Overview
Form fields are used to control what a user is able to see, edit, and use within the Paradigm user interface. This knowledge article will outline how to maintain form fields so that you can control access to specific fields and system functions within Paradigm.
Complexity: MEDIUM
Implications
USE CAUTION:
Editing form fields has implications across the entire system and across various security levels. Please ensure that all of the implications of any changes or updates are carefully assessed before making changes.
INFO:
The following workflows are available to users who have been granted either the FULLADMIN or SYSTEMADMIN Permission Level within Paradigm. Please contact your Nominated Contact Person if you require a change to a Form Field and do not have the necessary Permission Level.
Workflow
STEP 1 Choose the process for editing Form Fields
There are currently two mechanisms for editing form fields. If you are currently on the page where you want to edit the form field, choose WORKFLOW 1. If you know the name of the form field that you want to edit and would want to search it instead, choose WORKFLOW 2.
A. Using the Edit Labels button
STEP 1 Navigate to a page within Paradigm and locate the field you want to edit.
1 Click the Edit Labels button located at the top right corner of the screen to display the controls to edit Form Fields.
2 Click the blue information button 
next to the field you want to edit.
3 Click the EDIT FORM FIELD button to load a new screen where changes can be made to the selected Form Field.
STEP 2 Proceed to STEP 2 Configuring Form Field settings for further instructions.
B. Using the System menu
INFO:
This method requires that you already know the name of the Form Field that you wish to edit.
STEP 1 Choose System > Form Fields Edit in the Paradigm Interface. A screen to search for a field name will appear.
1 Type the exact field name or a part of the field that you want to edit.
2 Click the SEARCH FORM FIELDS button after typing the field name.
NOTE:
If you typed in just part of the name that you want to edit, a list of all possible fields which contains a part of the name that you’ve searched will appear. Please be very careful in choosing the correct field name and in which form it appears before making any changes.
3 Click the Pencil 📝 button next to load a new screen where changes can be made to the selected Form Field.
STEP 2 Proceed to STEP 2 Configuring Form Field settings for further instructions.
STEP 2 Configuring Form Field settings
A. Making a Form Field HIDDEN
NOTE:
The instructions below assume that the field you are trying to edit is currently set as Visible, thus, wanting to make it Hidden.
That you have already followed the instructions in STEP 1 of this article. The instructions below are a continuation of STEP 1.
1 Click the TOGGLE ALL button in the Is Visible? column to remove all the ☑.
2 Click the SAVE FORM FIELD button if you want the field to be hidden from all users. However, if you only want the field to be hidden to only one or more groups of users, click the TOGGLE ALL button again to put back all (checkmarks) ☑ in the column.
3 Remove the ☑ in the Is Visible? column of your chosen group/s. This will make the field hidden only to the selected group/s.
4 Click the SAVE FORM FIELD button to apply changes.
INFO:
In this example, only users with MARKETING and RECEPTION access cannot see the Student Title field in the STUDENT DETAILS form.
B. Making a Form Field VISIBLE
NOTE:
The instructions below assume that the field you are trying to edit is currently set as Hidden, thus, wanting to make it Visible again.
That you have already followed the instructions in STEP 1 of this article. The instructions below are a continuation of STEP 1.
1 Click the TOGGLE ALL button at the top of the Is Visible? column to put back all the ☑.
2 Click the SAVE FORM FIELD button if you want the field to be visible to all users. However, if you only want the field to be visible to only one or more groups of users, click the TOGGLE ALL button again to remove all the (checkmarks) ☑ in the column.
3 Put back the (checkmarks) ☑ in the Is Visible column of your chosen group/s. This will make the field visible only to the selected group/s.
NOTE:
Please make sure that the Is Editable? column is also (checked) ☑ the same way as the Is Visible? column if you want the field to be both visible and editable. Remove the (checkmarks) ☑ on the Is Editable? column if you only want the field to be visible but not editable.
4 Click the SAVE FORM FIELD button to apply changes.
INFO:
In this example, only users with FULLADMIN and STUDENT access can see the Student Title field in the STUDENT DETAILS form.
C. Making a Form Field EDITABLE
NOTE:
The instructions below assume that the field you are trying to edit is currently set as Not Editable or Read Only, thus, wanting to make it Editable.
That you have already followed the instructions in STEP 1 of this article. The instructions below are a continuation of STEP 1.
1 Click the TOGGLE ALL button at the top of the Is Editable? column to put back all the (checkmarks) ☑.
2 Click the SAVE FORM FIELD button if you want the field to be editable to all users. However, if you only want the field to be editable to only one or more groups of users, click the TOGGLE ALL button again to remove all the (checkmarks) ☑ in the column.
3 Put back the (checkmarks) ☑ in the Is Editable column of your chosen group/s. This will make the field editable only to the selected group/s.
4 Click the SAVE FORM FIELD button to apply changes.
INFO:
In this example, only users with STUDENT and FULLADMIN access can edit the Student Title field in the STUDENT DETAILS form.
D. Making a Form Field READ-ONLY
NOTE:
The instructions below assume that the field you are trying to edit is currently Editable, thus, wanting to make it Not Editable or Read Only.
That you have already followed the instructions in STEP 1 of this article. The instructions below are a continuation of STEP 1.
1 Click the TOGGLE ALL button at the top of the Is Editable? column remove all the (checkmarks) ☑.
2 Click the SAVE FORM FIELD button if you want the field to be not editable or read-only to all users. However, if you only want the field to be not editable to only one or more groups of users, click the TOGGLE ALL button again to put back all (checkmarks) ☑ in the column.
3 Remove the (checkmarks) ☑ in the Is Editable column of your chosen group/s. This will make the field not editable or read-only to the selected group/s.
4 Click the SAVE FORM FIELD button to apply changes.
INFO:
In this example, only users with RECEPTION and MARKETING access cannot edit the Student Title field in the STUDENT DETAILS form.
Related Pages
Overview | Assumptions | Key Terms and Concepts | Implications | Workflow | Video | Related Pages | Further Reading