Add Documents

Upload and register new documents

1. From the main navigation menu, click Documents and select Add Documents. You can also select Add Documents from the document register search screen.

2. If required, select an Upload Profile from the dropdown (or just leave it as default). Document upload profiles save you time by automatically populating metadata for you.

3. Drag and Drop your file(s) from your computer into the space provided. Alternatively, click anywhere in the outlined space and choose the files from your computer. You can also Upload from Dropbox or Box.
4. On the following screen, your files will be listed on the left. They'll be labeled as New unless the system has detected that a version of that document already exists.

5. Choose to work in either List view or Table view from the icons on the top right.

6. If you selected an upload profile, the metadata for your documents may have been automatically populated for you. Those files will be marked as Ready to register.  If any files are marked as Missing information, you'll need to select them, and manually enter the required metadata.

7. Click each file and enter the document information such as Title, Revision, or Status. Make sure all mandatory fields (highlighted in red) are completed.

8. If required, select multiple files and click Bulk Edit to update their metadata in one go. For example, you may want to set the Discipline as Electrical for all except one of the files you just uploaded.

Import Metadata

9. If you are working with hundreds of documents you may prefer to populate your metadata from an Excel spreadsheet. Click Import metadata. Otherwise, you can skip to step 18.
10. Download the template containing the document fields that need to be populated. Each project will have a unique template. Templates will change if document fields are changed on your project, so it's always best to start with a fresh template.
11. Open your metadata template file in your spreadsheet application such as Excel.
12. Complete all the mandatory fields. They're shown in bold in your file.
13. If you are uploading or updating documents, you'll notice the File field is automatically populated for you. Make sure you enter the correct document numbers and other metadata against the correct files.
14. Complete as many of the other fields in the template as you need to.
15. Upload the populated metadata file by dragging and dropping the file, or click anywhere in the outlined space and choose files from your computer. 
16. Click Import.

17. Check your documents have been updated with the correct metadata.

Finalize your documents

18. If you need to add more documents, click Add more to open the drag and drop panel.
19. If you need to remove a file you no longer wish to upload simply select it and click Remove. Alternatively hover over the document and click the X next to the status label.
20. Once all mandatory fields are completed, the files will be labeled as Ready to Register.
21. If you want to save your work and return later click Save in Temporary files. Note that other users in your organization can delete temporary files.
22. If you are ready to register your documents in Aconex click Register.
23. You'll see a prompt that your documents have been uploaded to your organization's Document Register
24. Choose to Transmit the document(s) so other organizations can access them.

Upload status label definitions

New - This is a new document that will be uploaded to your document register

Missing information - This document has missing mandatory metadata that must be completed

Ready to register - This document has all mandatory metadata completed and is ready to be upload to the document register

Placeholder - This document has no associated file and will be registered as a placeholder 

Update - A version of this document already exists and will be updated with this new file.