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Preferences user guide

In Aconex, preference settings flow down a set of four steps from Aconex, to Organization, to Project, to User. That means you inherit the preferences set at the step/s above you unless you specify your own preferences. Some preferences will be locked by steps above you, but others you can change to suit your requirements.

These are the 4 steps:


1. The Aconex default settings have been configured to suit most user requirements. Organization Administrators (Org Admins) can change preference settings in accordance with Organization requirements or preferred operating methods. These settings will become the default preferences for all users in that Organization. Some of these can be locked by Org Admins, to prevent further changes. Project Administrators (Project Admins) can make further changes in line with their project requirements. These settings become the default preferences for all users on that project. Some of these can be locked by Project Admins, to prevent further changes. Users can set their preferences to suit their own particular requirements (which may be different to project because of location, time zone, language use, etc). These changes will affect only that user.
Aconex

2.

Organisation

Project

3.

User

4.

Making changes to your preferences


The preference page is made up of four columns consisting of the Preference, its options, a Setting column and a Use Default Setting column. To make changes to a preference, you will most likely have to uncheck the box in the Use Default Setting column before you can make changes in the Setting column (this is what needs to happen to any setting where the check box or drop down menu is greyed out).

Page 1 of 17 Please note, Aconex support information is continually updated. The most recent version of this information can be found at http://aconex.com/support/managing-your-preference-settings

Organization preferences
The following explains the functionality of each preference setting and how Organization Administrators can set defaults for all users in their organization. NOTE: If the Organization tab under Preferences is blank then you do not have the access rights to edit these preferences. Instead, speak to your Organization Administrator.

Preference

Options

User Guide

IMPORTANT NOTE

Access Protocol

Choose encrypted (HTTPS) or unencrypted (HTTP) data transfer

Aconex provides (and recommends) secure HTTPs access by default. To override this and switch to HTTP access, choose HTTP from the dropdown menu. NOTE: The option to change may not be available on all Aconex instances.

Aconex recommends https access protocol is maintained.

Turn off Akamai web acceleration

If you are having network-related performance problems, you may want to check this box to turn off Akamai.

Print Shops

Select print shops Select default print shop

Select the print centres you want to have available to users in your organization for all projects across your organization. Select the preferred print shops.

Documents

Select document types

Click Edit to select which document types will be available across your organization for all projects and users.

Document types can be assigned to your organization by each project owner. Project owners can override this organization preference.
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Please note, Aconex support information is continually updated. The most recent version of this information can be found at http://aconex.com/support/managing-your-preference-settings

Preference

Options

User Guide

IMPORTANT NOTE

Select document statuses

Click Edit to select which document statuses will be available across your organization for all projects and users.

Document statuses can be assigned to your organization by each project owner. Project owners can override this organization preference. Aconex recommends that automatic registration is always turned on, UNLESS a procedure is put into place for the audit of ALL incoming documents (except workflows) by a document control team.

Update document register automatically upon receipt of transmittals (except workflow transmittals)

This setting ensures that your organizations document register will be automatically updated with transmitted documents.

Update document register automatically upon receipt of workflow transmittals

This setting ensures that your organizations document register will be automatically updated with workflows sent via transmittals.

Aconex recommends that automatic registration only be turned off when a procedure is put into place for audit of ALL incoming documents by a document control team.

Page 3 of 17 Please note, Aconex support information is continually updated. The most recent version of this information can be found at http://aconex.com/support/managing-your-preference-settings

Preference

Options

User Guide

IMPORTANT NOTE

Select default language for zip file encoding Select language for zip file encoding on each upload On upload, mark all documents as confidential

To make a language setting for zip file encoding, select from the drop down box.

For the zip file encoding language to be selected on upload, check this setting box. When this is activated, users will be presented with the language options before each upload commences. This setting will automatically mark documents confidential on upload, for all projects and users in your organization. Only those users who have been selected for access to confidential documents will be able to see these. They will be excluded from view to ALL others.

Create default list of users for new confidential documents

You can create a list of users who will be granted access to documents marked confidential. Click Edit/View Access list to select users.

Time Zone

Set default time zone Select mail types available

Click Edit to select the time zone of your organizations registered location. Click Edit to select which mail types will be available across your organization for all projects and users. Mail types can be assigned to your organization by each project owner and these types can override your organization
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Mail

Please note, Aconex support information is continually updated. The most recent version of this information can be found at http://aconex.com/support/managing-your-preference-settings

Preference

Options

User Guide

IMPORTANT NOTE

preference. Compose mail using rich text editor (HTML) Email address where mail will be sent as a backup This setting turns on mail formatting. Includes options to edit or modify text, font, size, colour etc. For plain text mail, uncheck the setting box.

