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Frequently Asked Questions
Our Main Application
Get Access to Aconex
I've got an Aconex login name and password. Where do I log in?
My organization has never used Aconex before. How do we start using Aconex?
I'm managing Aconex for my organization. How do I set up a new project on Aconex?
I am already using Aconex for a project. How do I get access to another project?
I'm not using Aconex but other people in my organization use Aconex. How do I get an Aconex login name and password?
How do I create a new user account in Aconex?
Aconex isn’t like the free online services you may use. New users can’t just sign up and create accounts — for one thing, they wouldn’t be able to see any projects. Also, they wouldn’t be associated with a company in Aconex.
If the new user is you, or someone in your organization...
Your organization needs to register to use Aconex if it hasn’t already.
Then, your Organization Admin needs to create an account for the new user and give them access to projects.
If you’re already using Aconex, find out who your Organization Admin is here.
If the new user is someone from another organization, you can invite them to your project whether or not they’re already using Aconex.
If the new user’s organization isn’t registered to use Aconex, that user will only be able to operate as a guest, with restricted capabilities.
What is the difference between my global and project directory?
Your project directory only shows users from the project you are working on.
Keep in mind that your Project Admin can hide users so they don't appear in the project directory.
Your global directory lists all Aconex users who are in the same region as you.
These regions are:
- US and Latin America
- Saudi Arabia
- Rest of Middle East
- Mainland China
- Rest of Asia
What do we mean by 'Aconex instance'?
Aconex instance refers to your project's location.
You may have noticed that when you log in to Aconex you’re asked for your project location.
We sometimes refer to project locations by the more technical term, "Aconex instance." An Aconex instance exists in each project location.
Our current Aconex instances are listed here.
What are the links for each instance?
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Who is my Org Admin?
Your Aconex Account
How do I stop receiving Aconex marketing emails?
Why do I need to provide a security question and answer?
If you call the Aconex Service Desk we’ll ask your security question. This is one of the ways we make sure we are talking to the right person.
Can't think of a security question?
A good security question is
- Easy to remember
- Something only you know.
Most people use a question about something in their past.
Here are some examples:
- What was your mother's maiden name?
- What is the name of your favorite childhood friend?
- What was the make of your first car?
If you're logging in for the first time
You'll need to enter your security question and answer.
Choose from the list of options we've provided. Or choose My custom security question if you'd like to write your own.
How can I delete an old Aconex account?
You can’t delete an Aconex account that you no longer use. We need to keep your past accounts intact to maintain the audit trail for all the projects you’ve worked on.
However, you can have an old account deactivated so that you no longer have access to it, or appear in the Project Directory for projects you worked on through it.
Contact the Organization Admin in the company where you held the account and ask them to deactivate it for you.
If you’re not sure who the Organization Admin is, contact our Service Desk.
How can I change my name or login ID in Aconex?
You can change your login name yourself. Click Setup, then Account Details. Update the Login Name field, then click Save.
To make changes to your given name or family name you'll need to contact the Service Desk. They'll make the change in a way that ensures the Aconex audit trail remains intact.
Logging in to Aconex
Where do I log in?
What is my username for Aconex?
If you’ve forgotten or are unsure of your Aconex login name, you can find it fast.
Go to the log in page, click the Forgotten your login/Password link, enter your email address and click the Go button. We'll email your account details to you and you'll be off and running.
Need help finding the login page? Follow the instructions on logging in to Aconex.
How can I connect to Aconex using 2 Step Verification on my mobile device?
How can I unlock a locked account?
If you made a mistake entering your password, so your account became locked, you can reset it yourself. Click the Forgotten your login/password? link on the login page and follow the instructions. This will unlock your account.
If you leave an organization, the Organization Administrator should lock and disable your account. You’ll need to ask the Organization Administrator at your new organization to create a new account for you.
If your account has been locked and disabled in error, ask your Organization Administrator to grant you access.
What’s the maximum size of a file I can add to Aconex?
Aconex doesn't limit the size of files you can upload, send, or transmit, so in theory, you can upload any file size. This applies to zipped and non-zipped files. However, some browsers, as apposed to Aconex itself, do limit the upload file size. See below for more information on browsers limits. Also, if your bandwidth is limited, it can take longer to upload files.
If you’re unable to upload a file to Aconex because of its size, try uploading it with a different browser, or try uploading your file at the end of the day, when fewer users may be trying to access your site's internet connection.
How do I update (or “supersede”) multiple documents at once?
How do I find a mail in Aconex?
How do I close out mail?
How do I transmit a document?
How do I upload multiple files to the document register?
If you’re uploading a number of new files that aren’t already in the register, you have two options:
How do I invite someone to a project?
Working with Documents
Who can see my documents?
What is a transmittal?
What does 'supersede' mean?
When should I supersede a document?
When the document, or the information about the document, changes.
Usually you'll update (or supersede) a document by replacing it with another file from your computer.
You can also supersede a document to update incorrect or incomplete information about the document. For example, if there is a spelling error in the document title, or if you need to add comments about the document.
Also see: Supersede a single document
Help! Someone in my organization has uploaded another copy of the same document
Why can’t I see anything in the document register on my mobile?
You won’t see anything in your mobile document register until:
- someone in your organization starts to upload documents, or
- someone from another organization transmits documents to your organization.
If you have email notifications turned on, you’ll receive a notification in your email as soon as someone transmits documents or mail you need to action.
What are documents "awaiting your review"?
These documents have been assigned to you as part of a workflow. You'll need to review these documents, and either approve or reject them.
If you're already logged in to Aconex, open a workflow step from the My Tasks page.
If you've received an email notification, open a workflow step from a workflow transmittal.
Help! Someone in my organization has updated (superseded) my document with the wrong file
Why is the date of a document transmittal different in Tasks and Search than in the Event Log, transmittal view and Transmittal History?
