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Frequently Asked Questions

Our Main Application

Where can I download mobile apps for Aconex?

FAQ

For Apple iPhone and iPad apps, go to the App Store to download: 

For Android phones and tablet apps, go to the Google Play store to download: 

Get access to Aconex

FAQ

Need to get access to Aconex? There are different ways to gain access, depending on your situation. Find out how to get access.

Get Access to Aconex

I've got an Aconex login name and password. Where do I log in?

FAQ

We'll show you how. Follow the How to log in instructions.

My organization has never used Aconex before. How do we start using Aconex?

FAQ

First, you'll need to set up your organization. Follow the steps here: Register your organization in Aconex.

I'm managing Aconex for my organization. How do I set up a new project on Aconex?

FAQ

Setting up a new project is done in consultation with Aconex. Find out more here: Create a new project.

I am already using Aconex for a project. How do I get access to another project?

FAQ

Ask anyone on the project to send you a project mail. Ask them to follow these instructions, if they need step-by-step help: Invite an Aconex user onto a project.

I'm not using Aconex but other people in my organization use Aconex. How do I get an Aconex login name and password?

FAQ

Ask your Org Admin to set you up as a user. Your Org Admin is someone who works for your organization and oversees Aconex.

How do I create a new user account in Aconex?

FAQ

Aconex isn’t like the free online services you may use. New users can’t just sign up and create accounts — for one thing, they wouldn’t be able to see any projects. Also, they wouldn’t be associated with a company in Aconex.

If the new user is you, or someone in your organization...

  1. Your organization needs to register to use Aconex if it hasn’t already.

  2. Then, your Organization Admin needs to create an account for the new user and give them access to projects.

If you’re already using Aconex, find out who your Organization Admin is here.

If the new user is someone from another organization, you can invite them to your project whether or not they’re already using Aconex.

If the new user’s organization isn’t registered to use Aconex, that user will only be able to operate as a guest, with restricted capabilities.

How can I find out if my organization is registered with Aconex?

FAQ

There are two ways. Either ask a contact or colleague who uses Aconex to search for your organization in the Global Directory, or contact our Service Desk.

Using Aconex

What is the difference between my global and project directory?

FAQ

Your project directory only shows users from the project you are working on.

Keep in mind that your Project Admin can hide users so they don't appear in the project directory.

Your global directory lists all Aconex users who are in the same region as you.

These regions are:

  • Canada
  • US and Latin America
  • Europe
  • Saudi Arabia
  • Rest of Middle East
  • Africa
  • Mainland China
  • Rest of Asia
  • Australia/NZ
  • ALDAR.

What do we mean by 'Aconex instance'?

FAQ

Aconex instance refers to your project's location.

You may have noticed that when you log in to Aconex you’re asked for your project location.

We sometimes refer to project locations by the more technical term, "Aconex instance." An Aconex instance exists in each project location.

Our current Aconex instances are listed here.

What are the links for each instance?

FAQ

Europe

https://uk1.aconex.co.uk

Saudi Arabia

https://ksa1.aconex.com

Rest of the Middle East

https://mea.aconex.com

Americas

https://us1.aconex.com/

Rest of Africa

https://uk1.aconex.co.uk

Mainland China

https://cn1.aconexasia.com

Rest of Asia

https://hk1.aconex.com

Australia/NZ

https://au1.aconex.com

AU Gov

https://au2.aconex.com

ALDAR

https://aldar.aconex.com

Who is my 'Org Admin'?

FAQ

Your Org Admin is someone who works in your organization and is responsible for managing Aconex on behalf of you and your colleagues. Not sure who your Org Admin is. Here's how to find out.

What is a guest user?

FAQ

If you don't have an Aconex login name and password, but you do receive emails with links to certain documents, you have been set up as a guest user. Find out more about what a guest user can, and can't do.

Your Aconex Account

How do I stop receiving Aconex marketing emails?

FAQ

If you receive marketing information from Aconex and do not wish to receive this information any longer, you may remove your name from our list by clicking unsubscribe at the foot of the mail. If you have any questions as to how Aconex treats your confidential information write to privacy@aconex.com.

Why do I need to provide a security question and answer?

FAQ

If you call the Aconex Service Desk we’ll ask your security question. This is one of the ways we make sure we are talking to the right person.

Can't think of a security question?

A good security question is

  • simple
  • Easy to remember
  • Something only you know.

Most people use a question about something in their past.

Here are some examples:

  1. What was your mother's maiden name?
  2. What is the name of your favorite childhood friend?
  3. What was the make of your first car?

If you're logging in for the first time

You'll need to enter your security question and answer.

Choose from the list of options we've provided. Or choose My custom security question if you'd like to write your own.

How do I bypass Akamai to connect to Aconex?

FAQ

You can bypass Akamai by:

See Bypassing Akamai to connect to Aconex for further information.

How can I delete an old Aconex account?

FAQ

You can’t delete an Aconex account that you no longer use. We need to keep your past accounts intact to maintain the audit trail for all the projects you’ve worked on.

However, you can have an old account deactivated so that you no longer have access to it, or appear in the Project Directory for projects you worked on through it.

Contact the Organization Admin in the company where you held the account and ask them to deactivate it for you.

If you’re not sure who the Organization Admin is, contact our Service Desk.

How can I change my name or login ID in Aconex?

FAQ

You can change your login name yourself. Click Setup, then Account Details. Update the Login Name field, then click Save.

To make changes to your given name or family name you'll need to contact the Service Desk. They'll make the change in a way that ensures the Aconex audit trail remains intact.

Logging in to Aconex

Where do I log in?

FAQ

It depends on where your project is located. Find out more here.

What is my username for Aconex?

FAQ

If you’ve forgotten or are unsure of your Aconex login name, you can find it fast.

Go to the log in page, click the Forgotten your login / Password link, enter your email address and click the Go button. We'll email your account details to you and you'll be off and running.

Need help finding the login page? Follow the instructions on logging in to Aconex.

What happens if I forget my password?

FAQ

You can reset your password quickly by going to the log in page, and clicking the Forgotten your Password link. Follow the instructions here - Reset your password.

How can I connect to Aconex using 2 Step Verification on my mobile device?

