Maintaining Report Signatures

Owned by Ben Bentley
Last updated: Jan 15, 2021
4 min read

Objective

Add and edit Paradigm File Attachments whose purpose is a signature image file to be used for a provider or contact record.

Difficulty: Expert

Page Contents

 

Implications

Changing an image file will be immediately effective across all letter and report templates that are currently using that image file.

Assumptions

  • You have a high level of access to ParadigmEMS, eg fulladmin, flexadmin, systemadmin

  • You are a competent user of ParadigmEMS

Key terms and concepts

The file attachment page contains 6 fields that are commonly used for the provider or contact record. This article is solely file attachments related to the signatories for official documents such as the testamur, transcript, AHEGS. The file attachment details can be used across many templates, and each template that is to use these details, will require that a support request be raised, to authorise Silverband to update the template to use the new details.

The Purpose dropdown field should be set as Signature.

The Name field should be set as Signature since the attachment relates to the signature that will appear on the templates. This name is how we refer to the file attachment record. 'Signature' is case sensitive including the uppercase S.

The Category field can also be used if its dropdown box has been populated with options.

The Description field can be configured for your site to contain 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, you can add the official position title of the person whose signature will appear on the templates. Note that the position title will also appear whenever the Description field of the file attachment record is used on the template. If the Description field is not being used by your site in this way, the field can be used as a description of the file attachment.

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 this should contain 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 superimposed on the template without obscuring any part of any background image that is also printed.

Once these details have been added, you are then able to update these details as you please, without the need to raise a support request with the Silverband Helpdesk, and the new details will be immediately updated across all templates that are currently configured to use them.

Workflow

  1. Load the relevant Provider record or Contact record

  2. Scroll down the page to the Associated File Attachments section

  3. To add a new file attachment record click the Add File Attachment button, or

  4. To edit an existing file attachment record, find the relevant record in the list and click the pencil icon to the right edge of the record.

  5. In the Name field, type in Signature since the attachment and other details relate to the signature that will appear on the templates. This is how we refer to the file attachment record, and 'Signature' is case sensitive including the uppercase S.

  6. The Description field should contain 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 the file should contain the 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 superimposed on the template without obscuring any part of any background image that is also printed. Note that an image file that has a low resolution will appear blurry when the image size is increased on a template, and for this reason we recommend attaching an image file consisting of a high resolution image.

  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.

  13. Produce a letter or report that uses the file attachment, to verify that the changes appear as you intend. If changes are required, repeat the steps above until the changes are suitable. When further help may be needed, raise a support request via the Silverband Helpdesk, describing the nature of the issue.

Further Reading

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