If you or your Organization or Project Administrator set your timezone to something other than the default for your project location, you’ll see a different date displaying in the Event Log, transmittal view and Transmittal History than on the same Transmittal in the Tasks page and Search results.
Each Aconex project is housed on a certain instance, which typically relates to the project location. To provide a single source of truth for your project, all dates are recorded in UTC (Coordinated Universal Time) on that instance.
If you select a timezone other than the default, dates on individual transmittals will reflect the local time in that timezone in the Event Log, transmittal view and Transmittal History. However, the search results and Tasks list will still show dates in UTC on your instance, so you’ll know what the “universal” date of document activity was for all project participants.
Why isn't the online viewer working?
- With Internet Explorer 11, occasionally the loading process delivers you to blank page within the viewer. If you’re experiencing this issue, try turning off hardware acceleration in the browser. If that doesn’t work, you may need to update your graphics card driver or use a different browser.
- With Chrome, sometimes the loading stalls at 100%. Refreshing the page and reloading should fix this.
Working with large numbers of documents
What is a metadata file?
What are Temporary Files?
Aconex keeps using my uploaded files’ names as document numbers. How can I make it stop?
When you upload files using the Multi File Upload or Zip File Upload tools, you’re asked to select a document upload profile. It’s in this profile that document name and revision settings are controlled.
Once you select a document upload profile from the dropdown menu, click the View/Edit Profile link beside it. You’ll see the Upload Information page.
Find the Use filenames as document numbers checkbox. It will be checked. Beside it you’ll see an example of how Aconex will treat the documents you upload, splitting out the document name and revision from the filename.
If you don’t want to use this option, create a new upload profile to use when you add documents to Aconex, and leave the Use filenames as document numbers checkbox unchecked.
How can I keep zip files zipped when I upload them to Aconex?
You can keep zip files zipped when you add them to the Aconex Document Register using the Multi File Upload and Zip File Upload tools.
To do this, create a new upload profile and make sure you uncheck the Expand Zip Files checkbox.
When you upload your zip files using this profile, they will remain zipped within Aconex.
Working with Project Mail
What is a correspondence ID?
All Mail in Aconex is unique and is identified by its correspondence ID. This ID is tracked internally by Aconex, and you generally won't need to worry about it, but occasionally we will ask this information from you for troubleshooting.
To find the correspondence ID of a Mail:
- Search for the mail item in your Inbox or Sent items
- Hovering your mouse over the Mail subject link (from the Mail search screen).
- A hyperlink will appear at the bottom of your web browser which will look something like this: https://....aconex.com/ViewCorrespondence? Correspondence_ID=15234234234
- You can find the correspondence ID within the link.
The correspondence ID found within the mail link
Why is the date of a mail different in Tasks and Search than in the mail view?
If you or your Organization or Project Administrator set your timezone to something other than the default for your project location, you’ll see a different date displaying on a mail in Mail view than on the same mail in the Tasks page and Search results.
Each Aconex project is housed on a certain instance, which typically relates to the project location. To provide a single source of truth for your project, all mail dates are recorded in UTC (Coordinated Universal Time) on that instance.
If you select a timezone other than the default, dates on individual mails will reflect the local time in the selected timezone in the Mail view. However, the search results will still show dates in UTC on your instance, so you’ll know what the “universal” send date of the mail was for all project participants.
How do I find mail that was sent to me?
What is the difference between outstanding and overdue project mail?
When another project participant sends mail, they can select an option from the Response required dropdown and set a date by which they need recipients to respond to the mail.
Mails that need your response will appear in your Tasks and Mail pages as either Outstanding or Overdue.
- Outstanding mail is mail that you need to respond to by a certain date.
- Overdue mail is mail that’s passed its Response required date, but which you haven’t responded to.
If you've been cc-ed or bcc-ed into a project mail that has a Response required date, this mail won't appear in your list of Outstanding or Overdue mail.
You can review the list of your items that require your action by double-clicking Tasks. See our article on Opening mail from the Tasks page for step-by-step help.
Why can’t I get read receipts for Aconex Mail?
All Aconex Mail is stored indefinitely, and it can’t be deleted. This means you’ll never lose Mail in Aconex, but it also means that if you had read receipts, they’d all be stored indefinitely, too. This would quickly add up to an enormous amount of mail that would be difficult to search.
Even so, your read receipts would only acknowledge mail receipt, which is assured through the Aconex system anyway. They wouldn’t tell you whether or not the recipient had actually actioned your Mail.
A better way to track action on Mail is to set the Response required field and give the mail a Respond by date. By reviewing responses, you can quickly see who’s actioning requests you send using Mail.
Searching in Aconex
Where can I find information on Boolean Searches?
Whether you're new to Boolean searches or want to find out more about how to use them in Aconex, you should read What is a Boolean Search? This is not an exhaustive explanation but should cover what you might do in Aconex. It also has links to the main Support Central Boolean Search articles, plus links to general search-related articles.
How do I find documents in my register?
What BCF versions does Models support?
Models supports both BCF versions BCF 1.0 and BCF 2.0.
When should I use a comment? And when should I just send a mail from Models?
Comments and mail serve two different purposes for communication around a model.
Comments form a communication workflow that supports design coordination between trades and across Models’ tools.
Models mail is a great way to give extra context to a conversation, through snapshots and viewpoints.
Where do I download Models plugins?
Does Models do clash detection?
Not yet, but clash detection software plugins are planned for the future.
Can I generate 2D model artifacts using Models?
Can I access previous versions of models?
Will others working on the project be automatically notified when a model is updated?
Not yet. If you want to alert colleagues to a new version of a model, you can send them project mail using BIM or Aconex mail.
If your recipient’s organization hasn’t had BIM enabled yet, they’ll need to contact their Aconex representative to do so. Until then, they won’t be able to view models in Connected BIM.