FAQ

Downloaded the authenticator app, but yet to connect to Aconex and log in using 2 Step Verification?

You connect by entering the QR code or “secret key” on your device:

How can I unlock a locked account?

FAQ

If you made a mistake entering your password, so your account became locked, you can reset it yourself. Click the Forgotten your login/password? link on the login page and follow the instructions. This will unlock your account. 

If you leave an organization, the Organization Administrator should lock and disable your account. You’ll need to ask the Organization Administrator at your new organization to create a new account for you.

If your account has been locked and disabled in error, ask your Organization Administrator to grant you access.

Getting Started

What’s the maximum size of a file I can add to Aconex?

FAQ

Aconex doesn’t limit the size of files you can upload, send, or transmit.

However, some browser makers limit upload file size:

If you’re unable to upload a file to Aconex because of its size, try uploading it with a different browser, or try uploading your file at the end of the day, when fewer users may be trying to access your site's internet connection.

 

How do I forward or reply to mail?

FAQ

You can forward or reply to mail as a full Aconex user, or as a guest user.

How do I update (or “supersede”) multiple documents at once?

FAQ

There are two ways to upload and supersede files in batches.

The one you’ll use will probably depend on the number of documents you’re working with.

How do I find a mail in Aconex?

FAQ

Using the Aconex Search. Watch the Mail Search tutorial. You can also search for mail and documents across all your projects.

How do I transmit a document?

FAQ

The Share or send a document video shows you how to transmit a document to other organizations' document registers.

How do I update (or “supersede”) a document?

FAQ

Superseding is the process of updating a document that’s already in your document register with a new version.

Watch the Update a Document tutorial, and find out more about working with documents.

How do I upload multiple files to the document register?

FAQ

If you’re uploading a number of new files that aren’t already in the register, you have two options:

If you want to use the documents to replace ( supersede) others that are already in the document register, you can use the Bulk Supersede tool, or an Excel template, to do it.

How do I invite someone to a project?

FAQ

If someone you’re working with needs access to an Aconex project you’re on, and they're already an Aconex user, you can invite them to it.

If they're not an Aconex user, and they don’t need to use all the features of Aconex, you can invite the person as a guest user.

Where can I get training on how to use Aconex?

FAQ

We have extensive online training right here.

I've forgotten my password. What should I do?

FAQ

Follows our instructions to reset your password.

Find out more about logging in.

Working with Documents

Who can see my documents?

FAQ

Once you upload them into Aconex anyone in your organization can see your document. Find out more.

What is a transmittal?

FAQ

A transmittal is the way you send a document (for example, a drawing, a report or a file) to another organization. Find out how to send a transmittal.

What does 'supersede' mean?

FAQ

In Aconex when you supersede a document you update it. Find out how to supersede a document.

When should I supersede a document?

FAQ

When the document, or the information about the document, changes.

Usually you'll update (or supersede) a document by replacing it with another file from your computer.

You can also supersede a document to update incorrect or incomplete information about the document. For example, if there is a spelling error in the document title, or if you need to add comments about the document.

Also see: Supersede a single document

How do I unlock a document?

FAQ

Find out why a document is locked and how to unlock a document.

Help! Someone in my organization has uploaded another copy of the same document

FAQ

This can be fixed. Follow the instructions here - Mark a document as no longer in use

Help! Someone in my organization has updated (superseded) my document with the wrong file

FAQ

This can be fixed. Follow the steps here - Restore a previous version of a document

Why is the date of a document transmittal different in Tasks and Search than in the Event Log, transmittal view and Transmittal History?

FAQ

If you or your Organization or Project Administrator set your timezone to something other than the default for your project location, you’ll see a different date displaying in the Event Log, transmittal view and Transmittal History than on the same Transmittal in the Tasks page and Search results.

Each Aconex project is housed on a certain instance, which typically relates to the project location. To provide a single source of truth for your project, all dates are recorded in UTC (Coordinated Universal Time) on that instance.

If you select a timezone other than the default, dates on individual transmittals will reflect the local time in that timezone in the Event Log, transmittal view and Transmittal History. However, the search results and Tasks list will still show dates in UTC on your instance, so you’ll know what the “universal” date of document activity was for all project participants.

What are documents "awaiting your review"?

FAQ

These documents have been assigned to you as part of a workflow. You'll need to review these documents, and either approve or reject them.

If you're already logged in to Aconex, open a workflow step from the My Tasks page.

If you've received an email notification, open a workflow step from a workflow transmittal.

Why isn't the online viewer working?

FAQ

Are you using the old Java-based viewer?

Check that you’re using Firefox or Internet Explorer, along with the Java plugin.

Check that the Java plugin is installed on your computer.

If you can’t download or upgrade Java, contact your organization’s IT Service Desk.

If you’ve done all this and you’re still having problems, contact the Aconex Service Desk.

Are you using the new online viewer?

  • With Internet Explorer 11, occasionally the loading process delivers you to blank page within the viewer. If you’re experiencing this issue, try turning off hardware acceleration in the browser. If that doesn’t work, you may need to update your graphics card driver.
  • With Chrome, sometimes the loading stalls at 100%. Refreshing the page and reloading should fix this.

Working with large numbers of documents

What is a supersede candidate?

FAQ

A supersede candidate is a temporary file that you can automatically match to an existing, registered document. Find out more.

What is a metadata file?

FAQ

Metadata files contain information about the documents you're going to upload. Find out how to use and create a metadata file.

What are Temporary Files?

FAQ

Temporary files can be deleted from Aconex. Find out more about Temporary Files.

What are placeholders?

FAQ

If you want to reserve document numbers at the start of a project, create placeholder documents. Placeholders are 'blank' or empty documents.

Why don't I have permission to use 'bulk processes'?

FAQ

Ask your your Org Admin to give you permission to perform bulk processing. See the full list of default settings for user roles to find out more about which user role can do what in Aconex.

Aconex keeps using my uploaded files’ names as document numbers. How can I make it stop?

FAQ

When you upload files using the Multi File Upload or Zip File Upload tools, you’re asked to select a document upload profile. It’s in this profile that document name and revision settings are controlled.

Once you select a document upload profile from the dropdown menu, click the View/Edit Profile link beside it. You’ll see the Upload Information page.

