User role permissions and definitions

Understand secured asset permissions and their use within your organization.

The table below describes permissions (secured assets) that can be granted to users in your organization. Some descriptions contain links to articles with more information about the permission and how to use it.

User Roles are administered by the Organization Administrator for each organization. You cannot view or edit user role permissions of another organization.

Some permissions apply to features that may not be available on your Aconex instance or project.

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Looking for the default permission of each role? Download our Excel file with all the details.

Group	Sub-Group	Secured Asset / Permission	Description
Administration			These permissions are typically associated with the Organization Administrator role.
		Create a new user	Create a new user account in your own organization.
		Edit all users information	Edit the email and other details for a user's Aconex account in your own organization.
		Edit organization information	Edit details of your own organization such as abbreviation and address. Also grants access to the Organization tab in preferences.
		Assign user roles	Access User Role Assignment in your own organization. Assign user roles (i.e. Basic, Org Admin) to users in your own organization.
		Assign project user roles	Access the project tab in User Role Assignment in your own organization. Assign user roles (i.e. Basic, Org Admin) to users in your own organization at the project level.
		Configure user roles	Access User Role Configuration in your own organization. Create roles and Grant/Deny permission.
User Account
	General
		Edit own user information	Edit your own user details such as email address.
		Edit user level session time duration	Edit your login timeout. Aconex will automatically logout after an idle session exceeds the set time.
		Configure user notification type	Set your notification preference.
		Configure user notification attachments size limit	Set your maximum file attachment size limit for email notifications. (if your notification setting is set to include attachments). If the attachment is larger than the set limit, it will be linked.
		Create a guest user	Create a guest in your own organization. Or create a guest in another organization if permission to View Global Directory is Granted.
		Access via mobile apps	Allow login to Oracle Aconex Mobile.
		Access via Web Services API	This asset has been replaced by REST API Integration IDs or OAuth Clients. Learn more about REST APIs.
		Allow linking to multiple Lobby accounts	Grant this permission to each Aconex account that you want to link to multiple Lobby accounts. If you don't see this secured asset, your Org Admin must raise a service request asking for it to be enabled for your organization.
	Login
		Access via 2-Step Verification	With this asset granted, the user will only be able to access their project(s) if they have signed in with two-step verification (2SV). They can follow these steps to enable 2SV on their account.
		Reset 2-Step Verification	This asset is no longer required and has no effect. If you need to reset 2SV for a user in your organization follow these steps.
		Access via Single Sign-On	With this asset granted, the user will only be able to access their project(s) if they have signed in with SSO. You must have SSO enabled for your organization before this asset can be used. For details on the process, see Enable Single Sign-On (SSO) for your organization.
Directory
		View Global Directory	Access the global directory to see all users in the current Aconex instance (project location). Required to invite users into projects.
		Edit directory visibility	Show or Hide users from your organization in the global directory. Users hidden in the global directory will not be able to be invited into projects. See project invitation mode
Mails
	General
		View organization's project mail	View mail sent or received by anyone in your organization (excluding confidential mail). Without this permission granted, you'll only see your own mail. The 'my mail only' tickbox is hidden as it's effectively always enabled without this permission.
		Create mail	Create New, Reply To, or Forward Mail within Aconex.
		Allow setting of mail number prior to send	Reserve a mail number prior to sending.
		Make sent mail your Response	Mark a sent mail as your official response to a thread. Used to update the parent Mail's status and clear an overdue task.
		Close-out organization's mail in any thread	Set any mail that was sent by your organization as 'Closed Out'. This formally marks the process as completed and clears any associated tasks.
		Access via Outlook Plugin	Allows access to the outlook plugin.
	Searches
		Share saved searches	Share a Mail saved search with all users in your organization. The project owning org can also share a saved search with all users/organizations on the project.
		Edit/delete shared saved searches	Edit or Delete a Mail saved search created by users in your organization.
	Mail Approvals
		Can be made a mail approver	The granted user can be configured in Mail Approvals, to Approve or Reject mail sent from the organization.
		Configure mail approvals for projects	Configure mail approvers within your organization for specific mail types. Applies to a specific project your organization is participating on.
		Configure mail approvals for organization	Configure mail approvers within your organization for specific mail types. Applies to all projects your organization is participating on.
Documents
	General
		Create a transmittal	Send registered Document(s) to other organizations via a transmittal.
		Run a transmittal history report	Run a report showing which documents your organization has transmitted to other organizations.
		Run auto-update transmitted documents	Select Documents into a report and check which organizations on your project require updated versions. Send transmittals directly from the report.
