Workflows

You can access the supplementary files associated with a workflow that’s completed.

Find the relevant workflow, and click to open it. On the top-left of the documents list, you’ll see a Supplementary files button. Click it to access and download the files you need.

A workflow is made up of a number of steps. Each step sets out the actions needed at that point in the workflow.

For example, a step may require a person to review and approve a document. Once that step is completed, the documents in the workflow continue on to the next step.

Find out more about how workflow templates are created using a series of steps.

A Workflow Template sets out the rules for a workflow. These rules include:

• who needs to approve the document/s
• in what order people need to approve the document/s
• what happens when the final approval is given.

Any user with the asset Create/edit a workflow Template can set up a Workflow Template for each set of documents that go through an identical review and approval process.

Starting documents in a workflow

If you need to start documents in a workflow, you'll select an existing Workflow Template to start this process. Find out more about initiating a workflow.

Setting up Workflow Templates

You need explicit permissions to set up a workflow template in Aconex. Contact your Organization Administrator if you need to set up templates but don't have permission. They'll need to follow the instructions about User Roles and Workflows to give you permission.

A subworkflow is a workflow that sits within a step in an existing workflow. Any person assigned a step can start a subworkflow, for example, if they need the input of other parties to complete that step.

A Workflow Initiator is someone who has permission to start, and then manage, a document review cycle using Workflows.

If you need to initiate a workflow but don't have permission, ask your Organization Administrator to give you access. They will need to follow our information on Workflows and user roles.

A Workflow Administrator is someone who manages workflow rules and templates for your organization.

More specifically, Workflows Administrators have permissions to use the Initiator Tools and delegate reviews.

If you need to create workflow templates, or complete other tasks using Workflows, ask your Organization Administrator to give you the relevant permissions using the information on managing Tenders, Workflows, and Supplier Documents.

You don't have permission. Ask your Organization Administrator to modify your user role so you do. They'll need to follow the instructions on giving permission for users to initiate Workflows.

Workflow Administrators can create a workflow templates if they are granted access with the asset Create/edit a workflow template.

By default, anybody with a user role of Document Administrator, Organization Administrator or Project Administrator is also a Workflow Administrator.

If you need to create a workflow template but don't have permission, ask your Organization Administrator to give you access using our information on Workflows and User Roles.

The Workflow module is not available on all projects. Contact your Aconex Account Manager or Service Desk if you need access.

There are two reasons why your Workflows transmittals aren't being registered.

Your Project Administrator or Organization Administrator may have change the settings for your project. Or your project may have started in or before 2010. 

Find out how to enable the auto-registration of documents from Workflows transmittals.