Release Notes

Aconex Release 12.1

Version 1.3 | April 2012

Table of Content

Administration.3 New Project user role settings : create mail and supersede documents.3 New Organization user role setting : copy to project..5 Copy project information when creating a new project..6

Document Management Improvements.8 Custom Document Metadata Fields on Transmittals.....8 Setting up Custom Views......8 Deleting Custom Views..9 Selecting a Custom View in a Transmittal.10 Cascading Metadata ..12 Document Activity View....13 Exposing the Document Version Number..14

Mail Improvements..16 Register Mail Update.16

Task Improvements.17 Project Information Section...17

Other Changes ........................................................................................................................................ 19

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Administration
NEW PROJECT USER ROLE SETTINGS: CREATE MAIL AND SUPERSEDE DOCUMENTS In order to provide organizations more control over creation and access to information, Project Administrators can now control which users, in their organization, can create mail and supersede documents on each of their projects. Organizations can now manage which users in their organization can: Create Mail on a per project level Supersede Documents on a per project level 1. Choose your project in the Project Selector at the top of the page. 2. Click the Setup button on the Module Menu, and under Configuration, click Configure User Role Settings.

Figure 1 Setup Menu

3. Click the Project tab and select the project for which you want to manage user roles for in the Project list.

Figure 2 Configure User Role Settings under Project Tab

4. To change the ability for users to create mail or supersede documents for a current role: In the column for the role, for each listed security setting you want to change, choose:

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 N/A - to leave the security setting open, allowing access to be granted or denied through another role. Access is denied if not granted through another role. Grant - allow access to the role. Deny - denying access to the role.

Figure 3 Modifying user roles for superseding document

Figure 4 Modifying user roles for Creating mails

5. Click the Save button.

REFERENCE
Project user role settings: Create mail and Supersede Documents http://help.aconex.com/support/new-project-user-role-settings-create-mail-and-supersede-documents

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NEW ORGANIZATION USER ROLE SETTINGS: COPY TO PROJECT Organizations can now manage which users are allowed to copy documents across projects. Note: This feature is turned off for all organizations by default. If an organization wants to enable this feature, the Org Admin of the organization will have to contact the Helpdesk to get it activated. 1. Choose your project in the Project Selector at the top of the page. 2. Click the Setup button on the Module Menu, and under Configuration, click Configure User Role Settings

Figure 5 Setup Menu

3. Click on the Organization Tab. 4. To change the ability for users to copy documents across projects for a current role: In the column for the role, for each listed security setting you want to change, choose: N/A - This is the default value. To leave the security setting open, allowing access to be granted or denied. (Access is denied if not granted through another role). Grant - Users in the organisation are allowed to copy documents to other projects. Deny - Users in the organisation are prevented from copying documents to other projects.

Figure 6 Copy documents to other projects: Grant or Deny access at Organization level

REFERENCE
Organization user role settings: Copy to Project http://help.aconex.com/support/new-organization-user-role-settings-copy-project

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COPY PROJECT INFORMATION WHEN CREATING A NEW PROJECT When creating a new project you can now copy the following information of an existing project: Project details Mail / Document role settings Document fields along with the values present in the fields (including cascading metadata) Document numbering schemes Document / Workflow review outcomes Project Preference settings Transmittal attachment views

Note: The actual documents and the mail are not copied to the new project. 1. 2. 3. 4. Choose your project in the Project Selector at the top of the page. Click the Setup button on the Module Menu, and under Project, click Project Settings. Click Copy in the Project tab. A confirmation panel will be shown, select Continue, and Project details will be copied and a new project created.

Figure 7 Setup - Copy Project set up information from one project to another new project

You will see another copy of the Project created and shown in the Projects list.

Figure 8 Copied project shown in Projects list

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To edit the details of the newly created project: 1. 2. 3. 4. 5. Choose your project in the Project Selector at the top of the page. Click the Setup button on the Module Menu, and under Project, click Project Settings. On the Project tab update the project name, address and any other relevant details. Update or change any other project settings under the relevant tab. Click Save.