		Upload new documents	Upload and register documents into the Document Register of your organization. Without this permission, you still have access to upload and view temporary files, you just won't be able to move them to the Document Register.
		Create placeholders	Allows the user to Add Placeholders using the new upload experience.
		Edit document confidentiality	Make a Document confidential in your organization's Document register. Control which users in your organization can see it.
		Update a document	Update single or multiple Document(s).
		Manually update transmittal attachments	From a transmittal, select the received Documents and 'Update Register' to update your organization's register with the new versions. Allows users to manually register received documents where the organization preference 'Update document register with transmittal attachments automatically (except workflows)' is set to No and/or the setting 'Update document register automatically upon receipt of workflow transmittals' is set to No. By default, transmittals will update your register automatically.
		Share upload profiles	Share an upload profile with all users in the project or just your own organization.
		Access Bulk Processing	Access the Bulk Processing feature to upload/update multiple Registered Documents via an Excel spreadsheet. Requires permission to Upload new documents, and Supersede a document.
		Unlock any document	Click the padlock icon on a Document in the Document Register to unlock it. Can only unlock a Document that was manually locked by a user. If the document is locked by another process, such as a Workflow then no user is able to unlock it, it must be managed in the workflow. Locked documents cannot be superseded or added to a review process.
		Restore historical document to current version	Select a historical Document version and make it current in your organization's Document Register, so it can be superseded and/or placed into a review process.
		Mark documents as No Longer in Use	Allows the user to change the status of a current document to No Longer in Use. We strongly recommend you limit the number of users and roles that have access to this functionality. Find out why
	Searches
		Search document register	Access your organization's Document Register and search for Documents. Without this permission, you still have access to upload and view temporary files.
		Share saved searches	Share a Document saved search with all users in your organization. The project owning org can also share a saved search with all users/organizations on the project.
		Edit/delete shared saved searches	Edit or delete a Documents saved search created by users in your organization.
	Related Items
		Manage related items	Create, update and remove document relationships. Relationships allow the user to link one document to another stating what relationship type exists between the documents (i.e.: one is affected by the other, one references the other, etc). You must be the project owning organization. Read more on Related Items.
	Print Requests	Print Requests
		View print requests	View Print Requests created by your organization.
		Create print requests	Create a print request for an organization that has registered as a 'Print Shop'.
	Third Party Services
		Access Box	Upload files from Box.
		Access Dropbox	Upload files from DropBox.
		Access Office Online	Use the Office Online integration to open Office files, such as Word files in Aconex, and edit them online. Requires an Office365 subscription.
Viewer
		View files using viewer	Open a Document in the Online Viewer and view any markups within it.
		Mark up files in a Document Review process	Use the Online Viewer to create markups in registered Documents during a review process, such as a Workflow review.
		Mark up files in the Document Register	Mark up Documents with the Online Viewer direct from the Document Register.
Workflows
		Review a workflow	Review documents that are assigned to you in a workflow process.
		Initiate a workflow	Place document(s) into a workflow review process.
		Create/edit a workflow template	Create or edit a workflow template in your organization.
		Share saved searches	Share a Workflows saved search with all users in your organization.
		Edit/delete shared saved searches	Edit or Delete a Workflows saved search created by users in your organization.
		Workflow Administrator	Administer a workflow that was initiated by any user in your organization. Access initiator tools such as reassign, skip and terminate.
Insights
		Access Insights	Display the 'Insights' module to access Reports.
		Access Reports	Access the 'Reports' option under the 'Insights' menu to create standard and custom reports.
		Create private report layouts	Add a new layout to your custom report(s).
		Create new private reports	Create a custom report for yourself on a project.
		Create Project Org reports	Create custom reports that can be shared with all users from your organization on a project.
		Create Project reports	Create custom reports that can be shared with all users from all organizations on a project.
		Access Dashboards	Displays the Dashboards option under the Insights menu.
		Manage Processes	Create, edit, and remove processes in Dashboards.
		Download Hosted Name User Report	View/Download the Hosted Name User organization report.
		Download Project Activity Report	View/Download the Project Activity organization report.
		Download User Details Report	View/Download the User Details, Assignment & Configuration organization report.
Projects			Many of these permissions only take effect for the project owning organization. These permissions are typically associated with the Project Administrator role.
	General
		Export Project Settings	View your project configuration in Excel.
		Copy project	Copy projects your organization owns
		Create and edit Project Fields	Create and edit custom Project Fields that can then be used in Documents, Mail, Packages, and Field. Makes the Project Fields menu visible in Project Settings.
		Read Project Fields	View Project Fields that are used in Documents, Mail, Packages, and Field.