Find the Use filenames as document numbers checkbox. It will be checked. Beside it you’ll see an example of how Aconex will treat the documents you upload, splitting out the document name and revision from the filename.

If you don’t want to use this option, create a new upload profile to use when you add documents to Aconex, and leave the Use filenames as document numbers checkbox unchecked.

How can I keep zip files zipped when I upload them to Aconex?

FAQ

You can keep zip files zipped when you add them to the Aconex Document Register using the Multi File Upload and Zip File Upload tools.

To do this, create a new upload profile and make sure you uncheck the Expand Zip Files checkbox.

When you upload your zip files using this profile, they will remain zipped within Aconex.

Working with Project Mail

Why is the date of a mail different in Tasks and Search than in the mail view?

FAQ

If you or your Organization or Project Administrator set your timezone to something other than the default for your project location, you’ll see a different date displaying on a mail in Mail view than on the same mail in the Tasks page and Search results.

Each Aconex project is housed on a certain instance, which typically relates to the project location. To provide a single source of truth for your project, all mail dates are recorded in UTC (Coordinated Universal Time) on that instance.

If you select a timezone other than the default, dates on individual mails will reflect the local time in the selected timezone in the Mail view. However, the search results will still show dates in UTC on your instance, so you’ll know what the “universal” send date of the mail was for all project participants.

How do I find mail that was sent to me?

FAQ

Why can I see other people's mail?

FAQ

In most cases, you have access to all mail sent to anyone in your organization. You also have access to all of the mail sent by everyone in your organization.

You can filter mail so that you only see mail sent or cc-ed to you.

What is the difference between outstanding and overdue project mail?

FAQ

When another project participant sends mail, they can select an option from the Response required dropdown and set a date by which they need recipients to respond to the mail.

Mails that need your response will appear in your Tasks and Mail pages as either Outstanding or Overdue.

  • Outstanding mail is mail that you need to respond to by a certain date.
  • Overdue mail is mail that’s passed its Response required date, but which you haven’t responded to.

If you've been cc-ed or bcc-ed into a project mail that has a Response required date, this mail won't appear in your list of Outstanding or Overdue mail.

You can review the list of your items that require your action by double-clicking Tasks. See our article on Opening mail from the Tasks page for step-by-step help.

Mail

Why can’t I get read receipts for Aconex Mail?

FAQ

All Aconex Mail is stored indefinitely, and it can’t be deleted. This means you’ll never lose Mail in Aconex, but it also means that if you had read receipts, they’d all be stored indefinitely, too. This would quickly add up to an enormous amount of mail that would be difficult to search.

Even so, your read receipts would only acknowledge mail receipt, which is assured through the Aconex system anyway. They wouldn’t tell you whether or not the recipient had actually actioned your Mail. 

A better way to track action on Mail is to set the Response required field and give the mail a Respond by date. By reviewing responses, you can quickly see who’s actioning requests you send using Mail.

Searching in Aconex

How do I search in Aconex?

FAQ

You have two ways to search in Aconex:

  1. the Search Mail and Search Documents pages, when you know which project has the information you're looking for
  2. the Cross-project search, if you’re not sure which project the document or mail is associated with.

Using BIM

What BCF versions does Connected BIM support?

FAQ

Connected BIM supports both BCF versions BCF 1.0 and BCF 2.0.

When should I use a comment? And when should I just send a mail from BIM?

FAQ

Comments and mail serve two different purposes for communication around a model.

Comments form a communication workflow that supports design coordination between trades and across BIM tools.

BIM mail is a great way to give extra context to a conversation, through snapshots and viewpoints.

Does BIM do clash detection?

FAQ

Not yet, but clash detection software plugins are planned for the future.

Can I generate 2D model artifacts using Aconex BIM?

FAQ

No, BIM is designed specifically as a 3D viewer, but you can generate screenshots and mark them up in BIM.

Can I access previous versions of models?

FAQ

Will others working on the project be automatically notified when a model is updated?

FAQ

Not yet. If you want to alert colleagues to a new version of a model, you can send them project mail using BIM or Aconex mail.

If your recipient’s organization hasn’t had BIM enabled yet, they’ll need to contact their Aconex representative to do so. Until then, they won’t be able to view models in Connected BIM.

Can I upload multiple models at the same time?

FAQ

No, currently models are uploaded one by one.

It’s not called BIM in my industry. Can we call it something else, like VDC?

FAQ

You can. Discuss this with your Aconex representative to configure the setup for your project.

Can Connected BIM support IFC files created from SP3D and other formats?

FAQ

BIM supports IFC 2x3. So if your software can export to IFC 2x3, you will be able to view your models in Aconex.

What's a model stack?

FAQ

In Aconex BIM, the design team shares models with rest of the project team through model “stacks”.

You’ll create a model stack for each model. Each stack contains the current version of the model, plus any previous versions.

You can load the current version of the model in the 3D BIM viewer, but if you need to view previous versions, you can download them from the model stack. You’ll need to upload these downloaded models back into the model stack to view them, as the viewer only shows the current versions of each model.

How do I get access to BIM?

FAQ

BIM is made available to clients on a per-project basis.

Speak to your Aconex representative to discuss BIM activation on your project.

Using Workflows

What is a workflow step?

FAQ

A workflow is made up of a number of steps. Each step sets out the actions needed at that point in the workflow.

For example, a step may require a person to review and approve a document. Once that step is completed, the documents in the workflow continue on to the next step.

Find out more about how workflow templates are created using a series of steps.

What is a Workflow Template?

FAQ

A Workflow Template sets out the rules for a workflow. These rules include:

  • who needs to approve the document/s
  • in what order people need to approve the document/s
  • what happens when the final approval is given.

Any user with the asset Create/edit a workflow Template can set up a Workflow Template for each set of documents that go through an identical review and approval process.

Starting documents in a workflow

If you need to start documents in a workflow, you'll select an existing Workflow Template to start this process. Find out more about initiating a workflow.

Setting up Workflow Templates

You need explicit permissions to set up a workflow template in Aconex. Contact your Organization Administrator if you need to set up templates but don't have permission. They'll need to follow the instructions about User Roles and Workflows to give you permission.

