Edit Form Fields

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

Overview

Form fields are used to control what a user can see, edit, and use within the Paradigm user interface. Paradigm is capable of hiding or making fields visible by Permission Levels. This knowledge article will outline how to maintain form fields so that you can control access to specific fields and system functions within Paradigm.

What are Form Fields

A layer of system controls that determines what a user can see, edit and use within the Paradigm user interface.

In the sample screenshot below, the Student Details fields have lots of form fields to be filled out. Each of the information required is considered as a Form Field that can be made visible, hidden, editable, and read-only to all or selected permission levels.

Student Details Available Form Fields

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 are carefully assessed before making changes. Changing the setting of a field on a specific page will make the same change for the same field that appears on any other page.

NOTE:

The following workflows are available to users who have been granted either the FULLADMIN or SYSTEM ADMIN 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 want to search for it instead, choose WORKFLOW 2.

Workflow 1: Using the Edit Labels menu.

Navigate to a page within Paradigm and locate the field you want to edit. If you cannot find the field name that you want to edit on the page, try selecting the Show Hidden Fields button located at the top right corner of the screen to display fields on that page that are currently set as hidden.

1. Click the Edit Labels menu 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 and click the Edit Form Field option. In this example, we will edit the DOB form field.

3. Proceed to Step 2 Configuring Form Field settings for further instructions.

Workflow 2: Using the System menu.

This method requires that you already know the name of the Form Field that you wish to edit.

1. Choose System > Form Fields Edit in the Paradigm Interface to open a screen where you can search for a form field name.

2. Type the exact field name or a part of the field name that you want to edit and click the SEARCH FORM FIELDS button.

If you type in just part of the name that you want to edit, a list of all possible field names that contain the text that you’ve searched for will appear. Please be very careful in choosing the correct field name and in which form it appears before making any changes.

NOTE:

You can also configure sections and buttons in Paradigm by Permission Level. Just type "button" or "section" accordingly in the search field.

3. Click the Pencil button for the form field that you wish to edit and this will load a new screen where changes can be made to the selected Form Field.

4. Proceed to Step 2 Configuring Form Field settings for further instructions.

Step (2) Configuring Form Field settings

Choose from these configuration options depending on how you wish to edit the behaviour of the form field:

• Make the Form Field Hidden

• Make the Form Field Visible

• Make the Form Field Editable

• Make the Form Field Read-Only

• Make the Form Field as Required

(A) Making a Form Field Hidden

These instructions assume that the field you are trying to edit is currently set as Visible and you wish to make it Hidden.

Following the instructions in Step 1 of this article, these instructions are a continuation of Step 1.

1. Click the TOGGLE ALL button in the Is Visible? column to remove all the checkmarks ☑.

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 from 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 Visible? column of your chosen group/s. This will make the field hidden only from the selected group/s.

4. Click the SAVE FORM FIELD button to apply your changes.

In this example, only users with MARKETING and RECEPTION access will be unable to see the Student Title field in the STUDENT DETAILS form.

(B) Making a Form Field Visible

The instructions below assume that the field you are trying to edit is currently set as Hidden, and you wish to make it Visible again.

Following 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 insert all the checkmarks ☑.

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 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.

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

The instructions below assume that the field you are trying to edit is currently set as Not Editable or Read Only, and you wish to make it Editable.

Followed the instructions in Step 1 of this article, these instructions are a continuation of Step 1.

1. Click the TOGGLE ALL button at the top of the Is Editable? column to insert all the (checkmarks) ☑.

2. Click the SAVE FORM FIELD button if you want the field to be editable by 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.

In this example, only users with STUDENT and FULL ADMIN access can edit the Student Title field in the STUDENT DETAILS form.

(D) Making a Form Field Read-Only

The instructions below assume that the field you are trying to edit is currently Editable, and you wish to make it Not Editable or Read Only.

Following the instructions in Step 1 of this article, these instructions 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.

In this example, only users with RECEPTION and MARKETING access can no longer edit the Student Title field in the STUDENT DETAILS form.

(E) Making a Form Field as Required

You now have the ability to make specific fields required for one or more permission groups.

Following the instructions in Step 1 of this article, these instructions are a continuation of Step 1.

1. Put a checkmark next to the Permission Levels where you want the selected field to be entered with a value as it is a required field.

2. Click the SAVE FORM FIELD button to apply your changes.

making the field Last Name as a required field for Applicants and Students