Can I upload multiple models at the same time?
No, currently models are uploaded one by one.
It’s not called Models in my industry. Can we call it something else, like VDC?
You can. Discuss this with your Aconex representative to configure the setup for your project.
Can Models support IFC files created from SP3D and other formats?
Models supports IFC 2x3. So if your software can export to IFC 2x3, you will be able to view your models in Aconex.
What's a model stack?
In Aconex BIM, the design team shares models with rest of the project team through model “stacks”.
You’ll create a model stack for each model. Each stack contains the current version of the model, plus any previous versions.
You can load the current version of the model in the 3D BIM viewer, but if you need to view previous versions, you can download them from the model stack. You’ll need to upload these downloaded models back into the model stack to view them, as the viewer only shows the current versions of each model.
How do I get access to Models?
Models is made available to clients on a per-project basis.
Speak to your Aconex representative to discuss Models activation on your project.
What is a workflow step?
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.
What is a Workflow Template?
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.
What's a subworkflow?
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.
What is a Workflow Initiator?
A Workflow Initiator is someone who has permission to start, and then manage, a document review cycle using Workflows.
What is a Workflow Administrator?
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.
Why can't I start a workflow?
Who can create a workflow template?
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.
Why can't I see the Workflow button?
Why don't Workflows transmittals get registered automatically?
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.
How do I find supplementary files once a workflow is finished?
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.
Why can't I see the Tenders button?
What is a Tenders Administrator?
If you need to create and manage Tenders invitations, you’ll need to be given Tender Administration permissions.
Your Org Admin can do this. They will follow the instructions here: Manage Tenders, Workflows and Supplier Documents.
How does sending an addendum affect the version number of a tender?
When you add an addendum to your tender the version number will increase.
For example, you gave your original tender invitation a version number of 1.
When you add an addendum to the tender, the version number will increase to 2.
For step-by-step instructions about creating a tender addendum follow these steps - Update an open tender invitation.
What's the difference between Aconex Tenders and BidContender?
Aconex Tenders, known as Bids in the USA, and BidContender are two separate products that Aconex, the company, supplies. Aconex Tenders/Bids is, along with Documents, Models and Cost etc, a module in the main Aconex application. BidContender on the other hand is a stand-alone application that is part of the Aconex group. For BidContender user guides click here.
Does a weighting limit apply to Package Reviews?
No. In some Workflows only so many steps, participants, and documents are allowed but there are no restrictions on how many participants and steps are in the review.
However, there are two external restrictions:
Currently Packages allow a maximum of 1000 documents, which means that the maximum amount of documents for a Package Review is 1000.
Document transmittal limits: There are restrictions in Aconex on how large a transmittal can be. Which may impact the number of users/orgs on a step in Package Reviews. See here for details on the document transmittal limit.
Can I have Documents and Packages in multiple reviews at the same time?
Yes. You can have documents and packages in as many reviews as you like without restriction.
Do Package Reviews lock Packages or Documents?
No. Documents can still be superseded or put into the Document Workflow module when they are in a Package being reviewed. Packages can also be updated while they are in a review.
Using Supplier Documents
Why can't I create a Supplier Documents request? I can see the Supplier Documents button.
What is a Supplier Documents Administrator?
How do I send my documents to a client?
Can I edit an active package?
You can edit some sections of an active package.
You can add or edit the:
- documents you've requested
- the transmittal template
- the time for turnaround
- the people at the supplying organization who will receive your request
- the people at your organization who will receive correspondence.
Once you activate a package you can’t edit:
- the package number
- the description
- the Supplied by field.
Follow the instructions here - Edit an active Supplier Documents package
Can I deactivate or retire a Supplier Documents package once activated?
What's the difference between Supplier Documents and Packages?
Packages are like mini projects. They capture and group all of the records for that ‘mini project’. Those records might, and typically do, relate to many ‘mini projects’.
Supplier Documents only tracks documents. They track which ones are required and by when. The documents collected in Supplier Document can then be used in the mini projects.
Aconex Administrator Kit
Managing Users in your Organization
How do I unlock or enable a user account?
You can unlock or enable a user account by going to Setup/My Organization/User Account Lists, then search for the appropriate user account.
On the General tab find Account Security, then de-select both the Account locked/disabled checkboxes.
To lock or disable an account, see Disable (delete) a user account in your organization.
Project Administrator Kit
Manage Document Rules for your Project
Why does the review status change when someone updates a document?
Managing Mail Rules for your Organization
Manage Organizations on your Project
What are shadow users?
A shadow user is a user who’s hidden in the Project Directory. Although that user has full access to the project, they can’t be seen by other users on that project.
This can be useful, for example, in the case of a CEO who wants to oversee the project but doesn’t want to receive mail about it personally. While the shadow user can send email, they can’t be emailed directly by others.
Users with Project Admin privileges can make a user a shadow user.
How do I manage an organization on my project that is no longer actively involved?
Aconex Release Notes and Updates
Where can I find the release notes and updates?
If you want to read our latest release and update information, you can find it here: Aconex Release Notes and Updates.
Note that this area is excluded from the search results. This is because searches return a large number of results for the term "release notes" – and because release notes are time-sensitive, many of these would be irrelevant to you. If you need to read the release notes page regularly, why not make it a favorite?
Information for Clients
What is Project Information?
Project Information appears at the top right of the Tasks page, below the Project Details.
Project Administrators can attach up to six files in this space, to make them readily accessible to everyone on the project. These may include items like the project configuration document, and the information management policy.
The files you place in the Project Information area won't be superseded automatically, which means you can have all users referencing a specific version of a document. It also means you should check regularly to make sure the documents are still current.
Click the Attach button to select the files you want to share from your document register as Project Information.
Oracle Aconex Mobile
How does the list of drawings get updated?
