Creating Lobby accounts for Aconex users

It's easy to see which organization's users need Lobby accounts and get them started.

You'll need to create your own Lobby account and be a Lobby Admin before you start. Read our recommended steps to help you migrate users to the Lobby.

Creating Lobby accounts

In Aconex, create the Aconex account for your new user and add them to any projects they'll need to access.
They will receive an email to confirm this and asking them to set a password. They can ignore this action.
Sign in to the Lobby at constructionandengineering.oraclecloud.com
Choose Organizations from the menu in the top left of the navigation bar.

Find the correct organization and click View Users. You'll need to add users one organization at a time.

Tip!

You're an administrator at the organizations with a shield icon.

You'll see a list of users in that organization and their status. Use the filter at the top of the screen to show all users with a particular status.

The statuses are:

Active - a Lobby or Aconex account that is active.
Locked - an account that is currently locked. Entering an incorrect password several times will lock an account. A user can unlock their account by resetting their password. See reset your Lobby account password, or reset your Aconex password.
Disabled - an account that is disabled. A Lobby Admin can disable or enable Lobby accounts. An Aconex Org Admin can disable or enable Aconex accounts.

Select one or more users and click Migrate Accounts.

Tip!

Click the first checkbox to select all users. You can select up to 500 users at once.

Everyone signs into the Lobby with their email address. You'll get to choose an action for each user. We'll suggest actions based on their status.

Status	Definition	Suggested action
Match	This account's email address matches an existing Lobby account, or another Aconex account. The first name and last name also match.	Link account
No match	This account's email address does not match any existing Lobby accounts.	Create new Lobby account
Clash	This account's email address matches an existing Lobby account, or another Aconex account but the first name and last name do not match.	Resolve clash (see below)
Invalid	The email address is not a valid email address.

Tip!

If you don't have any clashes, you can jump to the Confirm and migrate accounts section below.

Resolving clashes

Where two user account share an email address but not the same name we need you to let us know if this is a single person with two accounts, or two separate people using a shared email address.

To resolve the clash:

Click the Resolve Clash button.
A box will display the details of the two clashing accounts.
Choose These are different people or These accounts are for the same person and click Continue.
- For different people, enter the individual email addresses for each person. They'll use this email address to sign in to the Lobby.
- For same person, choose the correct name for this account. This should usually be the person's name, not their role, for example Flo Halstead not Doc Controller.
Click Continue to resolve the clash.

Which option should I choose?

These are different people

If two different people are using Aconex and share a group email address, you should choose These are different people.

Two separate Lobby accounts will be created linked to their existing Aconex accounts. The emails addresses will also be the usernames. However, this won't affect the email contact address in Aconex. They'll still receive notifications.

For example:

Susanna Sipes and Jamal St. Laurence both work in the Estimating Department at Majestic builders. They both have separate Aconex accounts, but both accounts are configured to send notifications to estimating@majesticbuilders.com.

Their Organization Administrator chooses These are different people and enters susanna.sipes@majesticbuilders.com and jamal.stlaurence@majesticbuilders.com as their individual email addresses.

Susanna and Jamal receive email notifications to their individual email addresses letting them know that their Lobby accounts have been created, and they set passwords to use with their email address.

The next time they receive a transmittal in Aconex, the notification is still sent to estimating@majesticbuilders.com so both Susanna and Jamal receive it.

This is the same person

If the same person is accessing Aconex using different usernames, you should choose These accounts are for the same person.

A single Lobby account will be created for this person with the two Aconex accounts linked. The user will be able to choose which Aconex user they will be signed in as when they access a project.

For example:

Flo Halstead is the Document Controller on projects for Majestic Builders. She uses her own personal Aconex account for most work, but also uses an Admin User account when she wants to sign in to make changes in the organization.

She chooses These accounts are for the same person. She'll still have a single Lobby account with her email address and password to access the Lobby and all Aconex projects. When she accesses an Aconex project she'll be able to choose whether to access as flohalstead or adminuser.

Confirm and migrate accounts

Once all the clashes are resolved, click Migrate Users.

You'll see a dialog box confirming the actions to be taken. If the action volumes don't look as you'd expect, click Cancel. Otherwise, click Migrate to confirm.
You'll see an In Progress screen while the migration is happening. The migration may take a few minutes.
A final summary screen shows each user and their account status. You can download this information in a .csv file.