What's a subworkflow?

FAQ

A subworkflow is a workflow that sits within a step in an existing workflow. Any person assigned a step can start a subworkflow, for example, if they need the input of other parties to complete that step.

What is a Workflow Initiator?

FAQ

A Workflow Initiator is someone who has permission to start, and then manage, a document review cycle using Workflows.

If you need to initiate a workflow but don't have permission, ask your Organization Administrator to give you access. They will need to follow our information on Workflows and user roles.

What is a Workflow Administrator?

FAQ

A Workflow Administrator is someone who manages workflow rules and templates for your organization.

More specifically, Workflows Administrators have permissions to use the Initiator Tools and delegate reviews.

If you need to create workflow templates, or complete other tasks using Workflows, ask your Organization Administrator to give you the relevant permissions using the information on managing Tenders, Workflows, and Supplier Documents.

Why can't I start a workflow?

FAQ

You don't have permission. Ask your Organization Administrator to modify your user role so you do. They'll need to follow the instructions on giving permission for users to initiate Workflows.

Who can create a workflow template?

FAQ

Workflow Administrators can create a workflow templates if they are granted access with the asset Create/edit a workflow template.

By default, anybody with a user role of Document Administrator, Organization Administrator or Project Administrator is also a Workflow Administrator.

If you need to create a workflow template but don't have permission, ask your Organization Administrator to give you access using our information on Workflows and User Roles.

Why can't I see the Workflow button?

FAQ

The Workflow module is not available on all projects. Contact your Aconex Account Manager or Service Desk if you need access.

Why don't Workflows transmittals get registered automatically?

FAQ

There are two reasons why your Workflows transmittals aren't being registered.

Your Project Administrator or Organization Administrator may have change the settings for your project. Or your project may have started in or before 2010. 

Find out how to enable the auto-registration of documents from Workflows transmittals.

How do I find supplementary files once a workflow is finished?

FAQ

You can access the supplementary files associated with a workflow that’s completed.

Find the relevant workflow, and click to open it. On the top-left of the documents list, you’ll see a Supplementary files button. Click it to access and download the files you need.

The Supplementary Files button

Using Tenders

Why can't I see the Tenders button?

FAQ

The Tenders module is not available on all projects. Contact your Org Admin if you need access. Or, if you are using Aconex for a project based in America, you'll see Bids instead of Tenders.

How do I get permission to create a tender?

FAQ

Ask your Org Admin to modify your user role. They'll need to follow the instructions here – Creating a Tenders user role.

What is a Tenders Administrator?

FAQ

If you need to create and manage Tenders invitations, you’ll need to be given Tender Administration permissions.

Your Org Admin can do this. They will follow the instructions here: Manage Tenders, Workflows and Supplier Documents.

How does sending an addendum affect the version number of a tender?

FAQ

When you add an addendum to your tender the version number will increase.

For example, you gave your original tender invitation a version number of 1.

When you add an addendum to the tender, the version number will increase to 2.

For step-by-step instructions about creating a tender addendum follow these steps - Update an open tender invitation.

Using Supplier Documents

How do I request documents from my supplier?

FAQ

Use Supplier Documents. If you're using Aconex read this article. If you're using Aconex Handover, read this article.

Why can't I see the Supplier Documents button?

FAQ

The Supplier Documents module is not available on all projects. Contact your Org Admin if you need access.

Why can't I create a Supplier Documents request? I can see the Supplier Documents button.

FAQ

Ask your Org Admin to modify your user role.

They'll need to follow the instructions here – Allow users in your organization to create and manage Supplier Documents requests.

What is a Supplier Documents Administrator?

FAQ

If you need to request and manage documents from suppliers using Supplier Documents,  you’ll need to be given Supplier Documents Administration permissions.

Your Org Admin can do this. They will follow the instructions here – Manage Tenders, Workflows and Supplier Documents.

How do I send my documents to a client?

FAQ

If you've been asked to provide documents via Supplier Documents read through this article here - Submit documents for review via Supplier Documents.

What is the difference between my normal document register and the Supplier Documents register?

FAQ

The Supplier Documents register only lists documents that are in a Supplier Documents process. Think of this register as a way of filtering information, rather than a separate document register.

How can I add documents to my Supplier Documents register?

FAQ

Only documents that are submitted via a Supplier Documents package will appear in the Supplier Documents register.

Find out more about using Supplier Documents.

What's an active package?

FAQ

An active package is an open request to a supplier that has been made via Supplier Documents.

Find out more.

Can I edit an active package?

FAQ

You can edit some sections of an active package.

You can add or edit the:

  • documents you've requested
  • the transmittal template
  • the time for turnaround
  • the people at the supplying organization who will receive your request
  • the people at your organization who will receive correspondence.

Once you activate a package you can’t edit:

  • the package number
  • the description
  • the Supplied by field.

Follow the instructions here - Edit an active Supplier Documents package

Can I deactivate or retire a Supplier Documents package once activated?

FAQ

No. Once a package has been activated it cannot be deactivated. However, you can edit certain fields in the package.

Find out how - Edit an active Supplier Documents package.

Reporting in Aconex

How do I open charts from the Dashboard?

FAQ

How to open charts from the graphical reports, also known as the Dashboard in Aconex.

  1. Click Tasks  from the Module Menu.
  2. Select your project from the Project menu.
  3. Click on the tab:
  • Action – for charts on project mail that has action required.
  • Performance – for charts on the performance of project mail responders.

Find out more about the Dashboard reports in Aconex.

Do I need special software to view the Dashboard charts?

FAQ

Adobe Flash Player 8, or above, is required to view the Dashboard Page. Find out more about the optional downloads that are useful when you're using Aconex.

Can I modify the reports in the Dashboard?

FAQ

Currently these reports cannot be modified – they have been built as quick snapshots of key project activity status.

Find out more about the Dashboard reports in Aconex.

Can I export the graphical reports from the Dashboard?

FAQ

Print, copy, or save the data from any chart by right-clicking on it. This way you can simply copy the chart and paste it into your own presentation.

Find out more about the Dashboard reports in Aconex.

Are there other reports available?

FAQ

Aconex offers a range of reporting options. See this page for more information.