The Drawings you see in Oracle Aconex Mobile (and in the web app) are a subset of the documents in the document register.
By default, Drawings is defined by the below criteria but can be changed by your project administrator.
Document Type = “Drawing” or “Shop Drawing” or “As Built Drawing” or "Plan"
Status = “For Construction” or “Issued for Construction” or “As-built”
Can I reset my password using Oracle Aconex Mobile?
I can’t open a particular file in Oracle Aconex Mobile. Why not?
Oracle Aconex Mobile will display many common file types. If it can’t display a file type, you can use the Open in… feature to open it using a compatible application on your device. If your device won’t open a particular file type, you’ll need to log into the Aconex web app to view it.
Do I have access to saved searches in Oracle Aconex Mobile?
No, this feature is not currently available in Oracle Aconex Mobile.
Can I send transmittals from my mobile?
Not at the moment, though this feature may be added in future.
Can I use Workflows on my mobile?
Not at the moment, though this feature may be added in future.
Can I access Supplier Documents on my mobile?
Not at the moment, though this feature may be added in future.
Is there a maximum file size for Capture in Oracle Aconex Mobile?
No. Limitations will depend on your device’s model, settings, and capacity.
Aconex for Outlook
Installing Aconex for Outlook
What operating systems can I run Aconex for Outlook on?
Aconex for Outlook is for Windows only. Sorry, Mac users!
What software do I need to use Aconex for Outlook?
What versions of Outlook can I use with Aconex for Outlook?
Aconex for Outlook is compatible with Outlook 2007, 2010, 2013 (32 and 64 bit) and 2016.
How long does installation take?
It can take anywhere from three to 15 minutes. The Aconex for Outlook installation time depends on the number of projects you have, and the number of users on each one.
What directory or folder is Aconex for Outlook installed into?
The default installation location is C:\Users[Your Username]\AppData\Roaming\Aconex.
You can change this destination during installation if you need to. You probably won’t be able to see the AppData folder unless you have admin rights for your computer.
What should I do if installing Aconex for Outlook doesn’t work?
When will Aconex for Outlook need an update, and how will it happen?
Aconex for Outlook checks for updates automatically, every day. If a new version is found, you’ll be prompted to install it.
The software will also check for updates every time you restart Outlook. And you can check for updates yourself by clicking on Settings > Check for Updates.
Using Aconex for Outlook
Registering Existing Emails into Aconex
How can I tell if my email has been registered?
A new column called Aconex is available in your Outlook Inbox view. As you register emails into Aconex, a checked checkbox will appear in this column to identify the emails you’ve registered.
What date will show in Aconex against the emails I register?
In Aconex, the registered emails will show the date and time that you completed the email registration, not the date and time the original email was sent or received.
What happens if I register an email with an attachment into Aconex?
The attachment will be registered as a mail attachment. It won’t be added into your document register.
Can I register documents into Aconex using Aconex for Outlook?
No, you can’t register documents into Aconex when you’re registering emails using Aconex for Outlook.
Is there a limit to the number of emails I can register through Aconex for Outlook?
For efficiency and performance we recommend you register no more than 200 emails at once.
What happens once I’ve registered an email into Aconex?
It’s available in Mail in Aconex. To access it:
- Log in to Aconex.
- Click Mail.
- Enter any search criteria to find the email you’re looking for.
- Click the Search button.
A copy of the original email in .msg format is attached to the mail.
When I register email, will Aconex send registration notifications to the original email recipients?
No. Notifications are not sent when mail is registered in Aconex using Aconex for Outlook.
Sending Project Mail using Aconex for Outlook
Will I have access to the project and global directories?
Yes. All your project directories are synchronised daily with Aconex for Outlook. The global directory is not synchronised locally, but it is available for you to search whenever you’re connected to the Internet.
Can I reply to a project mail through Outlook?
Can I add an attachment to a project mail?
Can I attach an Aconex document to a mail I’m sending through Outlook?
Is there a limit to the size of the attachment I can send?
No. All of the project mail rules that apply when you’re sending Aconex project mail via the web apply when you’re using Aconex for Outlook. So, as with the Aconex application, there’s no limit to the size of attachments you can send in Aconex for Outlook.
Can I send confidential project mail with Aconex for Outlook?
You can. And if you reply to or forward a confidential mail, it will remain confidential.
When I forward a mail, are the attachments included with it?
No. Currently when forwarding mail the attachments are removed.
To forward a mail with attachments, either log in to the main Aconex application, or save the attachments to your computer and attach the files to the mail as you forward it.
Can I create a transmittal in Aconex for Outlook?
No. To create a new transmittal, log in to the main Aconex application.
Can I forward transmittals in Aconex for Outlook?
No. To forward transmittals, log in to the main Aconex application.
Can mail ‘bounce’ or not be delivered?
Yes. If a mail bounces, you’ll receive a notification that your mail was not delivered. Any unsent project mail will be stored in your Aconex for Outlook Outbox. You can resend the mail from here.
Where do I find the error log?
A log is created as part of the installation process. You can find it at:
Why does Aconex for Outlook keep asking me to log in?
When you originally set up Aconex for Outlook, you must not have opted not to log in automatically.
The next time you’re prompted to log in to Aconex for Outlook, check the Log me in when Outlook starts checkbox.
What if I use more than one instance of Aconex?
You can only access mail for projects on a single instance of Aconex at any time. To access mail for projects on a different instance, click Log out, then click Log in and choose the instance you need from the dropdown list.
Note that Aconex for Outlook will need to be activated for you by the Org Admin before you can access your projects’ mail using Aconex for Outlook.
Can I search for Aconex project mail from Outlook?
No. To search Aconex mail, log into the Aconex application.
Why doesn’t anything appear when I click on a mail in Outlook?
