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

NOTE: If the Organization tab under Preferences is blank then you do not have the access rights to edit these preferences. Project owners can override this organization preference. Aconex recommends https access protocol is maintained. you may want to check this box to turn off Akamai. Instead. To override this and switch to HTTP access. NOTE: The option to change may not be available on all Aconex instances.com/support/managing-your-preference-settings . choose HTTP from the dropdown menu. Aconex support information is continually updated. Document types can be assigned to your organization by each project owner. Documents Select document types Click Edit to select which document types will be available across your organization for all projects and users. 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. The most recent version of this information can be found at http://aconex. speak to your Organization Administrator. 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.Organization preferences The following explains the functionality of each preference setting and how Organization Administrators can set defaults for all users in their organization. Page 2 of 17 Please note. Turn off Akamai web acceleration If you are having network-related performance problems. Select the preferred print shops.

UNLESS a procedure is put into place for the audit of ALL incoming documents (except workflows) by a document control team. Project owners can override this organization preference. Aconex support information is continually updated. The most recent version of this information can be found at http://aconex. Aconex recommends that automatic registration is always turned on. Page 3 of 17 Please note. Document statuses can be assigned to your organization by each project owner. 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.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. Update document register automatically upon receipt of transmittals (except workflow transmittals) This setting ensures that your organization‟s document register will be automatically updated with transmitted documents.com/support/managing-your-preference-settings . Update document register automatically upon receipt of workflow transmittals This setting ensures that your organization‟s document register will be automatically updated with workflows sent via transmittals.

Click Edit/View Access list to select users. This setting will automatically mark documents confidential on upload. select from the drop down box. The most recent version of this information can be found at http://aconex. For the zip file encoding language to be selected on upload. Aconex support information is continually updated. for all projects and users in your organization. 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. They will be excluded from view to ALL others. Mail types can be assigned to your organization by each project owner and these types can override your organization Page 4 of 17 Mail Please note.com/support/managing-your-preference-settings . mark all documents as confidential To make a language setting for zip file encoding. users will be presented with the language options before each upload commences. Only those users who have been selected for access to confidential documents will be able to see these. Time Zone Set default time zone Select mail types available Click Edit to select the time zone of your organization‟s registered location. When this is activated. check this setting box. Click Edit to select which mail types will be available across your organization for all projects and users.Preference Options User Guide IMPORTANT NOTE Select default language for zip file encoding Select language for zip file encoding on each upload On upload.

Select whether you want users to see the expanded list of all recipients when viewing mail. colour etc. Aconex project mail will not be backed up to an external email address If this is not checked. For plain text mail. uncheck the setting box. as a backup. This signature will be available for all users in your organization to select across all projects they are working on. size. If no address is entered here. confidential Aconex project mail will be omitted from backup. leave this setting box Page 5 of 17 Expand full recipient list in mail by default Please note. Configure mail auto text Click Edit to create or modify mail auto text for your organization.com/support/managing-your-preference-settings .Preference Options User Guide IMPORTANT NOTE preference. across all projects and users. 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. The most recent version of this information can be found at http://aconex. Compose mail using rich text editor (HTML) Email address where mail will be sent as a backup This setting turns on mail formatting. Configure mail signatures Click Edit to create or modify a mail signature for your organization. To see only one name (the list can still be expanded manually). Includes options to edit or modify text. Enter an email address where all organization project mail will be sent. All users across all projects in your organization will be able to select from these auto text options when composing mail. Aconex support information is continually updated. if one is created by the project admin. a project-specific signature. font. or their own-created signature. Users can choose whether to use your organization signature.

com/support/managing-your-preference-settings . 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. or simple notifications to login and view the content. Select the number of days after the due date of workflow limit that overdue notification should be sent. this will become the default for all users in your organization. Check this box to have users receive overdue workflow step notifications via email. Aconex support information is continually updated. Select your organization‟s preferred spellchecker language when sending mail. 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. Check this box to send new users in your organization a welcome email.Preference Options User Guide IMPORTANT NOTE unchecked. Select your organization‟s preferred system language from this drop down list. Page 6 of 17 Please note. It will include login details and a link to set their password. Select the number of days after the due date of workflow step limit that overdue notifications should be sent. The most recent version of this information can be found at http://aconex.

