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Registering existing Outlook email into Aconex

Here's how to register your Outlook email in Aconex.

You can register multiple emails you've received in Outlook at the same time, but only if you want to register them to the same Aconex project. If you're working on multiple Aconex projects, be careful to select ones for the same project before registering them.

  1. Select the email you want to register in Outlook.

  2. Click the Register in Aconex button in the Aconex toolbar. You can also right-click a mail in your Inbox list and then select Register in Aconex.

The Register in Aconex button highlighted.

If you didn’t select the Log me in when Outlook starts checkbox during the setup process, you will be prompted to enter your login details.

  1. Select the project you want to register your email into. 
Step 1, selecting a project and mail type.
  1. Click Next to search the project’s directory. Aconex will try to match the recipients’ email addresses with the data in the directory. If matches are found for all recipients, go to Step 6. Any addresses that are not matched or are duplicates are listed, see below for an example.

Step 2, matching to Aconex users.
  1. If this happens you have to resolve the unmatched/duplicate addresses before you can register them. Do this by selecting them then searching on one of the name fields. When you find a matching user, click Match next to their name. Possible matches who are already project members are listed at the top of results.
match email address to aconex user

If you can’t see a suitable match this might be because the person is: 

  • one of several recipients of the email you’re registering. In this case you can choose not to match this person by clicking Ignore email address and continuing to register the email.
  • the only recipient for the email. You can either:
    • create a guest user account for them, from either your own organization [1], or another organization [2], then click Refresh in the Register email into Aconex screen, or;
    • choose not to register this email.

If you match someone by mistake you can unmatch them by selecting Settings/Unmatch Users.

  1. Once you’ve resolved all the listed email addresses, click Next.

  2. Select either Assign the same mail data to all emails or Select and apply data to individual emails.

  3. Fill in the fields in the next screen as required. Mandatory fields are shown in yellow. 

Step 3, selecting Mail fields.
  1. Click Register in Aconex,confirm the registration, then click Close. 

Copies of the emails you selected are now registered in Aconex. Once an email has been successfully registered in Aconex, a new column called Aconex will appear in your Outlook email view. 

FAQs

How can I tell if my email has been registered?
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How can I tell if my email has been registered?

A new column called Aconex is available in your Outlook Inbox view.  As you register emails into Aconex, a checked checkbox will appear in this column to identify the emails you’ve registered.

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What happens if I register an email with an attachment into Aconex?
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What happens if I register an email with an attachment into Aconex?

The attachment will be registered as a mail attachment. It won’t be added into your document register.

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Is there a limit to the number of emails I can register through Aconex for Outlook?
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Is there a limit to the number of emails I can register through Aconex for Outlook?

For efficiency and performance we recommend you register no more than 200 emails at once.

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When I register email, will Aconex send registration notifications to the original email recipients?
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When I register email, will Aconex send registration notifications to the original email recipients?

No. Notifications are not sent when mail is registered in Aconex using Aconex for Outlook.

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What date will show in Aconex against the emails I register?
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What date will show in Aconex against the emails I register?

In Aconex, the registered emails will show the date and time that you completed the email registration, not the date and time the original email was sent or received.

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Can I register documents into Aconex using Aconex for Outlook?
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Can I register documents into Aconex using Aconex for Outlook?

No, you can’t register documents into Aconex when you’re registering emails using Aconex for Outlook.

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What happens once I’ve registered an email into Aconex?
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What happens once I’ve registered an email into Aconex?

It’s available in Mail in Aconex. To access it:

  1. Log in to Aconex.
  2. Click Mail.
  3. Enter any search criteria to find the email you’re looking for.
  4. Click the Search button.

A copy of the original email in .msg format is attached to the mail. 

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Source URL (modified on 03/06/2020 - 05:35): https://help.aconex.com/aconex/aconex-outlook/registering-existing-outlook-email-aconex

Links
[1] https://help.aconex.com/aconex/our-main-application/aconex-administrator-kit/administrator-kit-org-admins/manage-user-accounts/create-guest-user-your-own-organization
[2] https://help.aconex.com/aconex/our-main-application/aconex-administrator-kit/administrator-kit-org-admins/manage-user-accounts/create-guest-user-another-organization