Aconex for Outlook doesn’t download every mail to your machine: it only downloads the header of each email until you need more information. Then, when you click to read a mail, the software downloads the mail contents.
If you want to access a mail you haven’t read before, you’ll need to be connected to the web so that the mail content can download.
Are Aconex role settings and user preferences applied in Outlook?
Yes. All of the mail rules you’ve set in the main Aconex application are applied automatically in Aconex for Outlook.
How long will project changes take to be reflected in Aconex for Outlook?
The project directory automatically updates every day. If you want to update it yourself at any time, select Settings > Update Project Directories.
It can take up to a week for project changes, like new mail types, to appear in Aconex for Outlook.
What happens when a user is removed from a project, or when a user account is disabled?
Aconex for Outlook will no longer work for that user. Users need an active Aconex login name and password to access project data.
If I go on leave, will my Outlook send my Out of Office Notification in response to Aconex mail?
It depends on how you've set your email notifications and Outlook rule. If you have email notifications set to Entire Mail body or Entire Mail body with attachments, your out of office notification will be received as a reply, and registered as an Email mail type in Aconex. To avoid this, can enable the setting Prevent email response from updating Aconex mail status. (see Notification preferences)
Can I use Aconex for Outlook when I’m not connected to the Internet?
You can. You’ll have access to all the mail that you’ve downloaded into your Outlook account. Any emails you write will save into the Drafts folder. When you next connect to the Internet, your project mail will be sent.
Is Aconex for Outlook available in other languages?
At this stage, only English is supported, but we’ve designed it with other languages in mind.
Uninstalling Aconex for Outlook
How do I uninstall Aconex for Outlook?
You’ll need administrator rights for your computer.
Use the Uninstall application on your operating system. To access it, search for Add/remove programs in the Start menu.
What happens when I uninstall Aconex for Outlook?
Your Aconex mail folders will still appear in Outlook, but because you’ve removed the software that connects your email to Aconex, you won’t be able to see the mails themselves.
You can remove the Aconex folder by right-clicking it and selecting Delete.
Using Local Copy
How can I control access to a datastore?
What happens when my datastore license expires?
All Local Copy datastores are licensed for a specific period of time, usually to the end of the Aconex service agreement.
When the datastore’s license expires, Local Copy won’t update the datastore again unless the license is renewed. The Local Copy administrator can obtain a renewal license from Aconex and then use Local Copy Manager to renew the datastore license.
You can still access all information currently in the datastore exactly as you have previously, but no new documents or mail will be added unless the license is renewed.
The Aconex API
Is API documentation available electronically with test calls?
Currently the documentation is only available in PDF format.
Solution: Use the PDF documentation.
What is a ‘complex field type’ and where is it described?
The data type ‘Complex’ is used for field groups consisting how multiple fields. Currently no schemas are available for the complex fields.
Solution: Use complex field API responses to discover the fields included.
Are there any performance limits applied to Aconex API services?
Currently there is no bandwidth limitation applied by Aconex. It only limits the number of requests per second made, and number of concurrent requests by same organization.
Solution: To avoid the request per second limit, a short delay can be inserted before any API request is made.
How can a user revoke an Access Token?
Currently a user can’t revoke an Access Token created from their account.
Solution: A current Access Token will be invalidated when a new access token is created. An API application can use this to revoke an existing access token on a user request. Alternatively a user can contact Aconex support to get assistance.
Is it possible to download multiple files as an archive (zip)?
Currently this is not possible.
Solution: You have to download one file at a time.
How to build search queries with Aconex API?
Aconex search query syntax is based on Apache Lucene.
Solution: See query syntax at http://lucene.apache.org/core/3_5_0/queryparsersyntax.html
Can I create hyperlinks to documents and mails?
External hyperlinks can be created to documents and mails. For documents, a link can point to the latest version or a specific version. Is also possible make document links that perform a search.
Solution: See comment above, contact Aconex for exact syntax to use.
Can I add a new attribute value using Aconex API?
Currently there are no API services for project settings available.
Solution: Changes are carried out using Aconex Web App.
How do I know which fields require an ID when updating Aconex?
Some fields require an ID when updating Aconex.
Solution: If the schema provides an ID for a field, then this should be used.
Can I use cascading metadata feature with Aconex API?
Currently the Aconex API doesn’t support cascading metadata feature. If the feature is enabled, the schema for it can’t be retrieved using the API.
Which document and mail fields are available in Aconex?
The document and mail schema only list fields currently used by a project. If the project configuration is changed, new fields can appear and existing fields can disappear.
Solution: Create a test project and enable all fields, then download the document and mail schema to get the full listing.
Why are field values returned in a different language?
In Aconex users can set their preferred language in the preference settings. The language preference selected will be the one used by the API when this account is used.
Solution: Login to Aconex and set the desired language in preferences.
How can I retrieve account user preferences, like user time zone, etc.?
Currently there IS no API service to retrieve user preferences.
Solution: This needs to be handled manually or by user input.
What instances are available to use with Aconex API?
The response XML contains illegal characters and is not possible to parse.
There is a bug in Aconex API where illegal XML characters can be included in the response.
Solution: Always clean the response from illegal XML characters before attempting to parse it.
Date fields returned from Aconex are not correct
There is a bug in the Aconex API that returns the incorrect date for all user date fields in Aconex that only have a date component (and no time component).
Solution: Adjust the time component reported by the API to zero. For example, a date reported as 2017-02-07 20:00:00 should be adjusted to 2017-02-08 00:00:00.
What can I do with Aconex APIs?
With the Aconex API you can:
- Integrate Aconex with other software applications such as EDMS, internal mail systems and more.
- Improve data quality and consistency.
- Reduce manual errors and increase efficiencies.
- Extract project information for data mining or reporting.
- Extract and archive project information.
Find out more with the Developer Documentation.
How can I see which users have access to a confidential document?
