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Update documents

Update documents with new metadata or files.

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Update a document

You can update documents one by one, or in bulk. In Aconex, updating a document is sometimes referred to as 'superseding'. 

You can update an existing document to:

  • Upload a new file.
  • Update the metadata (such as the discipline or status).
  • Correct a mistake (such as fixing a typo in the title).

After you update a document, the system creates a new version for it. This new version becomes the current version of the document. All previous versions of a document are kept in Aconex automatically, so you can always see what's changed, when, and by whom. Learn how to access previous versions of a document.

Before you start, it's a good idea to prepare your files with a consistent naming convention. Including the document number and revision in the filename helps Aconex prefill information during the process; saving time.

If your project uses secondary files, known as renditions, make sure your file names match the documents you're updating. You must update the primary file and all secondary files together at the same time to ensure revisions are kept together. If you only update a document's metadata, the existing primary and secondary files from the current version of the document will automatically carry forward to the new version.

Tip!

If you need to update files for many documents, follow the steps to Add or Update Documents. If an existing document number is recognized from a file name you've uploaded, you'll see an Update label.
  1. Search the document register and select the document(s) you wish you update.
  2. Click Tools and select Update.

Tip!

If you see different menu options or your screen looks different, you may be using an older upload. We recommend you switch to the new enhanced upload.
  1. To update a document, click on the document number and change the metadata values (such as Title, Status, or Discipline) from the panel on the right.

    Note: Your changes are saved as you input information, even if the panel closes.

Tip!

The input fields you see on your project may be different from the example shown here. Each project in Aconex is customized to suit different requirements. If you are unsure what you need to be entering in each field please contact your Document Controller or Project Administrator.
  1. To update the file(s) associated with this document, drag and drop the new file(s) from your computer into the space provided. Alternatively, click anywhere in the outlined space and choose file from your computer. You can also Upload from Dropbox or Box. 

Tip!

If you're having trouble uploading files, it's possible your organization manages a corporate firewall or allowlist. You can ask your organization's IT department to allow *.customer-oci.com through the firewall to allow files to be uploaded.
  1. If you upload fewer secondary files than exist in the version being updated, a message will appear to remind you to include all relevant files.
  1. You can click to expand the metadata panel to see more of the available fields.
  1. Click on each document to add or update files and metadata until they have all been updated. If you uploaded new revisions, remember to update the Revision field.

Tip!

Avoid entering special characters such as < or >. See Invalid characters in Document and Project Fields
  1. (Optional) If you need to apply the same metadata to multiple documents, select them and click Bulk Edit. For example, you may want to set the discipline as Electrical for all except one of the documents.
  2. If you have lots of documents to update you can populate your metadata from an Excel spreadsheet. 
  1. (Optional) If there's a document you don't want to update, click the remove icon in the document's row. You can select multiple and click the Remove button. 
  2. Once all documents are updated, close the metadata panel by clicking the X. You'll see the Update Documents button at the top of the screen.
  3. Click Update Documents to update these documents in your organization's Document Register.
  1. (Optional) Transmit the document(s) to send them to other organizations.

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