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Objective

Upon completion of this KB the User will be able to add / update Users Contact information within the Contact information section.

Complexity: LOW

Page Contents

Assumptions

  • Contacts / Users are staff or associates of the institution not students.

  • The User has the minimum required level to access the Contacts tab

  • The User has the permission / authority of the Institution to grant access to users / to use Paradigm

Key terms and concepts

There are four types of addresses that may be maintained within Paradigm:

Address Types

Brief Overview

1

Residential / Semester / Term / Current Address

Contact details for the User during an active semester of study.

2

Permanent / Billing Address

Contact details for the User whilst not actively working, for example during the semester break period.

3

Emergency Contact Address

Contact information to be used in an emergency to reach a friend, family member or guardian of a specific user.

4

Employer Address

Contact details for the users place of employment, if a subcontractor or visiting Scholar

Contact information related fields

Field Name

Brief Overview

To

The name of a 3rd party or person whoose attention is required on any physical correspondence

Attention Name

The Users full name. this field will appear on printed letters along with address details

Property Name

e.g. The Burrows - If the user doesn't provide a property name please leave this field blank

Flat / Unit no

e.g. Unit 4 - If the user doesn't provide a sub address please leave this field blank

Street Number

Street number - this field is only to be left blank if the Postal Box field has been completed - a warning message will appear if this field is left blank to confirm that it is correct

Street Name

Name of Street including street type e.g. Brown Road

Postal Box

For a postal address with a non street address e.g. PO Box 9994

City

City or Suburb. This field is a smart field that contains all suburbs, States and Postcodes of Australia to ensure the correct Suburb / State / Postcode Combination is entered

Postcode

Australian postcode field - this will auto populate when the Suburb is selected in the above field

State

The state is normally auto populated with the colleges home state - when the suburb is selected in the Suburb field this will auto populate with the correct state as selected. If the State is not an Australian State pleas change the field to Select State and enter the details into the 'Or' box

Or

This field is for Non-Australian State information

Country

The Country is defaulted to Australia please change if required

Mobile

Mobile Phone number

Home

After Hours contact number

Day Phone

Working Hours contact number

Fax

Fax number

Email

Either Personal Email address or institution email address depending on the institutions preference

IM Protocol

Instant messaging system or program preference e.g. Skype, Hip-chat, Messenger - including Username

IM Address

Web address for Instant messaging program

Implications

Not all address types are relevant for all contact/ users.

Workflow

 1.How to Add a Contact / Users Contact information

  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. This will return a list of contacts that meet the searched criteria

  6. To filter the list of contacts, in the search box above the list of contacts, start typing the contacts's first or given name. 

  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 the Edit Contact info option in the side Menu

  9. Click the Add (address type) to be created. If no address types have been added it is recommended that the Semester / Term / Current Address be created first, followed by the Permanent / Billing address.

  10. Enter the required information to the address fields

  11. Click on the Save Person Contact Details button.

Further Reading

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