Documents can be made confidential in Aconex. The user who register or supersede a document can make it confidential. When that is done, the user specifies a list of users that will have access to the document. Also, users that have their access level set to see all confidential documents will see it, all other users will not see the document.
Solution: Yes, by using the “View Document” service, if you have access to the document or have it set in your role to see all confidential documents.
How can I get all documents from a specific date?
Two different API services can be used to get documents based on a date range, "List Documents" or "Document Last Updated".
Solution: With "List Documents" use a date range with parameter "registered", like "registered:[20170101 TO 20180101]". With "Document Last Updated", use parameter "everythingsince" and set "show_document_history" to true to get all the changes.
Can't find document fields 'Transmitted', 'Transmittal In' and 'Hyperlink' in the API document services responses?
These document fields values are not available from the API services.
Solution: The Hyperlink can be created manually from the instance, projectid and trackingid. See proper syntax in Aconex Web App.
How can I find the document field Created By in the API document services?
The "Created By" field in the Aconex Web App is called "Author" in the API document services, as they are the same field.
Solution: Look for the "Author" field.
How can I view modified custom documents field labels?
You can change document field names during your project setup. This means that a document field can have a default field name and a “modified name”.
Solution: Both default and modified field name are listed in the project document schema.
What document fields can I get using the API View/List services?
The API services gives you the same metadata field as in Aconex Web App. The list of fields will depend on each projects field configuration. Using the API you also get id information that is not available in the Web App, like document ID, tracking ID, etc. There are a few fields that are only available with the View services, like “Confidentiality Access List”, and there are a few fields only available by the List service, like “Current”, “TrackingId” and “VersionNumber”. The two fields “ReviewSource” and “ReviewStatus” can be useful tracking a document in a workflow.
Solution: See above comment, the Aconex API Specification, and the Aconex API Sample Sheets for full listing of available fields.
What is the difference between a document tracking ID and a document ID?
Both ids are unique to a document. The tracking ID for a document is the same for all document versions. The document ID is unique for each document version.
Solution: See comment above.
Can I supersede a document but keep the existing file?
If the superseded document should have a file attached, it needs to be attached in the supersede request even if it’s the same as the previous version.
Solution: To supersede a document and keep the original file, download the file first and then attach it to the supersede request.
What field should I use as a document's “Create Date”?
Several fields are listed in the API specification that can be the “Create Date”. For example: ‘registered’, ‘date created’, ‘received’, ‘lastModifiedDate’ and ‘ModifiedDate’.
Solution: The “Modified Date” field is a document’s created date.
Can a locked document be superseded using Aconex API?
The same rules as in Aconex Web App are applied. It is not currently possible to know if a document is locked or not, and there is no API service to unlock a document.
Solution: API application needs to handle this potential exception. By viewing a documents metadata, you can determine indirectly if a document might be locked by a workflow.
Can I use auto number feature with Aconex API?
Currently the Aconex API doesn’t support auto numbering and the document schema doesn’t indicate for which types it is enabled and rules used. When registering a new document, a document number must be provided even if auto number feature is enabled.
Solution: The auto document number generation feature need to be replicated in the API application built and field abbreviations used should be hard coded.
Can I use the same field identifier retrieved in the API response when superseding?
A field identifier name can differ from one service to another, and also differ in the request vs. response for the same service. A field name can’t be assumed to be consistently used.
Solution: For each service, the API specification need to be used to determine the correct field identifier for each context.
How can I close-out a mail using Aconex API?
It’s not currently possible to close-out a mail using Aconex API.
Solution: Use Aconex to do this.
How can I register a response to a sent mail on behalf of another user?
Aconex has a feature in the Web App where it’s possible to register a response mail on behalf of another user. This can be useful when the other user has sent a response to an Aconex mail outside of Aconex, and there is a need to import this response into the Aconex mail thread.
Solution: This is not possible currently. You can only register a NEW mail on behalf of another user using the “Register Mail” service.
How do I get all mails for a specific date?
Two different API services can be used to get mails based on a date range, "List Mails" or "Mail Last Updated".
Solution: With "List Mails" use a date range with parameter "sentdate", like "sentdate:[20170101 TO 20180101]". With "Mail Last Updated", use parameter "everythingsince" and also set which mailbox to search, "Inbox" or "Sentbox".
What mail fields can I get using the API View/List services?
The API services gives you the same metadata field as in Aconex Web App, including the mail status. The list of fields will depend on each projects field configuration. Using the API you also get id information that is not available in the Web App, like mail id, thread id, etc. There are a few fields that are only available with the View services, like “MailBody”, “InRefToMailId”, “Notes”, “MailRegistrationDetails”, “Fax”, “Footer” and “ThreadId”, and there are a few fields only available by the List service, like “AttachmentFileSize”, ClosedOutDetails.
Solution: See above comment, the Aconex API Specification, and the Aconex API Sample Sheets for full listing of available fields.
Why do I get an error when trying to count mails?
Currently there is a bug with the “COUNT_ONLY” flag listing mails.
Solution: Use the list mails service without this flag.
How can I determine which mailbox a mail item belongs to?
Currently this information is not available. A mail item can belong to the inbox, sent box or both.
Solution: Use the ‘List Mail’ service to find out.
How can I know which list fields accept multiple values?
Currently this information is not available in the document and mail schema.
Solution: Login to Aconex and select project settings for document fields.
I can’t find Inspections on my project. Where are they?
Do I need to be connected to the internet to capture issues?
No, you don't. You can go out on site, and use Oracle Aconex Mobile to capture issues. When you are connected to the internet again your mobile will start syncing the captured issues with Aconex.
Do you have an Android app for Aconex?
Where can I download Oracle Aconex Mobile for my mobile device?
Getting Started with Field
I've been invited to a project using Field. Where do I start?
