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
• Content Manager Overview (what is it, what is it used for, and why use it)
• Global Settings to ensure that you have the most recent settings available for all users
• Change Outlook settings to optimize email filing
• Security and Access to records in Content Manager
• Demo: how to open Content Manager (CM) ( 1.5 min)

General

• Content Manager Glossary (Pages 4-5)
• Keyboard shortcuts
• Best practices for Titles (i.e. Naming Conventions)
• Categories Guide
• Cutoff Date Guide
• Best practices for File Formats: what can and can't be filed
• Accessibility Options (Zoom In / Magnifier)

Digital Folders

• How to create a digital folder
• How to create a digital subfolder
• How to add or remove a folder to/from Dropzone (Recent Containers)
• How to edit a digital folder
• Demo: Digital Folders ( 5 min)

Physical Records

• How to prepare a box for storage
• How to create a box
• How to send a box to the Records Center
• How to request a box from the Records Center
• How to edit a box
• How to return records to the Records Center
• Workaround: sending or requesting a box that someone else created
• Demo: Creating and Sending Boxes to the Records Center ( 3.5 min)

Filing Electronic Records (small batches)

• Filing process overview
• How to file with Dropzone - for filing emails (from Outlook) or other electronic documents (from File Explorer)
• How to file with Direct Drag-and-Drop - for filing emails (from Outlook) or other electronic documents (from File Explorer)
• How to file from SharePoint or Teams
• Workaround: Filing from subfolders
• 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
• Document Queues - how to create
• Document Queues - how to file
• Demo: How to file emails with Document Queues ( 5 min)

Searching

• Search Manual
• Search Overview - search options, most common search parameters and tips/tricks
• How to open, export/download, or share/email search results
• How to export metadata (details/information) about search results
• Boxes - Search Fields Crosswalk
• Digital Folders - Search Fields Crosswalk
• Electronic Records - Search Fields Crosswalk
• 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
• How to add records to a Legal Hold
• Review records for up for disposition (on a consignment)
• How to submit a new Disposition Request Form
• How to request to delete records from Content Manager
• How to move an electronic record to a different folder
• Perform actions on multiple records at one time
• Use "Copy Record" to duplicate boxes and folders
• View the Audit Log / Change History of each record in Content Manager