The most recent version of this information can be found at http://aconex.com/ This is for Australian projects only. For more information about BidContender see http://www. Aconex support information is continually updated.bidcontender. Page 7 of 17 Please note.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.

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. Document types can be assigned to your organization by each Project Owner and these types will override your organization preference. The most recent version of this information can be found at http://aconex. within your organization on this project Select the preferred print shops for users in your organization on this project. Document statuses can be assigned to your organization by each project owner and these types will override your organization preference. If you need to use the fax-in gateway.com/support/managing-your-preference-settings . 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. Aconex recommends you contact the Help Desk to activate this.Project preferences The following explains the functionality of each preference setting and the options available to Project Administrators. 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. Select document statuses You can edit this list to exclude the document statuses that are not applicable for this project. Aconex support information is continually updated. this drop down list shows the available providers. 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. Page 8 of 17 Please note.

For most circumstances. Aconex support information is continually updated. Update document register automatically upon receipt of workflow transmittals This setting ensures that your organization‟s registers will be automatically updated with workflows sent via transmittals.com/support/managing-your-preference-settings . Aconex recommends that document sharing is not enabled as sending transmittals is better practice.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. Update document register automatically upon receipt of transmittals (except workflow transmittals) This setting ensures that your organization‟s registers will be automatically updated with transmitted documents. Please speak to your local Aconex system consultant before turning this on. 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. 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. etc. This may be useful for health and safety guidelines and legal standards. Page 9 of 17 Please note. The most recent version of this information can be found at http://aconex.

Please note. 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 to change the time zone to reflect your project‟s location if it is different to the location of your Organization‟s principal location.com/support/managing-your-preference-settings . mark all documents as confidential This setting will automatically mark all documents as confidential on upload. Mail types can be assigned by each Project Owner and these types will override the organization preference. The most recent version of this information can be found at http://aconex. Aconex support information is continually updated. Check this box to include all confidential mail in the backup to the email address specified above. users can choose this signature. 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. for all users across your organization. If this is not checked. Click Edit/View Access list to select users. confidential Aconex Project Mail will be omitted from backup. the organization signature (set in the Organization preferences) or Page 10 of 17 Configure mail signatures Click Edit to create a signature that all users working on this project can access. You can edit this list to exclude the mail types that are not applicable for this project.Project Preference Options User Guide IMPORTANT NOTE On upload. If set.

There are 3 ways: 1. then each time a document is superseded in the register. 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. If review status is set on supersede. They will not be able to see other project users outside of your organization in the directory. The most recent version of this information can be found at http://aconex.Project Preference Options User Guide IMPORTANT NOTE they can create and use their own (via the User preferences). This is generally used in the tender process. Project Directory Invitation Choose the way in which new users can be invited onto your project. you will be given the option to maintain or clear the review status on the previous version. 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. RESTRICTED: Any user receiving project mail in this mode is added to the project directory as a shadow user. Aconex support information is continually updated. OPEN: Any user on a project can invite another user to join 2. 3. Configure mail auto text Click Edit to create mail auto text for your organization. EXPLICIT ONLY – Only Project Administrators can invite new users on a project. All users across your project will be able to select from these auto text options when composing mail.com/support/managing-your-preference-settings . Page 11 of 17 Documents Maintain review status when superseding Please note.