Aconex Field provides efficient capture and management of construction issues in the field.
Aconex Field and Oracle Aconex Mobile work together to help you:
- speed up your building inspections
- help you to deliver on quality and safety
- dramatically reduce the time your project team will spend on outdated paperwork and data entry.
Managing Users on your Project
How can I add someone from an external organization to my project as an Inspector?
So long as your Field agreement allows it, you can ask us to add people from other organizations to your project as Inspectors. Contact the Service Desk to check if this feature’s available to you, and to add external Inspectors to your project.
How do I manage asset references?
If you're preparing documents for Smart Manuals or Dynamic Manuals you'll need to tag documents with asset references.
Why do I need to tag asset references?
This information is used for the visual viewer.
What if there's more than one item with the same make and model?
For example, your building may have installed three of the same air-conditioning unit. Tag the operating instructions document with ACU-01, ACU-02 and ACU-03.
How do I know what the asset number is?
In almost all cases the specifications and other documentation provided by suppliers will contain the asset reference numbers.
Can I upgrade my O&M manual?
Keep your operations and maintenance manuals up-to-date by upgrading to Aconex Dynamic Manuals.
You can upgrade your Aconex Digital Manuals or Aconex Smart Manuals at any point in the project, even after completion.
Features of Dynamic Manuals:
- Update manuals over the life of the facility.
- Search and locate assets and operations and maintenance information fast.
- Secure cloud storage.
- Access to manuals online.
To learn more, please contact your local sales representative or one of our Service Desk staff.
Can I get a printed copy of my O&M manual?
How many copies of the Handover Manuals do I get?
You receive two read-only copies of the full set of digital O&M manuals. If you've bought Dynamic Manuals, you'll also receive an updateable copy of the manuals.
Extra copies of the manuals can be purchased if you need them.
How can I pay for the Aconex Accredited assessment?
I’ve bought more than one assessment. How can I access them?
You can pay for multiple assessments through our online storefront, or directly through your Aconex representative.
Either way, the process for redeeming the assessments is the same.
The person who paid for the bulk purchase receives an email from us. It contains:
a code for each assessment you’ve purchased.
Forward each team member the link above, and the code for the assessment that you want them to complete.
Your team member clicks the link or pastes it into their browser. The link will work even if they’ve already signed up for access to the training.
They’ll be asked to enter the course code you’ve sent them. They can type or paste it into the space provided to get access to the assessment.
They’ll then have access to both the course modules and the assessment in our online learning environment. They’ll also receive a confirmation email that contains a course login link.
They can access the learning and assessment content at any time by logging in here.
I've done the assessment. Can you send me my certificate?
Certificates are provided in PDF format through our online training system.
When you successfully complete the assessment, go to the Achievements page. There, you'll see a certificate, download to your computer, and print if you wish.
I failed the assessment the first time. How many times can I take it?
You can take the assessment as many times as you need to until you pass. Retakes are available at no extra cost.
Is there any contact with trainers?
No, the program is delivered entirely online. You can work through it independently and in a timeframe that suits you, since program access is not time-limited.
Can I skip the learning program and go straight to the assessment?
Yes, you can. We recommend you take the time to run through the course material even if you've been using Aconex for a while, as you never know where there may be gaps in your knowledge.
But if you prefer, you can purchase the assessment now.
Can I book my whole team to do the Aconex Accredited assessment?
Help for Builders
Are you experiencing file upload issues?
The most common cause of file upload issues relates to changes made to your IT network configuration, either by your IT department or by an external company that manages your IT infrastructure.
The quickest way to determine if this is the issue, is to try and upload documents from outside of your company IT network, that is, via a mobile phone tethering connection or from your home network. If this consistently works, then the issue is with your IT infrastructure, not with BidContender – see Section A.
If document uploads from outside of your company IT network still fail – see Section B.
If file uploads have worked up until recently, then chances are that something has changed with your personal computer’s set up or your organization’s IT environment.
Have there been any changes to your personal computer such as the following:
- Anti-virus installation/update?
- Firewall installation/update?
- Are you working on a different network or in a different department?
- Does file uploads fail on all computers within your office?
- Have you installed any browser extensions since the last time file uploads worked? If so, try and disable them.
Check with your IT department (or with the external company that manages your IT infrastructure) if any of your organization's infrastructure has been changed or updated. Specifically, ask the following questions:
- Has your IT department allowed access to uploads.my.bidcontender.com? This is where BidContender uploads your files directly from your browser.
- Is there a proxy server in use? If so, has its configuration changed?
- Is there a firewall in use? If so, has its configuration changed?
- Has any other relevant network infrastructure changed since the last time file uploads worked?
If document uploads from outside of your company IT network still fail, then please collect and send us the following information:
- What does http://supportdetails.com display?
- Are you uploading multiple files at a time or a single file only?
- Do file uploads fail every time it's attempted or just some of the time?
- If you are able to install alternative browsers on your computer, have you tried using them to upload files? What were the results?
- What type of diocuments are you trying to upload? Tender documents? Quotes? Other?
BidContender has extensively tested file uploads on the following browsers without issue:
- Google Chrome (latest version)
- Safari (latest version)
- Modzilla Firefox (latest version)
For Chrome, Safari and Firefox, we expect any recent version to work. However, if you are experiencing issues then please update them to the latest version. You can find details regarding the latest browser versions at http://browsehappy.com/
What role structure applies to Tender Access Control for Platinum accounts?
How do I know when users in the BidContender network directory aren't receiving email notifications?