Enter an email address where all organization project mail will be sent, across all projects and users, as a backup.

If no address is entered here. Aconex project mail will not be backed up to an external email address If this is not checked, confidential Aconex project mail will be omitted from backup. Users can choose whether to use your organization signature, a project-specific signature, if one is created by the project admin, or their own-created signature.

Include confidential mail in email backup

Check this box to include all confidential mail for your organization in the backup to the email address specified above.

Configure mail signatures

Click Edit to create or modify a mail signature for your organization. This signature will be available for all users in your organization to select across all projects they are working on.

Configure mail auto text

Click Edit to create or modify mail auto text for your organization. All users across all projects in your organization will be able to select from these auto text options when composing mail. Select whether you want users to see the expanded list of all recipients when viewing mail. To see only one name (the list can still be expanded manually), leave this setting box
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Expand full recipient list in mail by default

Please note, Aconex support information is continually updated. The most recent version of this information can be found at http://aconex.com/support/managing-your-preference-settings

Preference

Options

User Guide

IMPORTANT NOTE

unchecked.

Notification

Select type of email notifications

Select the format and content of notifications users will receive when they receive M1ail in Aconex either entire mails with or without attachments, or simple notifications to login and view the content. Check this box to have users receive overdue workflow step notifications via email.

Receive email notifications for overdue workflow steps Receive email notifications for overdue workflows Overdue notification delay for workflow steps Overdue notification delay for workflows Send email notification to new users Language Select default language Select default

Check this box to have users receive overdue workflow notifications via email.

Select the number of days after the due date of workflow step limit that overdue notifications should be sent.

Select the number of days after the due date of workflow limit that overdue notification should be sent. Check this box to send new users in your organization a welcome email. It will include login details and a link to set their password. Select your organizations preferred system language from this drop down list; this will become the default for all users in your organization. Select your organizations preferred spellchecker language when sending mail.
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Please note, Aconex support information is continually updated. The most recent version of this information can be found at http://aconex.com/support/managing-your-preference-settings

Preference

Options

User Guide

IMPORTANT NOTE

spellchecker language Tenders Allow publishing of tenders to BidContende r (Australian projects only) Check this box if you want tenders to be able to be published to BidContender. For more information about BidContender see http://www.bidcontender.com/ This is for Australian projects only.

Page 7 of 17 Please note, Aconex support information is continually updated. The most recent version of this information can be found at http://aconex.com/support/managing-your-preference-settings

Project preferences
The following explains the functionality of each preference setting and the options available to Project Administrators. Note: Some of these options are only available to the Project Owner organization and these will change the settings for all users on a project. Some of these options are available to Project Administrators within an organization and these will change the settings for users within their organization on the project only.

Project Preference Print Shops

Options

User Guide

IMPORTANT NOTE

Select print shops Select default print shops

Select the print centres you want to have available to users for the project, within your organization on this project Select the preferred print shops for users in your organization on this project. If you need to use the fax-in gateway, this drop down list shows the available providers. Aconex recommends you contact the Help Desk to activate this. Document types can be assigned to your organization by each Project Owner and these types will override your organization preference. Document statuses can be assigned to your organization by each project owner and these types will override your organization preference.

Fax

Select provider for fax-in gateway for my organization on this project Select document types

Documents

You can edit this list to exclude the document types that are not applicable for this project.

Select document statuses

You can edit this list to exclude the document statuses that are not applicable for this project.

Page 8 of 17 Please note, Aconex support information is continually updated. The most recent version of this information can be found at http://aconex.com/support/managing-your-preference-settings

Project Preference

Options

User Guide

IMPORTANT NOTE Aconex recommends that automatic registration only be turned off when a procedure is put into place for the audit of ALL incoming documents (except workflows) by a document control team. Aconex recommends that automatic registration only be turned off when a procedure is put into place for audit of ALL incoming documents by a document control team. For most circumstances, Aconex recommends that document sharing is not enabled as sending transmittals is better practice. Please speak to your local Aconex system consultant before turning this on.

Update document register automatically upon receipt of transmittals (except workflow transmittals)

This setting ensures that your organizations registers will be automatically updated with transmitted documents.

Update document register automatically upon receipt of workflow transmittals

This setting ensures that your organizations registers will be automatically updated with workflows sent via transmittals.