Make Attribute 1 compulsory Select values for Attribute 2 Click Edit to select the set of values for Attribute 2 on this project. By checking this box. Click Edit to select the set of values for Attribute 3 on this project. Page 12 of 17 Make Attribute 4 compulsory Please note. Make Attribute 3 compulsory Select values for Attribute 4 Click Edit to select the set of values for Attribute 4 on this project.com/support/managing-your-preference-settings . Aconex support information is continually updated. By checking this box. By checking this box. This facilitates faster retrieval.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. you are making Attribute 4 compulsory for all mail. you are making Attribute 3 compulsory for all mail. Make Attribute 2 compulsory Select values for Attribute 3 By checking this box. Automatic document numbering will be used on this project if this box is checked. you are making Attribute 2 compulsory for all mail. The most recent version of this information can be found at http://aconex. you are making Attribute 1 compulsory for all mail. Click Edit to select the set of values for Attribute 1 on this project.

The most recent version of this information can be found at http://aconex. Click Edit to select the set of values for the „Reason for Issue‟ field when sending transmittal mail types. Page 13 of 17 Please note. Checking this box will make the „Reason for Issue‟ field compulsory in all transmittal mail types sent on this project.Project Preference Options User Guide IMPORTANT NOTE Make “Response Required” compulsory when creating RFI‟s 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. ABC-RFI00001. Project owners can set the auto-numbering scheme for all existing organizations on a project. where ABC is the organizationidentifier).com/support/managing-your-preference-settings . 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 can‟t change the project setting for their organization mail and document types. Aconex support information is continually updated. The project owner can set up auto-numbering so that mail numbers are prefixed with an organization-identifier (for example.

Access Protocol Choose encrypted (HTTPS) or unencrypted (HTTP) data transfer Aconex recommends secure HTTPs access by default. If you can‟t see the Edit button. The most recent version of this information can be found at http://aconex.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. you do not have permission to configure these. uncheck the default setting box and choose HTTP from the dropdown menu.com/support/managing-your-preference-settings . 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. Aconex support information is continually updated. View and/or add to the list of users who will have automatic access to documents marked Confidential. NOTE: Change may not be available on all Aconex instances Aconex recommends https access protocol is maintained. To override this and switch to HTTP access. mark all documents confidential Create a default list of users for confidential documents Click Edit to select the document types you will require. Page 14 of 17 Please note. Mail Configure available mail types Click Edit to select the mail types you will require.

you can turn this off in the actual dialog box.com/support/managing-your-preference-settings . check the settings box.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. 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. select a language from the drop down list. check this setting box. you will be presented with the 5 language options (see previous preference description) before each upload commences. Time Zone Set default time zone You can change your user time zone to reflect where you are located. you may need to turn this preference setting on. To specify your zip file encoding language option for each upload. Aconex support information is continually updated. check this setting box. you may want to check this box to turn off Akamai. Once activated. Alternatively. Page 15 of 17 Please note. 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. The most recent version of this information can be found at http://aconex. For full search functionality when attaching documents from your Document Register to your mail. Select the print shops you need to have access to. To hide this pop up. Documents Preload Java on login If you‟re having problems uploading documents.

For plain text mail. To activate spellchecker. 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. Check this box to receive notification of when you have Tasks overdue. ensure this box is not checked. leave the setting box unchecked. if you are idle. To see only one name (you can expand the list manually). check setting box. choose an option from the dropdown list (30 mins – 24 hours. You can select your preferred spell check language (UK English and US English only). you will be automatically logged out of Aconex). If you don‟t want to receive these notifications. Mail can be spellchecked before it is sent.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. Notification Page 16 of 17 Please note. font. The most recent version of this information can be found at http://aconex. size. To select your preferred session time (time after which. Aconex support information is continually updated. colour etc. uncheck the setting box.com/support/managing-your-preference-settings . You can select here that you want to see the expanded list of all recipients when viewing received mail. Choose from the dropdown list. You can choose from this drop down the way in which you want to receive notifications about Mail you receive. You can select your preferred system language (9 languages available).

Aconex support information is continually updated. ensure the settings box is checked. To turn the screen functionality back on. uncheck the default setting box and uncheck the setting box.com/support/managing-your-preference-settings . Page 17 of 17 Please note.User Preference General Options User Guide IMPORTANT NOTE Hide the Welcome to Aconex task section To hide the Welcome to Aconex task section. The most recent version of this information can be found at http://aconex.

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