Content Manager (CM) 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 (and some navigation tips) (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)
• 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)

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 emails from Outlook (PDF)
• How to file electronic records from File Explorer (OneDrive, network/share drives) (PDF)
• How to file electronic records from SharePoint and Teams (PDF)
• Workaround: Filing from subfolders (PDF)
• Demo: How to file emails with Dropzone ( 2 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 review and open (export) 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)
• Review records for up for disposition (on a consignment) (PDF)
• How to submit a new Disposition Request Form (PDF)
• Share records with others (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)
• October 2021 Upgrade Summary of Changes (PDF)

Forms

Legal Hold Request Form (PDF)

Related Links

Looking for Records?

King County Archives - historical county records
Recorder's Office - recorded documents
Vital Statistics - birth and death records
Find Public Records - various county records
Public Records Program - submit a public disclosure request