Release 19.6.100 - 20.12.100 Part 2

Setup and Administration

We’ve made several updates to the way you setup and administer Aconex. To help you find the updates relevant to you, the content has been divided based on user role.

All users

Control the visibility of your details in the Global Directory
Individual users can now control the visibility of their details within the Aconex Global Directory. Users will be able to either show or hide their visibility. If users choose not to be listed in the Global Directory, they cannot be invited onto new projects, however, they will still be visible to members of their own organization in the directory.

• New users will be given the choice to be listed or hidden in the Global Directory when they activate their account for the first time.
• Existing users will remain on their current visibility settings within Global Directory, however can change this setting in their User Account screen. Organization Administrators should confirm the visibility preferences with their users, and also convey to them the ability to control the visibility of their details within the Aconex Global Directory.
• The initial user created when an organization is registered will be visible by default, allowing organizations to be invited onto projects. This can be changed once more users have been created, however the onus of setting up the organization remains with the initial user.

Read how to set your visibility in the global directory

Get notified when a mail you sent is marked responded (after the fact)

If you've sent a mail that gets marked as Responded, after the fact, you'll now get notified when this happens. Note: you can turn off these notifications in Preferences.

Learn how to mark mail as your response

Keeping account details secure – users to reconfirm password when updating their email address.

A key part of your Aconex account is your email address. To keep your account details secure, if you need to change your email address, you’ll now be asked to reconfirm your password. Note, this doesn’t apply to Single Sign On (SSO) users.


Filtering your Project list

Like many people you're probably working on several projects - which means it's quite time-consuming to scroll through the projects list to find the right one. As of this release you'll be able to run a search for your projects from both the main project list and from My Tasks.

Organization Administrators

Upload your organization and project logos

If you’re an Org or Project Administrator, you can upload and manage your organization and project logos with just a few clicks, and by using drag and drop. 

Learn how to upload a logo

Renamed Setup menu options

Assign User Roles →  User Role Assignment

Configure User Role Settings → User Role Configuration

Allow other users to reset 2SV enrollment

Ever had to reset 2-Step Verification for a user because they lost their phone or purchased a new tablet? Found it annoying that only you could do this for them? Well, now you can grant this responsibility to other members of your organization, so you have more time in your day. Grant 2-Step Verification - Reset Enrollment to a role via User Role Configuration, and assign away. Learn how to reset 2-Step Verification (2SV) for a user in your organization.

Usability improvements for User Role Configuration

We've made the configuration of user roles and secured assets simpler and more efficient. These can all be found via Setup > User Role Configuration

• Directly edit the majority of secured assets assigned to Org Admin roles. All assets except those in the Administration block, can be edited. Only the specific ‘Administration’ group of assets remain locked down.
• Edit Own user information and Edit user level session time duration have moved into the new User Account group of secured assets.
• Removed Edit user level access protocol preference and Access Local Cache
• Renamed ‘Login using 2-Step Verification’ to 2-Step Verification.
• Renamed ‘Login using Single Sign-On’ to Single Sign-On.
• Grouped the above two permissions under a new Login heading.
• Simpler and more granular control over access to Project Participants List functionality via the following Secured Assets:  
  • Project Participants List - View
  • Project Participants List - Add Users
  • Project Participants List - Remove Users
  • Project Participants List - Control Project Directory Visibility.

Learn more about User Roles and Permissions

Project Administrators

Changing the way you navigate Project Settings

We're introducing new ways of navigating Project Settings in Setup as part of our long-term plan to update this area's look, feel, and navigation. This includes grouping common themes together under one tab. 

• On the Project tab, you can see the following pages: Project Details, Working Week and Project Users.
• Changed the horizontal tabs to expandable vertical ones. We've also removed the Publish and Graphics tabs as these were both redundant.
• Enlarged the width of the Create/Edit Role window so that the details are no longer shown truncated.

Changing the way you navigate List My Projects

We've made it easier to find and understand the Actions available to you in Setup > List My Projects. These are now displayed in a menu rather than icons.

Hover over the row for your project, until the ellipsis menu (three dots icon) appears. Clicking this opens the list of actions.

Invite users to projects

Add users to a project more efficiently by inviting them individually or in groups. This gives you the following:

• The ability to choose to send automatic email notifications to invited users by selecting the Send email notification in the Invite User You can edit this message as required.
• If you want to invite more than a few users, or need to carry out a more explicit search, you can do so using the Advanced search option, which is also in the Invite User

We've also changed the following:

• The action buttons Invite User, Remove etc have moved to the left of the screen, above the list of user names.
• You can resize/sort all columns in the user list.

To add users, go to Setup/Project/List My Projects. In the Project column to the left of the project name, click on the three dots menu and select Project Participants. Click Invite User to add and invite the appropriate users. 

You can choose to send email notifications to users by selecting Send email notification in the Invite Users window. This opens the Message panel containing default invitation text, which you can edit as required.

Learn more about inviting users

Removing users from a project

Project Admins can now remove users from a project in the Project Participants menu. 

Before removing users, note the following:

• You cannot remove ALL users from any one organization from a project - at least one full user must remain to ensure that the organization can still access their data. If you need to restrict an organization's future access to a project, consider setting them to online archive mode
• You cannot remove yourself from a project
• You need to be granted the following secured assets: Edit project settings and Remove project participants.  Your Organization Administrator may need to grant these to your user role.

To remove a user, go to Setup/Project/List My Projects.  Roll your cursor over the row for your project, until the ellipsis menu (three dots icon) appears. Select that and then Project Participants. Select the user(s) you wish to remove, then click Remove.

Learn more about removing users

Improvements and Fixes

• Filter and search on User project fields when applying them to mail forms in Setup/Project Settings/Mail Types. 
• We've made the process of copying projects easier. Simply select Allow Oracle Aconex support staff to copy this project's configuration and call Oracle Aconex to get it copied. Remember that only configuration data gets copied: project data such as documents, mail and users is NOT copied, and can only be accessed via the original project.
• We fixed a bug that allowed double quotes, which are not valid characters, to be added to Org names via the Edit Organization