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User role secured asset definitions

Understand secured asset permissions and their use within your organisation.

The table below describes permissions that can be granted to users in your organization.  Some descriptions contain links to articles with more information about the permission and how to use it.  

Secured Asset / PermissionDescription
AdministrationThese permissions are typically assoiciated with the Organization Adminsitrator role.
Create a new userCreate a new user account in your own organisation.
Edit all users informationEdit the login name, email, password, and other details for users in your own organisation.
Edit organization informationEdit details of your own organisation such as abbreviation and address. Also grants access to the Organization tab in preferences.
Edit role secured asset settingsConfigure User Role Settings in your own organisation. Create roles and Grant/Deny permission.
Edit users role settingsAssign User Roles (i.e. Basic, Org Admin) to users in your own organisation.
Login using 2-Step VerificationLogin with 2 step verification. On your first login with 2SV granted, you will be prompted to setup your account with an authenticator application. Speak to your Oracle Aconex Representative if you would like to use 2SV in your organization.
Login using Single Sign-OnMust login with SSO (using company network). This asset is not available by default as it requires configuration with your IT. If you would like to use SSO login with your organization, please contact your Oracle Aconex Representative.
Viewer
Mark up files in a Document Review processUse the Online Viewer to create markups in registered Documents during a review process, such as a Workflow review.
Mark up files in the Document RegisterMark up Documents with the Online Viewer direct from the Document Register.
View files using viewerOpen a Document in the Online Viewer and view any markups within it.
External Integrations
Use office onlineUse the Office Online integration to open Office files, such as Word files in Aconex and edit them online. Requires an Office365 subscription.
Documents
General
Create a transmittalSend registered Document(s) to other organization via a transmittal.
Edit document confidentialityMake a Document confidential in your organization's Document register. Control which users in your organization can see it.
Manually update transmittal attachmentsFrom a transmittal, select the received Documents and 'Update Register' to update your organization's register with the new versions. Allows users to manually register received documents where the organization preference 'Update document register with transmittal attachments automatically (except workflows)' is set to No and/or the setting 'Update document register automatically upon receipt of workflow transmittals' is set to No. By default transmittals will update your register automatically.
Mark documents as No Longer in UsePermanently remove a Document Number from use on the project. Should only be used where the Document Number will not be used on the project for any future purpose. Should not be used to correct mistakes. In cases where mistakes are made on the Document record, the Document should be superseded to update the document metadata and/or file. Documents marked No Longer in Use are searchable with 'show document history' enabled.
Restore historical document to current versionSelect a historical Document version and make it current in your organizations Document Register, so it can be superseded and/or placed into a review process.
Run auto-update transmitted documentsSelect Documents into a report and check which organisations on your project require updated versions. Send transmittals directly from the report.
Share upload profilesShare an upload profile with all users in the project or just your own organization.
Supersede a documentUpdate single or multiple Document(s).
Unlock any documentClick the padlock icon on a Document in the Document Register to unlock it. Can only unlock a Document that was manually locked by a user. If the document is locked by another process, such as a Workflow then no user is able to unlock it, it must be managed in the workflow. Locked documents cannot be superseded or added to a review process.
Upload new documentsUpload and register documents into the Document Register of your organization. Without this permission, you still have access to upload and view temporary files, you just won't be able to move them to the Document Register.
Related Items
Manage related itemsCreate, update and remove document relationships. Relationships allow the user to link one document to another stating what relationship type exists between the documents (i.e.: one is affected by the other, one references the other, etc). You must be the project owning organisation. Read more on Related Items.
Print Requests
Create print requestsCreate a print request for an organization that has registered as a 'Print Shop'.
View print requestsView Print Requests created by your organisation.
Bulk Processing
Bulk processingAccess the Bulk Processing feature to upload/update multiple Registered Documents via an Excel spreadsheet. Requires permission to Upload new documents, and Supersede a document.
Searches
Edit/delete shared saved searchesEdit or delete a Documents saved search created by users in your organization.
Search document registerAccess your organizations Document Register and search for Documents. Without this permission, you still have access to upload and view temporary files.
Share saved searchesShare a Document saved search with all users in your organization. The project owning org can also share a saved search with all users/organizations on the project.
Reports
Run a transmittal history reportRun a report showing which documents your organization has transmitted to other organizations.
Third Party Services
BoxUpload files from Box.
DropboxUpload files from DropBox.
Mails
General
Allow setting of mail number prior to sendWhen sending a new mail, allows a Mail number to be manually defined, rather than using the system defined number.
Configure user notification attachments size limitSet your maximum file attachment size limit for email notifications. (if your notification setting is set to include attachments). If the attachment is larger than the set limit, it will be linked.
Configure user notification typeSet your notification preference.
Create mailCreate New, Reply To, or Forward Mail within Aconex.
Make sent mail your ResponseMark a sent mail as your official response to a thread. Used to update the parent Mail's status and clear an overdue task.
View organization's project mailView mail sent or received by anyone in your organization (excluding confidential mail)
Searches
Edit/delete shared saved searchesEdit or Delete a Mail saved search created by users in your organization.