Enable document sharing

You can enable document sharing if there are documents in your register that you want people outside your organization to access without transmitting. This may be useful for health and safety guidelines and legal standards, etc.

Page 9 of 17 Please note, Aconex support information is continually updated. The most recent version of this information can be found at http://aconex.com/support/managing-your-preference-settings

Project Preference

Options

User Guide

IMPORTANT NOTE

On upload, mark all documents as confidential

This setting will automatically mark all documents as confidential on upload, for all users across your organization.

Create default list of users for new confidential documents Time Zone Set default time zone

You can create a list of users who will have automatic access to documents marked confidential. Click Edit/View Access list to select users. Click Edit to change the time zone to reflect your projects location if it is different to the location of your Organizations principal location. You can edit this list to exclude the mail types that are not applicable for this project. Mail types can be assigned by each Project Owner and these types will override the organization preference.

Mail

Select mail types

Email address where mail will be sent as a backup Include confidential mail in backup

Enter an email address where all organization project mail for this project only will be sent as a backup.

Check this box to include all confidential mail in the backup to the email address specified above.

If this is not checked, confidential Aconex Project Mail will be omitted from backup. If set, users can choose this signature, the organization signature (set in the Organization preferences) or
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Configure mail signatures

Click Edit to create a signature that all users working on this project can access.

Please note, Aconex support information is continually updated. The most recent version of this information can be found at http://aconex.com/support/managing-your-preference-settings

Project Preference

Options

User Guide

IMPORTANT NOTE they can create and use their own (via the User preferences).

Configure mail auto text

Click Edit to create mail auto text for your organization. All users across your project will be able to select from these auto text options when composing mail.

Automatically expand zip files received via email Language Set language for mail and document autonumbering Select so project owner can see all organizations on the project (other orgs can only see the project owner and their own org) Select project invitation method

Check this box to ensure zip files emailed to the temporary files area are automatically expanded. Turn this functionality on if you require mail and documents to be coded against different language systems for all users in your organization on the project. Check this box so that users in other organizations can only see users in your organization. They will not be able to see other project users outside of your organization in the directory. This is generally used in the tender process.

Project Directory

Invitation

Choose the way in which new users can be invited onto your project. There are 3 ways: 1. OPEN: Any user on a project can invite another user to join 2. RESTRICTED: Any user receiving project mail in this mode is added to the project directory as a shadow user. 3. EXPLICIT ONLY Only Project Administrators can invite new users on a project. If review status is set on supersede, then each time a document is superseded in the register, you will be given the option to maintain or clear the review status on the previous version.
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Documents

Maintain review status when superseding

Please note, Aconex support information is continually updated. The most recent version of this information can be found at http://aconex.com/support/managing-your-preference-settings

Project Preference

Options documents

User Guide

IMPORTANT NOTE

Allow files to be cached on Akamai network Enable project wide autonumbering of documents Mail Select values for Attribute 1

Check this box so that all files are cached on the local Akamai server. This facilitates faster retrieval. Automatic document numbering will be used on this project if this box is checked.

Click Edit to select the set of values for Attribute 1 on this project. By checking this box, you are making Attribute 1 compulsory for all mail.

Make Attribute 1 compulsory

Select values for Attribute 2

Click Edit to select the set of values for Attribute 2 on this project.

Make Attribute 2 compulsory Select values for Attribute 3

By checking this box, you are making Attribute 2 compulsory for all mail.

Click Edit to select the set of values for Attribute 3 on this project. By checking this box, you are making Attribute 3 compulsory for all mail.

Make Attribute 3 compulsory Select values for Attribute 4

Click Edit to select the set of values for Attribute 4 on this project. By checking this box, you are making Attribute 4 compulsory for all mail.
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Make Attribute 4 compulsory

Please note, Aconex support information is continually updated. The most recent version of this information can be found at http://aconex.com/support/managing-your-preference-settings

Project Preference

Options

User Guide

IMPORTANT NOTE

Make Response Required compulsory when creating RFIs Select values for Reason for Issue field Make Reason for Issue compulsory in transmittals Use project mail auto numbering scheme by default for new organizations Lock project mail autonumbering scheme across all organizations so only the project owner can change these settings Project Roles Lock mail and document types across all organizations so only the project owner can change these settings

Checking this box will make the Response Required field compulsory in all Request for Information mails sent on this project.