Note: The ability to create new projects is controlled by Aconex and your organizations user role settings

REFERENCE
Organization user role settings: Copy project information when creating a new project http://help.aconex.com/support/copy-project-information-when-creating-new-project

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Document Management Improvements

CUSTOM DOCUMENT METADATA FIELDS ON TRANSMITTALS Project owners can now customize certain document fields to be displayed in transmittals. They are able to create customized views which can be selected by the users to display selected properties of transmittal attachments. These customized views are visible to all project users across organizations. SETTING UP CUSTOM VIEWS: Note: Only a project owner can create custom views for a project. 1. Choose your project in the Project Selector at the top of the page. 2. Click the Setup button on the Module Menu, and under Project, click Project Settings. 3. Click the Other tab.

Figure 9 Setup menu : Project settings

4. Click Edit under Transmittal Attachment Views.

Figure 10 Project settings : Edit Transmittal Attachment Views

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 5. Click Create Custom View.

Figure 11 Transmittal Attachment Views :Create Custom View Button

Figure 12 Transmittal Attachment Views: Custom View

Enter a unique name for the view in the Name field. Select which columns you want to display in the view by using the right and left arrows and re-order them using the up and down arrow (Figure 12). 8. The Document No field will be selected by default. You will not be allowed to remove it from the selected list of fields. 9. Click the Save button. DELETING CUSTOM VIEWS Note: Only a project owner can delete the custom views that are no longer required on the project. Deleting views does not affect the project mails already sent with the view. 1. 2. 3. 4. Choose your project in the Project Selector at the top of the page. Click the Setup button on the Module Menu, and under Project, click Project Settings. Click the Other tab. Click Edit under Transmittal Attachment Views.

6. 7.

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Figure 13 Project settings : Edit Transmittal Attachment Views

5. Click x to delete a view which is not required.

Figure 14 Transmittal Attachment Views: Remove a Custom View

SELECTING A CUSTOM VIEW IN A TRANSMITTAL Once a custom view has been set up, a user creating a transmittal will be able to select either the standard view (system default), or any other configured views via the Attachment dropdown. Once the view is selected, the page will refresh to display the new document field configuration, and these fields will appear on the sent transmittal.

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Figure 15 Transmittal Attachment Views: Transmittal: Choice of Views (standard or custom views)

In the sent transmittal (Figure 16), you can see the new scroll bar which prevents the attachment table consisting of 10 fields from stretching outside the mail margins.

Figure 16 Sent transmittal - Transmittal Attachment Views Display of 10 fields and Scroll bar

REFERENCE
Custom document metadata fields on transmittals http://help.aconex.com/support/custom-document-metadata-fields-transmittals

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CASCADING METADATA

If cascading metadata is enabled for your project, fields in a hierarchy are now grouped. Assigning of metadata becomes simpler in Upload Document page and Supersede Document page as the fields are grouped and displayed vertically in a single column.

Figure 17 New layout in Cascading metadata : Upload Document The related fields, Discipline, Category and VDR Code, are greyed out requiring the field Type to be selected first.

Additionally on the Move to Register and Bulk Supersede pages, fields in a hierarchy are grouped, both in the copy-to panel and the document rows.

Figure 18 New layout in Cascading metadata : Move to Register page

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DOCUMENT ACTIVITY VIEW Now you can keep track of all the recent changes made to the documents by viewing Document Activity details. It is expected for this feature to be enabled by end of May. However a specific date will be announced. 1. Click Documents on the Menu Module 2. Click Document Activity. 3. All the recent updates to the documents in the register are displayed in order with most recently updated documents at the top. To expand the document update details click anywhere in the document details row or click right arrow key . To collapse the document update details click anywhere in the document details row or click down arrow key . You can download the file by clicking the download file link and you can view document properties using the link.

Figure 19 Document Activity

Also, if you need to view more results simply click on the More Results button 4. Click Close to close the Document Activity window.

