Edit Code Items

This page will provide you with an overview, key concepts, and workflows related to managing editable Code Items in Paradigm

Overview

Code Items are the values displayed in a drop-down menu you see in Paradigm User Interface – fields that would require you to choose from the list. These items will change as your business or institution will also undergoes some changes in the future. Paradigm offers a solution to address this concern and lets you edit the Code Items to meet your requirements. This knowledge article will give you a detailed workflow on how you can search, add, and edit Code Items.

Key Terms and Concepts

What is a Code Type

From Paradigm’s user interface perspective, we refer to the Code Type as the heading of a field that has dropdown menus. In the example below, “Funding Type” is the Code Type.

What are Code Items

Refer to the items under the Code Type. In the example above, the Code Items under the Code Type Id “Funding Type” are “UPFRONT FEES”, “FEE-HELP”, “HECS-HELP”, and “OSS-HELP”.

Implications

WARNING:

Some of these items are government reportable fields and have responses that are predetermined options within TCSI) reporting. Please consult the government website to ensure that your institution is compliant before adding or removing any options.

NOTE:

Code items may be retired by setting the visible field to "Hidden". Setting a code to "Hidden" will prevent it from appearing in the appropriate drop-down menu. Note that historical records will still retain the old code item, meaning that retiring old codes will not have an adverse impact on historical data.

Workflows

(A) Search a Code Item

If you know the exact Code Type Id or a keyword of the code that you want to search, you can do so by typing in the Code Type Id field and click the SEARCH CODE TYPES button. However, if you want to search for all the Code Items [to be displayed], follow the instructions below.

1. Choose the System menu > Search Code Type > Click the SEARCH CODE TYPES button.

A list of all Code Types will be displayed under the SEARCH CODE TYPE Form. You can filter your search by typing a keyword of the Code Id that you want to search in the Filter Box.

2. If you already found the Code Type Id that you are looking for after typing a keyword in the Filter Box, click the EDIT button on the right to see the Code Items associated with it.

NOTE:

If there is only one result of the Code Type that you are trying to search, it will automatically open a form section below, displaying all the code items associated with the Code Type, no need to look for the EDIT button.

3. After clicking the EDIT button [or after a result has been displayed], an ITEMS ASSOCIATED WITH CODE TYPE Form will appear below the CODE TYPE DETAILS Form which has a list of all the Code Items (both visible and hidden) under the type that you’ve searched.

In the example above, a list of all Code Items is displayed under the Code Type Id: FUNDING_TYPE.

(B) Add a Code Item to a Code Type

1. Follow the same instructions [as] above on how to “A. Search for a Code Item”, to search for the Code Type where you want to add your new Code Item.

2. Once you’ve found the Code Type and its associated Code Items, click the ADD NEW CODE ITEM button.

3. A CODE ITEM DETAILS section will appear below, with all the fields that you need to fill out to add successfully your new Code Item. Refer to the guide below in filling out this form.

   Fields with * are required.

   • Code Id * - The code used in the backend of the system for the response. This value should have no spaces and be fewer than 20 characters in length. Replace spaces with underscores.

   • Code Type Id - Each code item is assigned a type ID that is used to group code items that should appear in the same drop-down menu within the user interface.

   • Code * - This is the value that will be saved in the database. We recommend making the Code the same as the value of the Code Id.

   • Order - This is the order that the items will appear in the drop box once added to the system. The number allocated to each option needs to be 2 or 3 digits to ensure that the options appear in the required order. Prefix a number 0 to any number below 10, or to any single digit number.

   • Visible * - The visibility of an option to be able to make available or not an option within the drop box. Hiding an option doesn't remove or re-code it from historical records in the system (for these records it will still be visible), it will just remove it from being used in the future.

   • Description * - This is the value that will be seen by users in the drop-down menu, displayed on the user interface. The description is designed to be for the end users and should be more "user-friendly”, descriptions that users could easily relate to depending on the type of options you wanted them to choose.

Sample Code Item fields added to the Funding Type

4. Click the SAVE CODE ITEM button, to add the new Item Code.

(C) Edit a Code Item

1. Follow the same instructions [as] above on how to “A. Search for a Code Item”, to search for the Code Type where you want to edit your new Code Item.

2. Once you’ve found the Code Type and its associated Code Items, click the EDIT button on the right of the Code Item that you want to edit.

3. A CODE ITEM DETAILS Form will appear below, with all the fields that you can edit for that Code Item. Refer to the guide below for editing a code item.

NOTE:

Code items can be edited but not deleted. The order, visibility and description can each be edited.

• Order – Edit the number here if you want to change the order of the Code Item. The numerical value you’ve entered will determine the order this option will appear in the drop-down box. Prefix any single-digit number with a zero. Any order number entered below 10 should start with a zero. e.g. 01, 02, 03, etc. In the example above, it is set to 04.

• Visible – Edit the visibility depending on how you want this Code Item to be seen in the system. Visible will make the option available as soon as it has been saved as a code item, hidden will save it for a later time.

• Description – Edit the description field if you want a new display option for the user to see under this Code Type. This is the text to be displayed on the user screen, this field/data can have a bit more detail. You can also edit the Code Id and the Code fields above if you are editing the description – to match your new description, just follow the same format.

4. Click the SAVE CODE ITEM button, to apply changes.

(D) Hide a Code Item

1. Follow the same instructions [as] above on how to “A. Search for a Code Item”, to search for the Code Type where the Code Item that you want to hide belongs.

2. Once you’ve found the Code Type and the Code Item under it that you want to hide, there are two ways you can make the Code Item hidden:

   1. Click the Eye icon against the Code Item that you want to hide. If the Eye icon turns to this it means that the Code Item is already hidden
   2. Alternatively, click the EDIT button on the right of the Code Item.

3. A CODE ITEM DETAILS Form will appear below, with all the fields that you can edit for that Code Item. Set the Visible field to Hidden and click the SAVE CODE ITEM button to apply the change.

Video Tutorial