Migrate your users to the Lobby

Step 1: Review your user accounts

Review all the user accounts you manage:

1. Ensure all user accounts are associated with the correct Aconex organization. 
2. Run the User Details, Assignment & Configuration report to get a list of users in your organization. Use the report to:

• Identify users that may require a name change due to marriage or incorrect spelling. Note: You can't change a user's Given name or Family name in the system. To have those changes made, contact us.
• Identify users who have left the organization.
• Identify users that have duplicate accounts.
• Ensure each user has the correct company email address listed on their account.

3. Disable user accounts of:

• all users who have left your organization.
• duplicate accounts you identified.
• users who should be created under a different organization.

Step 2: Run a test migration

1. Choose a test group of 4-5 users. These should be people you can speak with easily to discuss what's happening and troubleshoot any issues.
2. Email your test group to explain the way they're signing in to Aconex is changing, and let them know they'll get an email from Oracle when the change is made. We've written a suggested email with links to resources your users may find helpful. You can copy this and update the details in angle brackets, like <insert date of change here>, and send it.
3. In the Lobby Organization Directory, select your test group. Use the Batch Migration Tool following the process on this Support Central article.
4. The test users will get an automated email letting them know they've been migrated and to set a new password.

There are two ways users can access Aconex.

• They can use their normal Aconex instance-specific URL, e.g. https://au1.aconex.com. This is recommended if they only have one project, as they'll go straight to that instance.
• They can navigate to https://constructionandengineering.oraclecloud.com and sign in. When signed in, we'll take them directly to the Lobby.

Step 3: Migrate all users

Once you are satisfied that the process is working as you expect, you can choose another, larger, batch of users, or all the remaining users in your organization. Then follow the above steps with this new group.

Suggested email text

It's important to let your users know there'll be a change and what to expect. We recommend sending an email, like our suggested one below, before you migrate your users.

Subject: How you sign in to Aconex is changing

We're making a change to the way you sign in to Aconex in order to improve security, and to reduce the number of usernames and password that you have to remember. Find out more about the change at /help.aconex.com/your-account/aconex-login-is-changing/

From <insert date of change here> you will be able to sign in to Aconex using your email address. If you have multiple Aconex user accounts, you'll be able to link all of these to the same email address and password. 

What do you need to do?

1. Wait until you receive a confirmation email from Oracle titled “Start using your Lobby account”.
2. Click the "Set password" button and set a password.

From now on you can sign in to Aconex either:

• by navigating to https://constructionandengineering.oraclecloud.com and signing in with your email address and password, or
• by navigating to your usual Aconex region (e.g. https://au1.aconex.com ) and entering your email address and password.

Troubleshooting:

• Haven’t received a welcome email from Oracle after the date shown above? Contact <the person responsible for this migration>
• Don’t see an Aconex project in this list? Maybe you access this project using a different Aconex user account. You can add all the Aconex accounts you can access with these instructions.