Share saved searchesShare a Mail saved search with all users in your organization. The project owning org can also share a saved search with all users/organizations on the project.
Mail Approvals
Can be made a mail approverThe granted user can be configured in Mail Approvals, to Approve or Reject mail sent from the organisation.
Configure mail approvals for organizationConfigure mail approvers within your organisation for specific mail types. Applies to all projects your organization is participating on.
Configure mail approvals for projectsConfigure mail approvers within your organisation for specific mail types. Applies to a specific project your organization is participating on.
TendersSeparately licensed module. For more information on using this feature on your project, please contact your Oracle Aconex Representative.
Create a tender addendumCreate an Addendum for a tender invitation sent by your organization. Allows you to add details or documents, and change the end date for the Tender
Create a tender invitationCreate a new Tender invitation sent from your organization.
Create a tender responseCreate a Submission (quote) for a Tender received by your organization.
View organization's tendersView all tenders sent and received by your organization.
Workflows
Create/edit a workflow templateCreate or edit a workflow template in your organization.
Edit/delete shared saved searchesEdit or Delete a Workflows saved search created by users in your organization.
Initiate a workflowPlace document(s) into a workflow review process.
Review a workflowReview documents that are assigned to you in a workflow process.
Share saved searchesShare a Workflows saved search with all users in your organization
Workflow administratorAdminister a workflow that was initiated by your organization. Access initiator tools such as reassign, skip and terminate.
ProjectsMany of these permissions only take effect for the project owning organisation. These permissions are typically assoiciated with the Project Adminsitrator role.
Configure Access ControlRestrict access to certain Documents in your Organizations Document Register.
Configure Mail Distribution RulesCreate mail distribution rules for specific mail types in the project.
Configure mail formsAdd project fields to mail types to configure your mail processes.
Create and edit project fieldsCreate custom Project Fields that can then be used in Mail, Packages and Field. Makes the Project Fields menu visible in Project Settings.
Edit Field PermissionsConfigure which values in your project fields can be viewed/selected by users in the project.
Edit document select-list values inlineAdd values to Document select list fields directly from the document upload screen.
Edit project password and session settingsSet project wide security preferences. Users on your project will need to adhere to the set maximum password expiry and idle session duration.
Edit project settingsConfigure Project Settings such as which mail and document types are available to each organization on the project. Also provides access to the Project tab in preferences.
Project Participants List - Add usersAdd users to the project via project participants. Also requires Project Participants List - View.
Project Participants List - Control Project Directory VisibilityShow or Hide users in the project directory via project participants. Users hidden in the project directory are referred to as 'Shadow' users. Shadowed users are unable to be entered as recipients in the To or CC fields, when composing a Mail.
Project Participants List - Remove UsersRemove users from your project via project participants.
Project Participants List - ViewAcess project participants and view all users participating on the project.
Directory
Create a guest userCreate a guest in your own organisation. Or create a guest in another organization if permission to View Global Directory is Granted.
Edit directory visibilityShow or Hide users from your organization in the global directory. Users hidden in the global directory will not be able to be invited into projects.
View Global DirectoryAccess the global directory to see all users in the current Aconex instance (project location). Required to invite users into projects.
Supplier DocumentsSeparately licensed module. For more information on using this feature on your project, please contact your Oracle Aconex Representative.
Edit/delete shared saved searchesEdit or Delete a Supplier Documents saved search created by users in your organization.
Share saved searchesShare a Supplier Documents saved search with all users in your organization.
Supplier Documents administratorCreate a new supplier documents package. Also grants access to the initiator tools to manage supplier document packages initiated by your organization. Initiator tools include Add/Cancel Documents, Edit recipients, and mark as submitted.
Web Services API
Outlook PluginAllows access to the outlook plugin.
Perform Web Services APIRequired for external integrations and API requests to add/edit/extract data between Aconex and other applications. Also required for Mobile app login, downloading Local Archives and accessing Global Login. Avoid setting this to Deny for any users role to ensure these features can be used. (Should be set as N/A or Grant).
Insights
1. Access InsightsDisplay the 'Insights' module to access Process Insights and Organizational Reports.
2. Access ReportsAccess the 'Reports' option under 'Insights' menu to create standard and custom reports using BI Publisher.
7. Access AnalyticsAccess the Analytics Dashboard under the 'Insights' menu.
Connected BIMDisplayed as either Models or BIM on the navigation menu.
Access BIMView 3D Models in the Models module.
Create Model StackCreate a Model stack in Models.
Design Issues RegisterIncluded with Model Coordination which is a separately licensed module. For more information on using this feature on your project, please contact your Oracle Aconex Representative.
Create IssueCreate and assign design issues in Model Coordination
Create setsCreate design issue sets (groups) in Model Coordination
User Account
Edit own user informationEdit your own user details such as login or email address. Allows you to reset your own password. Without this permission, you'll need your org admin to set your password if it expires.
Edit user level session time durationEdit your login timeout. Aconex will automatically logout after an idle session exceeds the set time.
PackagesSeparately licensed module. For more information on using this feature on your project, please contact your Oracle Aconex Representative.
Create a PackageCreate a new Package in your organization, which can be sent to other organizations.
Edit/delete shared saved searchesEdit or delete a Packages saved search created by users in your organization.
Send a PackageTransmit a package to other users.
Share saved searchesShare a Packages saved search with all users in your organization.
Mobile Apps
Access via mobile appsAllow login to Oracle Aconex Mobile.

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