Why don't my project mail search results match the totals in the Dashboard?

FAQ

Your search results only return project mail that you have access to. So, if a project mail is confidential and you do not have access to it, it will not be included in your search results but will be counted in the Dashboard charts.

Find out more about the Dashboard reports in Aconex.

Do I need to manually update the information in the Dashboard reports?

FAQ

No, the reports will automatically refresh on a regular basis to represent the most recent snapshot of your project activity.

Find out more about using the Dashboard reports in Aconex.

What are “data limits” in Aconex Reports?

FAQ

To ensure you get your report as quickly as possible, Aconex limits the amount of data in each report. While these limits are high enough that few users are affected, on occasion you may see a notification that you’ve hit the data limit, and your report is incomplete.

Data limits can vary between reports, and, depending on the parameters you set, within a report.

We’re constantly working to increase the data limits so that your reports contain more information, and can still be produced quickly.

In the meantime, if you’re looking at a report that has filters, you can use them to get more data about a particular aspect of that report.

How can I get access to Aconex Reports?

FAQ

First, the Aconex Reports module needs to be available to your organization. Speak to your Aconex representative to have Reports enabled.

Then, simply ask your Organization Administrator to give you the appropriate permissions to access Reports.

Can I share Aconex Reports with others?

FAQ

You can share the Aconex Reports you export with others on the project using Aconex Mail.

Can I save the report views I create in Aconex Reports?

FAQ

Not yet, but we’ll be adding this functionality in future.

How can I return an Aconex Report to its default once I’ve made changes to it?

FAQ

Just click the Undo All icon at the top-left of the report.

Undo all

Can I get reports other than the ones listed in the Aconex Reports module?

FAQ

Not currently, although we’ll be adding reports to the list in the near future.

You can always create your own search-based reports, of course.

Project Administrator Kit

Project Setup Guide

What is Attribute 1?

FAQ

Attribute 1 is one of the tags available in your document register. It's often renamed during your project's setup. Find out more.

Manage Document Rules for your Project

Why does the review status change when someone updates a document?

FAQ

This is managed via your project preferences. If the review status is changing when a document is superseded this can cause issues if your project is using Supplier Documents.

Managing Mail Rules for your Organization

How do I change the mail types that are available on my project?

FAQ

Manage mail types via project preferences or by creating or modifying Organizational Project Role.

Manage Organizations on your Project

What are shadow users?

FAQ

A shadow user is one that’s hidden in the Project Directory. Although that user has full access to the project, they can’t be seen by other users on that project.

This can be useful, for example, in the case of a CEO who wants to oversee the project but doesn’t want to receive mail about it personally. While the shadow user can send email, they can’t be emailed directly by others.

Users with Project Admin privileges can make a user a shadow user.

How do I manage an organization on my project that is no longer actively involved?

FAQ

You can switch the organization to Archive Access.

Information for Clients

What is Project Information?

FAQ

Project Information appears at the top right of the Tasks page, below the Project Details.

Project Administrators can attach up to six files in this space, to make them readily accessible to everyone on the project. These may include items like the project configuration document, and the information management policy.

The files you place in the Project Information area won't be superseded automatically, which means you can have all users referencing a specific version of a document. It also means you should check regularly to make sure the documents are still current.

Click the Attach button to select the files you want to share from your document register as Project Information.

Aconex for Mobile

Can I reset my password using Aconex for Mobile?

FAQ

No. You’ll need to access Aconex in a browser to reset your password.

I can’t open a particular document in Aconex for Mobile. Why not?

FAQ

Aconex for Mobile will display many common file types. If it can’t display a file type, you can use the Open in… feature to open it using a compatible application on your device. If your device won’t open a particular file type, you’ll need to log into the Aconex web app to view it.

Do I have access to saved searches in Aconex for Mobile?

FAQ

No, this feature is not currently available in Aconex for Mobile.

Is there a maximum file size for mail attachments in Aconex for Mobile?

FAQ

No, but keep in mind that sending and receiving project mail with large attachments could significantly increase your mobile data usage, and on a slow connection, may take some time.

Can I send transmittals from my mobile?

FAQ

Not at the moment, though this feature may be added in future.

Can I use Workflows on my mobile?

FAQ

Not at the moment, though this feature may be added in future.

Can I access Supplier Documents on my mobile?

FAQ

Not at the moment, though this feature may be added in future.

Is there a maximum file size for Capture in Aconex for Mobile?

FAQ

No. Limitations will depend on your device’s model, settings, and capacity.

Aconex for Outlook

Installing Aconex for Outlook

What operating systems can I run Aconex for Outlook on?

FAQ

Aconex for Outlook is for Windows only. Sorry, Mac users!

What software do I need to use Aconex for Outlook?

FAQ

To run Aconex for Outlook, you’ll need a Windows computer with Outlook and .Net 4+ installed.

You can download .Net 4+ from the official Microsoft download page.

What versions of Outlook can I use with Aconex for Outlook?

FAQ

Aconex for Outlook is compatible with Outlook 2007, 2010, and 2013 (32 and 64 bit). 

How long does installation take?

FAQ

It can take anywhere from three to 15 minutes. The Aconex for Outlook installation time depends on the number of projects you have, and the number of users on each one.

What directory or folder is Aconex for Outlook installed into?

FAQ

The default installation location is C:\Users[Your Username]\AppData\Roaming\Aconex.

You can change this destination during installation if you need to. You probably won’t be able to see the AppData folder unless you have admin rights for your computer.

What should I do if installing Aconex for Outlook doesn’t work?

FAQ

When will Aconex for Outlook need an update, and how will it happen?

FAQ

Aconex for Outlook checks for updates automatically, every day. If a new version is found, you’ll be prompted to install it.

The software will also check for updates every time you restart Outlook. And you can check for updates yourself by clicking on Settings > Check for Updates.

Using Aconex for Outlook

Registering Existing Emails into Aconex

How can I tell if my email has been registered?

FAQ

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.

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

FAQ

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.

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

FAQ

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

Can I register documents into Aconex using Aconex for Outlook?

FAQ

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

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

FAQ

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

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

FAQ

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. 