Click Edit to select the set of values for the Reason for Issue field when sending transmittal mail types. Checking this box will make the Reason for Issue field compulsory in all transmittal mail types sent on this project. The project owner can set up auto-numbering so that mail numbers are prefixed with an organization-identifier (for example, ABC-RFI00001, where ABC is the organizationidentifier). Project owners can set the auto-numbering scheme for all existing organizations on a project. This setting can be locked so individual organizations cannot change this on the project.

Check this box to lock the mail and document types on your project so that participants cant change the project setting for their organization mail and document types.

Page 13 of 17 Please note, Aconex support information is continually updated. The most recent version of this information can be found at http://aconex.com/support/managing-your-preference-settings

User preferences
The following explains the functionality of each preference setting and how Users can make changes to suit their particular requirements.

User Preference Documents

Options

User Guide

IMPORTANT NOTE

Select document types Select document statuses On upload, mark all documents confidential Create a default list of users for confidential documents

Click Edit to select the document types you will require. Click Edit to select the document statuses you will require. Check this box to have all documents you upload to the register automatically marked confidential. View and/or add to the list of users who will have automatic access to documents marked Confidential.

Mail

Configure available mail types

Click Edit to select the mail types you will require.

If you cant see the Edit button, you do not have permission to configure these.

Access Protocol

Choose encrypted (HTTPS) or unencrypted (HTTP) data transfer

Aconex recommends secure HTTPs access by default. To override this and switch to HTTP access, uncheck the default setting box and choose HTTP from the dropdown menu. NOTE: Change may not be available on all Aconex instances

Aconex recommends https access protocol is maintained.

Page 14 of 17 Please note, Aconex support information is continually updated. The most recent version of this information can be found at http://aconex.com/support/managing-your-preference-settings

User Preference

Options

User Guide

IMPORTANT NOTE

Turn off Akamai web acceleration Print Shops Select print shops

If you are having network-related performance problems, you may want to check this box to turn off Akamai. Select the print shops you need to have access to.

Documents

Preload Java on login

If youre having problems uploading documents, you may need to turn this preference setting on. Turn this setting on to activate a Javagenerated applet that will appear for single file upload To customise your setting for zip file encoding language options, select a language from the drop down list. To specify your zip file encoding language option for each upload, check this setting box. Once activated, you will be presented with the 5 language options (see previous preference description) before each upload commences. For full search functionality when attaching documents from your Document Register to your mail, check this setting box.

Use upload applet for file uploads Select language for zip file encoding Check box to select language for zip file encoding on each upload Use full search window for attaching docs from register Super Search Hide super search sort tip popup

This panel pops up to remind you that changing the sort order repeats your search. To hide this pop up, check the settings box. Alternatively, you can turn this off in the actual dialog box.

Time Zone

Set default time zone

You can change your user time zone to reflect where you are located.

Page 15 of 17 Please note, Aconex support information is continually updated. The most recent version of this information can be found at http://aconex.com/support/managing-your-preference-settings

User Preference Mail

Options

User Guide

IMPORTANT NOTE

Compose mail using rich text editor (HTML)

Check this box to turn on mail formatting options to edit or modify text, font, size, colour etc. For plain text mail, uncheck the setting box. Mail can be spellchecked before it is sent. To activate spellchecker, check setting box.

Check spelling before sending mail Configure mail signatures Configure mail auto text Expand full recipient list in mail by default Select type of email notifications for me Receive overdue notifications via email Language Set default language Select spellchecking language Session Select session time duration

Click Edit to create a signature file for all mail sent Click Edit to select your mail auto text. You can select here that you want to see the expanded list of all recipients when viewing received mail. To see only one name (you can expand the list manually), leave the setting box unchecked. You can choose from this drop down the way in which you want to receive notifications about Mail you receive. Check this box to receive notification of when you have Tasks overdue. If you dont want to receive these notifications, ensure this box is not checked. You can select your preferred system language (9 languages available). Choose from the dropdown list. You can select your preferred spell check language (UK English and US English only). To select your preferred session time (time after which, if you are idle, you will be automatically logged out of Aconex), choose an option from the dropdown list (30 mins 24 hours.

Notification

Page 16 of 17 Please note, Aconex support information is continually updated. The most recent version of this information can be found at http://aconex.com/support/managing-your-preference-settings

User Preference General

Options

User Guide

IMPORTANT NOTE

Hide the Welcome to Aconex task section

To hide the Welcome to Aconex task section, ensure the settings box is checked. To turn the screen functionality back on, uncheck the default setting box and uncheck the setting box.

Page 17 of 17 Please note, Aconex support information is continually updated. The most recent version of this information can be found at http://aconex.com/support/managing-your-preference-settings

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