Related articles

Merge multiple Aconex organizations

If your organization has registered multiple Aconex organizations you may consider combining them.

Sometimes a separate Aconex organization is required, for example in the case of a joint venture. However, if your organization is registered multiple times on Aconex it will result in the following problems:

  • Your organization will appear multiple times in the global directory. This makes it difficult for other organizations to know which account they should send correspondence to.
  • Your users have to manage multiple accounts, particularly if they are invited to the same project across both accounts. Using a Lobby account helps you work with multiple Aconex accounts.
  • Each organization has its own separate document register and inbox. This means project information may be split across different organizations you have registered. This could lead to delays in finding the right account that has access to the information you need.
  • Each organization will have separate organization administrators, which could cause headaches finding the right admin. 
  • When projects come to an end you may wish to purchase an archive of your project data. You would need to purchase an archive for each of your registered organizations that contains project data to ensure you capture a complete record.

Due to the strict privacy between organizations on Aconex, there is no automated way to merge organizations.

The below guidelines will help you decide which organization to keep, so you can hide and disable users from duplicate organizations. These steps only apply if you have registered duplicate organizations on the same Aconex instance. To support your decision, use the User Details, Assignment & Configuration report to see how many users each organization has, their user roles, and what projects they are invited to. You'll need to run this report for each Aconex organization.

If required, Oracle Consulting can help you prepare and manage this change. Contact your Oracle representative or Oracle sales for more information.

Step 1: Choose an organization to keep

  1. As the nominated contact to manage this process, you'll need to be assigned the Org Admin role for all Aconex organizations your company has registered. 
  2. Make sure you communicate this change to your users in advance, so they know what to expect.
  3. Decide which Aconex organization will be kept as your only active organization going forward. For example, you may choose the organization with the most active users, or the one being used on the largest current project.
  4. From the organization you wish to keep, create user accounts for all your users.
  5. Going forward, make sure you only invite users in this organization to new projects.

Step 2: Hide and remove duplicate user accounts

For each duplicate organization that will no longer be used:

  • Remove the Org Admin role from all but one other nominated user who is aware of this process. This ensures new users cannot be created in these duplicate organizations.
  • Hide all users in the global directory to prevent them from being invited to more projects.
  • Begin disabling user accounts when they are no longer required. For example, when their work on the project finishes. 

Step 3: Send project data

For each project your organization is actively working on you need to either:

  • Continue using the duplicate organization until the project is complete, or,
  • Send data to the nominated Aconex organization you wish to keep. 

Where a single project has users from multiple registered organizations, you should plan to send project data to your active organization.

  1. Transmit documents from the duplicate organization to the active organization.
  2. Forward mail from the duplicate organization to the active organization.
  3. Ask the Project Admin to set the duplicate organization as archived.

What's next?

Was this helpful?