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

FAQ

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

Sending Project Mail using Aconex for Outlook

Will I have access to the project and global directories?

FAQ

Yes. All your project directories are synchronised daily with Aconex for Outlook. The global directory is not synchronised locally, but it is available for you to search whenever you’re connected to the Internet.

Can I reply to a project mail through Outlook?

FAQ

Yes, you can. Find out how here.

Can I add an attachment to a project mail?

FAQ

You can add local attachments or Aconex-registered documents when you're sending a project mail using Aconex for Outlook.

Can I attach an Aconex document to a mail I’m sending through Outlook?

FAQ

Yes, you can. See the information on creating new mail for details.

Is there a limit to the size of the attachment I can send?

FAQ

No. All of the project mail rules that apply when you’re sending Aconex project mail via the web apply when you’re using Aconex for Outlook. So, as with the Aconex application, there’s no limit to the size of attachments you can send in Aconex for Outlook. 

Can I send confidential project mail with Aconex for Outlook?

FAQ

You can. And if you reply to or forward a confidential mail, it will remain confidential. 

When I forward a mail, are the attachments included with it?

FAQ

No. Currently when forwarding mail the attachments are removed.

To forward a mail with attachments, either log in to the main Aconex application, or save the attachments to your computer and attach the files to the mail as you forward it. 

Can I create a transmittal in Aconex for Outlook?

FAQ

No. To create a new  transmittal, log in to the main Aconex application.

Can I forward transmittals in Aconex for Outlook?

FAQ

No. To forward transmittals, log in to the main Aconex application.

Can mail ‘bounce’ or not be delivered?

FAQ

Yes. If a mail bounces, you’ll receive a notification that your mail was not delivered. Any unsent project mail will be stored in your Aconex for Outlook Outbox. You can resend the mail from here.

Troubleshooting

Where do I find the error log?

FAQ

A log is created as part of the installation process. You can find it at:

C:\Users[Your Username]\Documents\Aconex\myTraceLog.txt

Why does Aconex for Outlook keep asking me to log in?

FAQ

When you originally set up Aconex for Outlook, you must not have opted not to log in automatically.

The next time you’re prompted to log in to Aconex for Outlook, check the Log me in when Outlook starts checkbox.

General

What if I use more than one instance of Aconex?

FAQ

You can only access mail for projects on a single instance of Aconex at any time. To access mail for projects on a different instance, click Log out, then click Log in and choose the instance you need from the dropdown list.

Note that Aconex for Outlook will need to be activated for you by the Org Admin before you can access your projects’ mail using Aconex for Outlook.

Can I search for Aconex project mail from Outlook?

FAQ

No. To search Aconex mail, log into the Aconex application.

Why doesn’t anything appear when I click on a mail in Outlook?

FAQ

Aconex for Outlook doesn’t download every mail to your machine: it only downloads the header of each email until you need more information. Then, when you click to read a mail, the software downloads the mail contents.

If you want to access a mail you haven’t read before, you’ll need to be connected to the web so that the mail content can download.

Are Aconex role settings and user preferences applied in Outlook?

FAQ

Yes. All of the mail rules you’ve set in the main Aconex application are applied automatically in Aconex for Outlook.

How long will project changes take to be reflected in Aconex for Outlook?

FAQ

The project directory automatically updates every day. If you want to update it yourself at any time, select Settings > Update Project Directories.

It can take up to a week for project changes, like new mail types, to appear in Aconex for Outlook.

What happens when a user is removed from a project, or when a user account is disabled?

FAQ

Aconex for Outlook will no longer work for that user. Users need an active Aconex login name and password to access project data.

If I go on leave, will my Outlook send my Out of Office Notification in response to Aconex mail?

FAQ

It depends on how you've set your email notifications. If you have email notifications set to Entire Mail body or Entire Mail body with attachments, your out of office notification will be received as a reply, and registered as email in Aconex. To avoid this, change your email settings to Notification only.

Can I use Aconex for Outlook when I’m not connected to the Internet?

FAQ

You can. You’ll have access to all the mail that you’ve downloaded into your Outlook account. Any emails you write will save into the Drafts folder. When you next connect to the Internet, your project mail will be sent.

Is Aconex for Outlook available in other languages?

FAQ

At this stage, only English is supported, but we’ve designed it with other languages in mind.

Uninstalling Aconex for Outlook

How do I uninstall Aconex for Outlook?

FAQ

You’ll need administrator rights for your computer.

Use the Uninstall application on your operating system. To access it, search for Add/remove programs in the Start menu.

What happens when I uninstall Aconex for Outlook?

FAQ

Your Aconex mail folders will still appear in Outlook, but because you’ve removed the software that connects your email to Aconex, you won’t be able to see the mails themselves.

You can remove the Aconex folder by right-clicking it and selecting Delete.

Local Copy

Using Local Copy

How can I control access to a datastore?

FAQ

Use the Aconex Local Copy Manager to set a password for your Local Copy datastore.

What happens when my datastore license expires?

FAQ

All Local Copy datastores are licensed for a specific period of time, usually to the end of the Aconex service agreement.

When the datastore’s license expires, Local Copy won’t update the datastore again unless the license is renewed. The Local Copy administrator can obtain a renewal license from Aconex and then use Local Copy Manager to renew the datastore license.

You can still access all information currently in the datastore exactly as you have previously, but no new documents or mail will be added unless the license is renewed.

Project Archive

What is Project Archive?

FAQ

A Project Archive is a local, read-only copy of your project data that's a lot like working with your project in Aconex.

Find out more about Project Archives.

What can I do with a project archive?

FAQ

The answer to that depends on whether you're using an online archive, or an offline archive.

The Aconex API

Does Aconex have an API?

FAQ

We do. Find out more about the Aconex API.

Aconex Field

Can I log into Field through my company network?

FAQ

Both Field and Field Mobile are accessible using your Aconex login credentials. The ability to log in through your company network is not applied to these services.

Forgotten your Aconex login name or password? Follow these instructions to retrieve them.

How do I log into Field if I use 2 Step-Verification?

FAQ

Both Field and Field Mobile are accessible using your Aconex login credentials. 2-Step Verification is not applied to these services.

Forgotten your Aconex login name or password? Follow these instructions to retrieve them.

