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Update contacts in the Hub

Posted
Updated
ByRenée Wilson

1. Start at the Archives website at archives.utah.gov

Screenshot of Utah State Archives homepage, with a yellow arrow pointing to the "Records Management" option on the menu bar.

2. Select Records Officer Hub

Screenshot of Utah State Archives website with menu header expanded and yellow arrow pointing to "Records Office Hub" button.

3. Select Take Me To The Hub

Screenshot of Utah State Archives webpage entitled "About the Records Officer Hub." A yellow arrow points to a blue button with white writing that says "Take Me To The Hub."

You’ll need to a) be set up as an Appointed Records Officer (ARO) for your entity and b) have a Utah ID before you can view and update your entity’s contacts from the Hub. If you’re not yet an ARO, please review the instructions for Signing Up as a New Records Officer before proceeding.  

4. After clicking Take Me to the Hub,  you’ll be asked to login using your Utah ID

Screenshot of login page for Utah ID.

5. Once inside the Hub, select the button to View or Edit Contacts

Screenshot of Records Officer Hub, which has nine tiles arranged in an inverted pyramid shape, with four tiles across the top row, three across the middle row, and two across the bottom row. A yellow arrow points to the top left tile, which says "View or edit contacts."

6. From the View or Edit Contacts page you’ll see an option for My Roles on the left, which shows the roles you’ve been assigned. On the right, you’ll see Entities Available; these are the government entities you have authority to add user roles to.

Screenshot of Records Officer Hub page for adding roles and contacts, with a yellow arrow pointing to the button that says "View Users."

7. From this section you will have several options, including to Delete Role—this option will remove a person from a specific role.

Closeup detail of the webpage for updating users, showing a yellow arrow pointing to a button that says "Delete Role" with the text in red and an icon of a garbage can.
Screenshot showing wording of the pop-up box when the user selects "Delete Role." The pop-up window says, "Deleting a role for a user is final" and gives an option to delete the role or cancel the transaction.

8. In this section you can also Edit User, which will allow you to add or remove a role for a person already entered into the system. This is also where you can indicate whether an Appointed Records Officer shows up on the Open Records Portal

Closeup detail of the webpage for updating users, showing a yellow arrow pointing to a button that says "Edit User" with the text in blue and an icon of an eye.

Tip: if you hover over the role you can see a short description. The Chief Administrative Officer (CAO) and Appointed Records Officer (ARO) are the only two mandated roles.

Screenshot of the pop-up that appears when the user selects to edit a person's roles. Many roles are shown which can be selected.

9. And lastly, you can Add Other User if you need to add a new person to a role

Closeup detail of the webpage for updating users, showing a yellow arrow pointing to a blue button that says "Add Other User" with the text in white and an icon of a human with a plus sign superimposed.

This will bring up a screen where you can enter the person’s contact details and assign them a role. You can assign more than one role, but only one is required.

Screenshot of the pop-up that appears when the user selects to add a new user. A yellow arrow points to the contact information fields.
Screenshot of the pop-up that appears when the user selects to add a new user. The contact information fields have been filled in, and a role selected.

10. Once you’ve entered the information, you’ll receive a pop-up notification on the screen that the User & Role(s) were successfully created:

Screenshot showing the successful addition of a new contact, with a green pop-up notice with white text that says, "Success! User & Role(s) created."

If you entered information incorrectly you’ll receive an error message on the screen indicating which information you need to correct.

If you run into errors that you’re unable to correct, please reach out to the Records and Information Management Specialists at recordsmanagement@utah.gov or by phone at 801-531-3863.

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