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

Navigation

1 Assumptions
2 Key terms and concepts
3 Implications
4 Related Pages

Workflow

1 01. How to search for a Contact or User in Paradigm
2 02. How to create or add a New Contact or User to Paradigm
3 03. How to maintain or add a Security Group to a Contact or User's Record
4 04. How to add or reset a User Password
5 05. How to print Staff Cards
6 06. How to add or associate Staff to Scheduled Units
7 07. How to remove or suspend Access for Contacts or Users
8 08. How to edit a User or Contact Record
9 09. How to add Scheduled Units to a Contact’s Dashboard
10 10. How to add a Photo to a Contact Staff Record
11 11. How to add or REMOVE Roles to a Contact Record
12 12. How to add or edit Attachment for a Contact Record

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.

	Security Level	Description

	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

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

Required Fields	System Required

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 are the minimum required fields to create a record, the additional fields can be completed and used for the 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

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	Active Archived Deleted
Home Institution	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.

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form fields Contact Related Fields

Field Name	Description

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.

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

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Implications

Workflow

01. How to search for a Contact or User in Paradigm

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.

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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 User's Record for the instructions.

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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(s) to the new contact. Refer to the workflows below.

1 3.1 Add or Assign Roles to the Contact Record
2 3.2 Add or Assign a Security Group to the Contact Record
3 3.3 Remove or Delete a Security Group or Access Level to the Contact Record
4 3.4 Disable a User Login

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 a 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.

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.

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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: 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: 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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Related Pages

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