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Job aids
This page contains printable job aids (mostly 1-2 page "quick" guides) that document all of the basic processes in Content Manager. Job aids will be added to this page as they become available.
Getting Started
- How to Open Content Manager (PDF)
- Content Manager Overview (what is it, what is it used for, and why use it) (PDF)
- Global Settings to ensure that you have the most recent settings available for all users (PDF)
- Change Outlook settings to optimize email filing (PDF)
- Security and Access to records in Content Manager (PDF)
- Demo: how to open Content Manager (CM) ( 1.5 min)
General
- Content Manager Glossary (PDF - Pages 4-5)
- Keyboard shortcuts (PDF)
- Best practices for Titles (i.e. Naming Conventions) (PDF)
- Categories Guide (PDF)
- Cutoff Date Guide (PDF)
- Best practices for File Formats: what can and can't be filed (PDF)
- Accessibility Options (Zoom In / Magnifier) (PDF)
Digital Folders
- How to create a digital folder (PDF)
- How to create a digital subfolder (PDF)
- How to add or remove a folder to/from Dropzone (Recent Containers) (PDF)
- How to edit a digital folder (PDF)
- Demo: Digital Folders ( 5 min)
Physical Records
- How to prepare a box for storage (PDF)
- How to create a box (PDF)
- How to send a box to the Records Center (PDF)
- How to request a box from the Records Center (PDF)
- How to edit a box (PDF)
- How to return records to the Records Center (PDF)
- Workaround: sending or requesting a box that someone else created (PDF)
- Demo: Creating and Sending Boxes to the Records Center ( 3.5 min)
Filing Electronic Records (small batches)
- Filing process overview (PDF)
- How to file with Dropzone (PDF) - for filing emails (from Outlook) or other electronic documents (from File Explorer)
- How to file with Direct Drag-and-Drop (PDF) - for filing emails (from Outlook) or other electronic documents (from File Explorer)
- How to file from SharePoint or Teams (PDF)
- Workaround: Filing from subfolders (PDF)
- Demo: How to file emails with Dropzone ( 2 min)
- Demo: How to file with Direct Drag-and-Drop ( 3 min)
- Demo: How to file electronic records from SharePoint or Teams ( 3 min)
Filing Electronic records (bigger batches)
- Document Queues - overview (PDF)
- Document Queues - how to create (PDF)
- Document Queues - how to file (PDF)
- Demo: How to file emails with Document Queues ( 5 min)
Searching
- Search Manual (PDF)
- Search Overview - search options, most common search parameters and tips/tricks (PDF)
- How to open, export/download, or share/email search results (PDF)
- How to export metadata (details/information) about search results (PDF)
- Boxes - Search Fields Crosswalk (PDF)
- Digital Folders - Search Fields Crosswalk (PDF)
- Electronic Records - Search Fields Crosswalk (PDF)
- Demo: How to search in Content Manager ( 5 min)
- Demo: Working with search results in Content Manager ( 5 min)
Other Resources
- Review list of All Active Users by agency (PDF)
- How to add records to a Legal Hold (PDF)
- Review records for up for disposition (on a consignment) (PDF)
- How to submit a new Disposition Request Form (PDF)
- How to request to delete records from Content Manager (PDF)
- How to move an electronic record to a different folder (PDF)
- Perform actions on multiple records at one time (PDF)
- Use "Copy Record" to duplicate boxes and folders (PDF)
- View the Audit Log / Change History of each record in Content Manager (PDF)