REFERENCE
Document Activity http://help.aconex.com/support/document-activity

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EXPOSING THE DOCUMENT VERSION NUMBER Now it is easy to track the changes made to the document as the version number is displayed in Event Log, Document Properties in Documents and Workflow modules and Configure Columns in Document Search. Document version number shown in the Event Log

Figure 20 Document Version Number in the Event Log

Document version number shown in Document Properties:

Figure 21 Document Version Number in the Document Properties

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Document Version number can be selected as a field in Configure Column while generating reports:

Figure 22 New Configure column Version in Configure columns

Version number is displayed in Document properties of the document attached to a workflow:

Figure 23 New field Version in Document Properties in the Workflows module

Note: Version Number is a system generated number.

REFERENCE
Version Control http://help.aconex.com/support/version-control View all document events http://help.aconex.com/support/view-all-document-events

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Mail Improvements
REGISTER MAIL UPDATE Changes have been made to the register project mail functionality. 1. When using Register Mail, you can now register the mail to any project user in any organization. At least one user from your organization must appear either in To, Cc or From field.

Figure 24 Register Mail to any project user in any organization

2. Mail Notifications are no longer sent to the recipients of a registered project mail.

REFERENCE
Registering mail received outside Aconex http://help.aconex.com/support/registering-mail-received-outside-aconex

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Task Improvements
PROJECT INFORMATION SECTION Now it is possible for users with the Project Admin role from the Project Owner organization to display up to six important files to all project users. This will help in sharing critical information related to the project, such as the Project Instruction document.

1. Click Attach in Project Information as shown below:

Figure 25 Tasks - Project Information: View as a user with edit project settings level

2. In Attach document from your register pane: Search for the documents Select up to six documents you want to be displayed in Project Information on the Task page Click Attach

Figure 26 Project Information: Attach documents from your register

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3.

The files selected will be posted in the Project Information. Click on the red cross located beside the selected document(s) to remove documents from the list.

Figure 27 Project Information: List of 6 documents maximum and the red cross to remove documents from the list

Note: A file added to the Project Information section will not change if the same file happens to be superseded later in the document register. It works like this to ensure maximum control over these files which are accessible to everyone on the project. In order to update, you will need to remove the file(s) from the Project Information section and then add the appropriate file.

REFERENCE
Project information http://help.aconex.com/support/project-information

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Other Changes

Update Links to Aconex Global Policies

Description
The Privacy Policy link on the login page has been replace with Aconex Global Policies going to http://www.aconex.com/aconex-global-policies Under the Setup menu, there is a new option called Aconex Global Policies http://www.aconex.com/aconex-global-policies To ensure optimum performance across the system we have imposed a limit of 500 documents allowed to be started in a workflow. When you request a new password from the Forgotten your login/password? link on the login page the email notification will now include your login name. Update to South Africa and Japan helpdesk phone numbers. Transmittals with large amounts of documents can be processed much more quickly. This is a background change that will not change any features. When a new user logs in they will be welcomed with links to the new Getting started area being delivered by Support Central.

Workflows Password reset

Help Desk Numbers Transmittal Performance New User Welcome Pod

Documents with Mark-ups Online Viewer - PDF Tenders

Documents with a large number of mark-ups were causing some performance issues. This has been resolved.

When downloading PDFs that had multiple layers, markups were getting lost. This issue is now fixed. We updated the date picker in Tenders so past date now clears from the field and the field gets highlighted. Workflow Report 3 was displaying inaccurate results when particular workflow status had been used. This is now fixed. Using a more secure storage mechanism has strengthened user passwords protection in Aconex. Viewing tenders in multiple tabs is now supported in the Tender Module maintaining the consistency of data when viewing tender information in multiple browsers tabs. Improvements have been made to Internet Explorer 9 compatibility for pages that use the HTML editor, including New Mail.

Workflows

Password Security Multiple Tabs in Tenders IE9 New Mail Compatibility

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