If we can’t send an email notification to a contact, we will place an exclamation mark in an orange triangle against their name. This means that they’re not receiving email notifications. If you hover your cursor over the orange triangle you’ll be able to see the reason why, which will be for one of the following reasons:
- The contact has chosen not to receive emails from BidContender. This means the recipient has decided to unsubscribe to our emails. They can easily re-subscribe if they wish, by contacting our support team in Australia – 1300 604 077 or in NZ – 0800 003 091. Please note however, that all users in the organization still have access to all invitations by logging directly in to BidContender via www.bidcontender.com
- There is a problem with the email address and we’ve received a ‘bounce’ message from their server. This situation may arise for a number of reasons. A hard bounce generally means that the email address is no longer active and does not exist, or the email address is incorrect due to a typo. Alternatively, a soft bounce may be due to the fact that the recipient’s inbox is full.
Create a tender
Can I deactivate the Automatic Revision Detection feature?
Yes, if you prefer that the Automatic Revision Detection feature is deactivated simply de-select the option in the Edit settings area of your Organization profile. Please note that to do this, you need to be an authorised administrator for your organization. Once deactivated, the feature is no longer active for your entire organization and all its users.
What happens when the Automatic Revision Detection feature is on.
When you upload files into a project discipline, the file names are checked against any documents already in that discipline to see if they look as if they are a newer revision. If so, an overlay is shown reading, "It looks like some of these files supersede existing documents". You can then see a list of the matching documents and choose the ones that you want to upload as a revision to an existing document. The Automatic Revision Detection feature then automatically detects the revisions in document filenames and moves them to the revision field in the document table. For example, filename AB152(A) will update the existing document to AB152 and the Revision will be set to A.
What happens when it's deactivated?
Switch this feature off, if you prefer. When this feature is deactivated, only filenames that are exactly the same will be detected as a revision. This means the existing document with the exact same filename as that being uploaded will be auto-superseded. For example, filename AB152(A) will only supersede an existing document with the same filename of AB152(A). With the Automatic Revision Detection feature off, the document name remains AB152(A) leaving the Revision field blank. When uploading a file name that differs, such as AB152(B), the document will be uploaded as an additional document and will not supersede similar, existing filenames.
Can I reverse the status of an invitee that has been marked as quoted?
Yes. You can undo the quoted status against an invitee only if you have marked them as quoted on their behalf.
Can I re-invite a contact that has already been invited?
Yes. Simply use the Send message feature from within the Tender Invitations tab of the tender in question.
This feature allows you to re-send the tender invitation to your selected invitees. The recipients will receive an email which will appear to come from you and will include the link to the invitation, plus other details of the tender.
Can I send my print request to my local print shop?
How long does a print request take and how are the prints distributed?
Print jobs are typically turned around within 48 hours and often faster. The prints are distributed via courier or overnight express post, depending on where they need to go.
Who pays for the print requests I send and how much do they cost?
You do, or rather your company pays. If you have never used the selected print shop before, they will contact you with a quote before processing the job.
How does the Auto-Supersede function find document matches?
When you upload files into a project discipline, the file names are checked against any documents already in that discipline to see if they look as if they are a newer revision. If so, an overlay is shown reading, "It looks like some of these files supersede existing documents".
You can then see a list of the matching documents and choose the ones that you want to upload as a revision to an existing document.
Which files will match?
BidContender only looks at the file names of the files you are uploading and tries to match them against the document names and file names of the existing documents. Be aware, that the filename contains all the relevant information that is uploaded as the document number and revision, into your project - so review all your document filenames and make sure they’re correct before uploading them onto the system.
BidContender uses the rules outlined in the table below in order to determine a match works.
Choosing whether to supersede or not.
When the overlay with a list of matching documents is displayed, you can deselect any that you don't want to have superseded:
- Files marked to supersede will be added as a revision to the matching document
- Files not marked to supersede will be uploaded as a new document
If you don't want any of the files to supersede existing documents, deselect all the files - you can use the checkbox in the header.
Filename of uploaded file
Will update existing document
Revision will be set to
Does a declined invitee receive further communication about the tender?
No. An invitee that has declined a tender invitation will no longer receive further communication in relation to that tender.
Quotes and RFIs
Who receives email notifications when quotes and RFIs are received in response to my organization's tenders?
The contact in your organization that receives the email notifications for a certain tender, is the person that has been assigned as the contact for that tender. All users within the organization can however, log into BidContender and view the same information and details.
Which browsers will give me the best BidContender experience?
To ensure you have a good experience using BidContender, it's always best to upgrade your browser to the latest version of Chrome, Firefox or Internet Explorer. Please note however, that only Internet Explorer 11 (not when in Compatibility mode) and above is supported.
How do I get a user account?
When an organization is already registered, any user with Administration rights within your organization can create a user account. Normally, this is someone within the Estimating or Sales team. If you can’t locate anyone with this access contact 1300 604 077 or email firstname.lastname@example.org and speak to the Service Desk team.
What do I do when I try to register my organization, but it says my ABN is already registered?
Firstly, have a look at the message on the registration screen just below the ABN number - the text listed in red should tell you the colleague that can create a user account for you, as they have administrative access for your company account. If you can’t locate anyone with this access contact 1300 604 077 or email email@example.com to contact the Service Desk team.
Is there a cost for subcontractors and suppliers to use BidContender as a Basic user?
As a Basic user, there is no cost for subcontractors or suppliers to use their BidContender account for the following functions:
- Receive tender invitations
- Upload and send quotations and RFIs
- Manage the Organization Profile - which includes uploading an organization logo, detailing services supplied as well as service regions
Subcontractor and supplier organizations can also create and manage unlimited user accounts within their organization.
Set up and manage your account
How many users within my organization can I allocate as Administrators?
An unlimited number of user accounts can be granted administrative rights for your organisation.
What access does a user with administrative rights have?
Administration users have access to extra functions which include the following:
- Manage their company profile
- Upload their organization logo
- Detail services supplied and regions they service
- Create new user accounts and;
- Disable and edit existing user accounts
How many user accounts can I create for my organization?
An unlimited number of user accounts can be created and managed within an organization.