I can’t find checklists on my project. Where are they?

FAQ

If you can’t find them, we’ll need to make them available for your project. Contact us to find out about getting access to Checklists.

Do I need to be connected to the internet to capture issues?

FAQ

No, you don't. You can go out on site, use Field Mobile to capture issues. When you are connected to the internet again your mobile will start syncing the captured issues with Aconex.

Do you have an Android version for Aconex Field?

FAQ

We sure do. You can download the Android version from Google Play.

Where can I download Aconex Field?

FAQ

If you're using an Android phone or tablet download Field from Google Play.

If you're using an iPhone or iPad download Field from the App Store.

Managing Users on your Project

How can I add someone from an external organization to my project as an Inspector?

FAQ

So long as your Field agreement allows it, you can ask us to add people from other organizations to your project as Inspectors. Contact the Service Desk to check if this feature’s available to you, and to add external Inspectors to your project.

Aconex Handover

How do I manage asset references?

FAQ

If you're preparing documents for Smart Manuals or Dynamic Manuals you'll need to tag documents with asset references.

Why do I need to tag asset references?

This information is used for the visual viewer.

What if there's more than one item with the same make and model?

For example, your building may have installed three of the same air-conditioning unit. Tag the operating instructions document with ACU-01, ACU-02 and ACU-03.

How do I know what the asset number is?

In almost all cases the specifications and other documentation provided by suppliers will contain the asset reference numbers.

Can I upgrade my O&M manual?

FAQ

Keep your operations and maintenance manuals up-to-date by upgrading to Aconex Dynamic Manuals.

You can upgrade your Aconex Digital Manuals or Aconex Smart Manuals at any point in the project, even after completion.

Features of Dynamic Manuals:

  • Update manuals over the life of the facility.
  • Search and locate assets and operations and maintenance information fast.
  • Secure cloud storage.
  • Access to manuals online.

To learn more, please contact your local sales representative or one of our Service Desk staff.

Can I get a printed copy of my O&M manual?

FAQ

Yes. From the interactive manuals provided, you can print either sections or complete manuals on any printer. If you need to, you can send the information from Aconex to a print shop for printing.

How many copies of the Handover Manuals do I get?

FAQ

You receive two read-only copies of the full set of digital O&M manuals. If you've bought Dynamic Manuals, you'll also receive an updateable copy of the manuals.

Extra copies of the manuals can be purchased if you need them.

Online Training

Aconex Certified

How much does the assessment cost?

FAQ

It costs AUD$85 for one person to sit the assessment for each Aconex Certified course. On successful completion of the assessment, you'll have gained the Aconex Certified qualification, which is current for a period of 12 months.

If you're buying assessments for your team or a group of colleagues, bulk discounts are available, as you can see below.

Click here to purchase assessments.

Number of assessments

Price per assessment

1-10

AUD$85

11-49

AUD$65

50+

AUD$45

How can I pay for the Aconex Certified assessment?

FAQ

You can pay online, with your credit card.

Click here if you're ready to purchase the assessment now.

I’ve bought more than one assessment. How can I access them?

FAQ

You can pay for multiple Aconex Certified assessments through our online storefront, or directly through your Aconex representative.

Either way, the process for redeeming the assessments is the same.

  1. The person who paid for the bulk purchase receives an email from us. It contains:

    1. this "self-signup” link

    2. a code for each assessment you’ve purchased.
       

  2. Forward each team member the link above, and the code for the assessment that you want them to complete.
     

  3. Your team member clicks the link or pastes it into their browser. The link will work even if they’ve already signed up for access to the Aconex Certified online training.
     

  4. They’ll be asked to enter the course code you’ve sent them. They can type or paste it into the space provided to get access to the Aconex Certified assessment.
     

  5. They’ll then have access to both the course modules and the assessment in our online learning environment. They’ll also receive a confirmation email that contains a course login link.
     

  6. They can access the learning and assessment content at any time by logging in here.

How long does my Aconex Certified qualification last?

FAQ

Each qualification lasts for 12 months from the date on which you completed the assessment. To renew your qualification, you must resit the assessment, which you can do for no extra cost.  There is no limit to how many times you can take the test.

I've done the assessment. Can you send me my certificate?

FAQ

All Aconex Certified certificates are provided in PDF format through our online training system.

When you successfully complete the assessment, go to the Achievements page. There, you'll see a certificate that you can download to your computer, and print if you wish.

I failed the assessment the first time. How many times can I take it?

FAQ

You can take the assessment as many times as you need to until you pass. Retakes are available at no extra cost.

Is there any contact with trainers or other program participants?

FAQ

No, the Aconex Certified program is delivered entirely online. You can work through it independently and in a timeframe that suits you, since program access is not time-limited.

Then, once you've passed the assessment, you can join the Aconex Certified LinkedIn Group, a network of skilled Aconex professionals.

Can I skip the Aconex Certified learning program and go straight to the assessment?

FAQ

Yes, you can. We recommend you take the time to run through the course material even if you've been using Aconex for a while, as you never know where there may be gaps in your knowledge.

But it you prefer, you can purchase the assessment now.

Can I book my whole team to do the Aconex Certified assessment?

FAQ

You can. To make a group booking, contact your Aconex representative or email certified@aconex.com.

BidContender

Help for Builders

What role structure applies to Tender Access Control for Platinum accounts?

FAQ

How do I know when users in the BidContender network directory aren't receiving email notifications?

FAQ

If we can’t send an email notification to a contact, we will place an exclamation mark in an orange triangle against their name. This means that they’re not receiving email notifications. If you hover your cursor over the orange triangle you’ll be able to see the reason why, which will be for one of the following reasons:

  • The contact has chosen not to receive emails from BidContender. This means the recipient has decided to unsubscribe to our emails. They can easily re-subscribe if they wish,  by contacting our support team in Australia – 1300 604 077 or in NZ – 0800 003 091. Please note however, that all users in the organization still have access to all invitations by logging directly in to BidContender via www.bidcontender.com

  • There is a problem with the email address and we’ve received a ‘bounce’ message from their server. This situation may arise for a number of reasons. A hard bounce generally means that the email address is no longer active and does not exist, or the email address is incorrect due to a typo. Alternatively, a soft bounce may be due to the fact that the recipient’s inbox is full.

