Aconex Process

Here’s a step-by-step Aconex process covering document management from the start to the end of a project, including uploading documents, downloading, searching, extracting reports, and bulk uploading. Aconex is widely used for managing project information in construction and engineering projects.

1. Project Setup in Aconex

Admin Configuration:

The Project Administrator creates a new project in Aconex and sets up project details (name, code, etc.).

Users are assigned roles and permissions (e.g., Document Controller, Project Manager, Contractors, etc.).

Custom fields, workflows, and metadata are configured to match the project requirements.

Document types, document numbering conventions, and workflows are established.

2. Uploading Documents

Step 1: Log into Aconex and select the appropriate project.

Step 2: Navigate to the Documents module.

Step 3: Click on the Upload button.

Step 4: Fill in the required metadata:

Document Number: Unique identifier for each document.

Title: A descriptive title for the document.

Discipline: Select the relevant discipline (e.g., Civil, Electrical, etc.).

Document Type: Select the type of document (e.g., drawings, specifications, contracts).

Revision: If uploading a new version, set the revision number.

Step 5: Attach the file(s) by browsing or dragging and dropping.

Step 6: Assign a workflow (if applicable) to ensure that the document goes through an approval or review process.

Step 7: Review the information and click Submit.

3. Downloading Documents

Step 1: Go to the Documents module.

Step 2: Use the search feature to find the document you need.

Step 3: Select the document from the search results.

Step 4: Click on the Download button.

Step 5: Choose the preferred file format (e.g., PDF, DWG) and click Download.

4. Searching for Documents

Step 1: Navigate to the Documents module.

Step 2: Use the search bar or advanced search filters to find documents. Common filters include:

Document Number

Title

Status (e.g., Approved, In Review)

Revision Number

Document Type

Discipline

Date Range (uploaded or modified)

Step 3: Review search results and click on the document to open or download.

5. Extracting Reports

Step 1: Go to the Reports module in Aconex.

Step 2: Select from predefined reports or create custom reports:

Common reports include Document Registers, Workflow Reports, and Transmittal Logs.

Step 3: Use filters to customize the report (e.g., by document type, revision, date range).

Step 4: Generate the report in your desired format (PDF, Excel, etc.).

Step 5: Click Download or Email to distribute the report.

6. Bulk Upload of Documents

Step 1: Prepare your documents in a structured folder with proper file naming conventions.

Step 2: Navigate to the Documents module.

Step 3: Click on the Bulk Upload option.

Step 4: Upload multiple files by dragging and dropping or selecting from your local storage.

Step 5: Map metadata to the files:

Aconex may require a metadata file (e.g., Excel) to pre-fill document numbers, titles, revision numbers, and other data.

Step 6: Review all the information and metadata for accuracy.

Step 7: Click Submit to complete the bulk upload process.

7. Managing Workflows (Optional)

Step 1: Set up workflows if required for the review and approval of documents.

Step 2: Assign approvers and reviewers.

Step 3: Track document status in workflows to ensure timely approvals.

Step 4: Close workflows once documents have been approved.

8. Transmittals

Step 1: Go to the Transmittals module.

Step 2: Click Create New Transmittal.

Step 3: Select the documents you want to transmit.

Step 4: Choose the recipients (internal or external).

Step 5: Add any necessary comments and instructions.

Step 6: Click Send.

9. Project Completion and Archiving

Step 1: At the end of the project, ensure that all documents are final and approved.

Step 2: Generate a final document register and extract all project documents.

Step 3: Archive documents by downloading them into a secure storage location.

Step 4: Close out any open workflows, transmittals, or pending approvals.

Step 5: Notify the team that the project is complete, and no further uploads or changes should be made.

10. Additional Features

Document Control Notifications: Set up email notifications for document revisions or approvals.

Permissions Management: Ensure that users have the correct permissions to access or modify documents.

Document Versions: Aconex maintains a history of all versions of a document. This allows tracking of revisions and easy retrieval of previous versions.

Audit Logs: Use Aconex's audit trails to monitor who has accessed, modified, or downloaded documents.

By following this process, you'll be able to effectively manage documents throughout the lifecycle of your project in Aconex.