		Edit Project Field select-list values on upload/update	Add values to Project select list fields directly from the document upload screen.. Independent of "Edit Project Settings" and "Create and edit Project Fields" assets.
		Edit project settings	Configure Project Settings such as which mail and document types are available to each organization on the project. Also provides access to the Project tab in preferences. Grants access to the following Project Settings: Project>Project Details Project>Working Week Security>File Restrictions Mail/Documents Role Settings Mail>Mail Statuses Mail>Mail Footers Models Documents>Document Fields Documents>Document Numbering Documents>Drawings Addresses
		Delete Project	Request project deletion.
		Edit project password and session settings	Set project-wide security preferences. Users on your project will need to adhere to the set maximum password expiry and idle session duration. Dependent on "Edit Project Settings" being Granted
		Configure mail forms	Add project fields to mail types to configure your mail processes. Enables the 'Mail Types' option in Project Settings. Dependent on "Edit Project Settings" being Granted
		Edit Field Permissions	Configure which values in your project fields can be viewed/selected by users in the project. Dependent on "Configure Mail Forms" being Granted.
		Edit Document Field select-list values on upload/update	Add values to Document Field select lists directly from the document upload screen. Independent of 'Edit Project Settings" asset.
		Configure Mail Distribution Rules	Create mail distribution rules for specific mail types in the project. Dependent on "Edit Project Settings" and "Configure mail forms" being Granted.
		Manage Cascading Metadata	Lets the project owner set relationships between certain document tags on upload, so they show only after others are selected. For more information, see Using Cascading Metadata with your project for document field relationships, or Create hierarchies for project fields for project field relationships. Dependent on 'Edit project settings' being Granted.
		Request Archive Quote	Allows a user to request an Archive from the Setup menu.
	Project Participants
		View Project Participants	Access project participants and view all users participating on the project.
		Control Project Directory Visibility	Show or Hide users in the project directory via project participants. Users hidden in the project directory are referred to as 'Shadow' users. Shadowed users are unable to be entered as recipients in the To or CC fields when composing a Mail.
		Add users	Add users to the project via project participants. Also requires Project Participants List - View.
		Remove Users	Remove users from your project via project participants.
	Organization Specific
		Set project visibility for organization	Hide/Show projects for all users in your organization.
		Configure Access Control	Restrict access to certain Documents in your Organizations Document Register.
		Read Integration IDs	View your organizations Integration IDs.
		Update Integration IDs	Update your organizations Integration IDs.
		Create Integration IDs	Create an Integration ID for your organization.
		Deactivate Integration IDs	Deactivate your organizations Integration IDs.
Models			Displayed as either Models or BIM on the navigation menu.
	Model Explore
		Access Models	Allows access to view Models in Model Explore.
		Create Model Stack	Create a Model stack and manage models connected from the Document Register by any user in your organization.
	Model Coordination		Model Coordination is a separately licensed module. For more information on using this feature on your project, please contact your Oracle Aconex Representative.
		Create Design Issues	Create Design Issues in Model Coordination and plugin integrations.
		Create Issue Sets	Create Design Issue Sets in Model Coordination and plugin integrations.
		Model Coordination Administrator	Administer Design Issues and Issue Sets that were created by or assigned to any user in your organization. If your organization has been added to Model Coordination Management, you can also manage viewpoints, object saved searches, clash spaces, and zones for the project.
Packages			Separately licensed module. For more information on using this feature on your project, please contact your Oracle Aconex Representative.
		Send a Package	Transmit a package to other users.
		Create a Package	Create a new Package in your organization, which can be sent to other organizations.
		Share saved searches	Share a Packages saved search with all users in your organization.
		Edit/delete shared saved searches	Edit or delete a Packages saved search created by users in your organization.
		Package Administrator	Package Administrator rights on all packages administered by your organization.
Supplier Documents			Separately licensed module. For more information on using this feature on your project, please contact your Oracle Aconex Representative.
		Share saved searches	Share a Supplier Documents saved search with all users in your organization.
		Edit/delete shared saved searches	Edit or Delete a Supplier Documents saved search created by users in your organization.
		Supplier Documents Administrator	Create a new supplier documents package. Also grants access to the initiator tools to manage supplier document packages initiated by your organization. Initiator tools include Add/Cancel Documents, Edit recipients, and mark as submitted.
Tenders			Separately licensed module. For more information on using this feature on your project, please contact your Oracle Aconex Representative.
		View organization's tenders	View all tenders sent and received by your organization.
		Create a tender response	Create a Submission (quote) for a Tender received by your organization.
		Create a tender invitation	Create a new Tender invitation sent from your organization.
		Create a tender addendum	Create an Addendum for a tender invitation sent by your organization. Allows you to add details or documents, and change the end date for the Tender

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