Create a tender

Can I deactivate the Automatic Revision Detection feature?

FAQ

Yes, if you prefer that the Automatic Revision Detection feature is deactivated simply de-select the option in the Edit Profile area of your Organization Profile. Please note that to do this, you need to be an authorised administrator for your organization. Once deactivated, the feature is no longer active for your entire organization and all its users.

What happens when the Automatic Revision Detection feature is on.

When you upload files into a project discipline, the file names are checked against any documents already in that discipline to see if they look as if they are a newer revision. If so, an overlay is shown reading, "It looks like some of these files supersede existing documents". You can then see a list of the matching documents and choose the ones that you want to upload as a revision to an existing document. The Automatic Revision Detection feature then automatically detects the revisions in document filenames and moves them to the revision field in the document table. For example, filename AB152(A) will update the existing document to AB152 and the Revision will be set to A.

What happens when it's deactivated?

Switch this feature off, if you prefer. When this feature is deactivated, only filenames that are exactly the same will be detected as a revision. This means the existing document with the exact same filename as that being uploaded will be auto-superseded. For example, filename AB152(A) will only supersede an existing document with the same filename of AB152(A). With the Automatic Revision Detection feature off, the document name remains AB152(A) leaving the Revision field blank. When uploading a file name that differs, such as AB152(B), the document will be uploaded as an additional document and will not supersede similar, existing filenames.

Tender invitations

Can I reverse the status of an invitee that has been marked as quoted?

FAQ

Yes. You can undo the quoted status against an invitee only if you have marked them as quoted on their behalf. 

Can I re-invite a contact that has already been invited?

FAQ

Yes. Simply use the Send message feature from within the Tender Invitations tab of the tender in question.

This feature allows you to re-send the tender invitation to your selected invitees. The recipients will receive an email which will appear to come from you and will include the link to the invitation, plus other details of the tender.

Can I send my print request to my local print shop?

FAQ

Yes. Send your print shop details to customercare@bidcontender.com and we’ll make sure they’re added.

How long does a print request take and how are the prints distributed?

FAQ

Print jobs are typically turned around within 48 hours and often faster. The prints are distributed via courier or overnight express post, depending on where they need to go.

Who pays for the print requests I send and how much do they cost?

FAQ

You do, or rather your company pays. If you have never used the selected print shop before, they will contact you with a quote before processing the job.

Addenda

How does the Auto-Supersede function find document matches?

FAQ

When you upload files into a project discipline, the file names are checked against any documents already in that discipline to see if they look as if they are a newer revision. If so, an overlay is shown reading, "It looks like some of these files supersede existing documents".

You can then see a list of the matching documents and choose the ones that you want to upload as a revision to an existing document.

Which files will match?

-----------------------

BidContender only looks at the file names of the files you are uploading and tries to match them against the document names and file names of the existing documents. Be aware, that the filename contains all the relevant information that is uploaded as the document number and revision, into your project - so review all your document filenames and make sure they’re correct before uploading them onto the system.

BidContender uses the rules outlined in the table below in order to determine a match works.

Choosing whether to supersede or not.

------------------------------------

When the overlay with a list of matching documents is displayed, you can deselect any that you don't want to have superseded:

- Files marked to supersede will be added as a revision to the matching document

- Files not marked to supersede will be uploaded as a new document

If you don't want any of the files to supersede existing documents, deselect all the files - you can use the checkbox in the header.

Filename of uploaded file

Will update existing document

Revision will be set to

AB152(A).pdf

AB152

A

AB152.pdf

AB152

[none]

AB-152_A.pdf

AB-152

A

A-001-A.pdf

A-001

A

A-001.pdf

A-001

[none]

AB_MECH_152_A.pdf

AB_MECH_152

A

AB-152_a.pdf

AB-152_a

A

AB-152(a).pdf

AB-152

A

AB-152[a]

AB-152

A

Does a declined invitee receive further communication about the tender?

FAQ

No. An invitee that has declined a tender invitation will no longer receive further communication in relation to that tender.

Quotes and RFIs

Who receives email notifications when quotes and RFIs are received in response to my organization's tenders?

FAQ

The contact in your organization that receives the email notifications for a certain tender, is the person that has been assigned as the contact for that tender. All users within the organization can however, log into BidContender and view the same information and details.

Account Access

Which browsers will give me the best BidContender experience?

FAQ

To ensure you have a good experience using BidContender, it's always best to upgrade your browser to the latest version of Chrome, Firefox or Internet Explorer.  Please note however, that only Internet Explorer 10 and above is supported.

How do I get a user account?

FAQ

When an organization is already registered, any user with Administration rights within your organization can create a user account.  Normally, this is someone within the Estimating or Sales team.  If you can’t locate anyone with this access contact 1300 604 077 or email customercare@bidcontender.com The Service Desk team will be able to assist.

What do I do when I try to register my organization, but it says my ABN is already registered?

FAQ

Firstly, have a look at the message on the registration screen just below the ABN number - the text listed in red should tell you the colleague that can create a user account for you, as they have administrative access for your company account.  If you can’t locate anyone with this access contact 1300 604 077 or email customercare@bidcontender.com The Service Desk team will be able to assist.

Is there a cost for subcontractors and suppliers to use BidContender as a Basic user?

FAQ

As a Basic user, there is no cost for subcontractors or suppliers to use their BidContender account for the following functions:

  • Receive tender invitations
  • Upload and send quotations and RFIs
  • Manage the Organization Profile - which includes uploading an organization logo, detailing services supplied as well as service regions

Subcontractor and supplier organizations can also create and manage unlimited user accounts within their organization.

Set up and manage your account

How many users within my organization can I allocate as Administrators?

FAQ

An unlimited number of user accounts can be granted administrative rights for your organisation.

What access does a user with administrative rights have?

FAQ

Administration users have access to extra functions which include the following:

  • Manage their company profile
  • Upload their organization logo
  • Detail services supplied and regions they service
  • Create new user accounts and;
  • Disable and edit existing user accounts

How many user accounts can I create for my organization?

FAQ

An unlimited number of user accounts can be created and managed within an organization.

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