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 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.

FORM FIELDS Minimum Required Fields to Create a Contact Record

When adding a contact the minimum required data to create a record: 

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

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FORM FIELDS Contact Related Fields

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

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.

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3.2 ADD or ASSIGN Security Group to the Contact Record

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.

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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.

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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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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.

5 Open a different browser, copy and paste the User Login Id for the user account that has just been created to the Username field, click the “Forgot password?” link to trigger the system to send an email to the user with the email address registered in Paradigm to change the 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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05. How to PRINT Staff Cards

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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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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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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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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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

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

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

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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