
Unit status
Click on the Search Scheduled Unit Button.
This will return a list of units that meet the searched criteria
Click on the Select the 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.
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
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
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 Other Details section
Click on the Status drop box
Select Archived
Click the Save Contact Button
Click on the Login option in the Side Menu
Click on the Disable User Login button
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
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
To reduce the returned options start typing the name of the unit into this box. The returned results will reduce to match the 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.
Update the Required Fields / information
Click on the Save Contact button.
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9. How to Add Scheduled Units to a Contact's Dashboard
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 Edit Contact details section
Scroll down to the Add contacts Role for Scheduled Units 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
Unit status
Click on the Search Scheduled Unit Button.
This will return a list of units that meet the searched criteria
Click on the Select the 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.
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
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.
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 Other Details section
Locate the picture file and click on the Choose file button
Navigate to where the photo is stored and click the Open button.
Click the Save Contact button
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11. How to Add Roles to a Contact Record.
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.
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12. How to Add or Edit Attachment for a Contact Record
Load the contact record or refer to the section above "How To Search for a Contact / User record".
Once the contact record has been loaded, scroll to the bottom of the page
Click the Add File Attachment button
Click on the Purpose drop box and choose the option that represents the purpose of this attachment.
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.
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.
The Status field should be set as Published.
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.
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.
Click the Browse button and select the file from your local computer that contains the image.
When the details above have been completed, click the Save File Attachment button.
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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