Aconex Work Process Guidelines

2019
26280-220-G81-GAN-00001
Rev 000
 Aconex Work Process Guidelines

Table of Content
1. INTRODUCTION ......................................................................................................... Error! Bookmark not defined.
2. Request a New User Account...................................................................................................................................... 1
3. Document Control Action Request .............................................................................................................................. 3
4. Naming Convention for Files ....................................................................................................................................... 4
5. Request New Document Numbers .............................................................................................................................. 5
6. Workflows / Online Markup – For Reviewers............................................................................................................... 6
7. Workflows / Skip a step – For Consolidators ............................................................................................................... 8
8. Workflows / Consolidate Markups – For Consolidators ............................................................................................... 9
9. Workflows / Initiate a SubWorkflow – For Consolidators ........................................................................................... 12
10. Help? ......................................................................................................................................................................... 13

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 Aconex Work Process Guidelines

1. Introduction

Aconex is a collaboration system used for current project information and document management for
controlled, non-technical business-value documents. It provides a simple, effective system for individuals
and organisations to collaborate and share information generated throughout the duration of a project.
The benefit of Aconex is that project information is centrally stored but selectively shared between
organisations within the Project folder. Participating organisations see only the mail they have sent or
received, and the documents their organisation has uploaded, or have been transmitted to their organisation
or attached to mail sent to them.
Aconex automatically generates a correspondence and document register for each organisation working on
the project. Other features include a full audit trail for each document, transmittal history, monitoring and
reporting tools, response tracking and automated referencing and linking of mail.
As the system is web-based, project participants can view information at work, on site or from any other
location with access to the internet. There is no software to download and no set up required to computers
used to access the application.

2. Request a New User Account

Before someone can be invited to the Project in Aconex, they must have an active Aconex account within the
organisation they are working for. To request an account be created for a user:

The Access Request form in Mail is to be completed and sent to DMG Yanacocha – Bechtel Global.

1. From the menu, click the Mail button, and under Create New, click Blank Mail to create a blank mail.

2. Select the Type field and select Access Request.

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 Aconex Work Process Guidelines

3. In the To field, search for user Document Management

4. Complete the Subject field with “request to create new user account”.
5. From the drop-down menu in Attribute 1 select the discipline/function area the new user belongs in.
6. From the drop-down menu in Attribute 2 select Not Applicable
7. All other mandatory fields are shown with an asterisk and have a yellow background.
8. Select an option in the drop-down menu in Additional Role (if required)
9. Select an option in the drop-down menu in Access Control group (if required)
10. Add any additional information that you feel is relevant in the Message section
11. Click the Send button (top right).

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Electronic documents, once printed, are uncontrolled and may become outdated.
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 Aconex Work Process Guidelines

3. Document Control Action Request

If you need to upload, supersede (revise) and/or transmit a document, a Document Control Action form via
Aconex Mail is to be submitted.

Note: Transmitted documents will be viewed by all Aconex users within the recipient’s organisation unless they
have been flagged Confidential.

1. From the menu, click the Mail button, and under Create New, click Blank Mail to create a blank mail.

2. Select the Type field and select Document Control Action.

3. In the To field, search for DMG Yanacocha – Bechtel Global

4. Add the Subject (eg details of the description of the documents to be transmitted).
5. All mandatory fields are shown with an asterisk and have a yellow background.
6. Under Action Type, choose one of the following:

7. For uploading request, select the Attach from the Module Menu and select Local Files and browse
for your files. Refer to Item 4. Naming Convention for Files

1. If you have multiple documents to be uploaded, they can be added to a .zip file and attached to
the request or continue to by clicking on Attached another file and click Attach

2. If you have a large number of documents to be transmitted from the document register, search the
documents in the register and export the result to excel and attach to the request (Refer to
Section: Export a Document Report to Excel in the Aconex Desktop User Guide)

8. In the Message section of the Mail, advise the name/s and organisations of the people who are to receive
the documents and why:
1. For Action Types Transmit Only and Upload and Transmit: Provide the names and
organisations of all recipients (eg. Bob Smith, ABC Engineering)
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 Aconex Work Process Guidelines

2. For Action Type Upload and Review: Documents to be sent through a Workflow, provide the
names and organisations of the Reviewer/s and Consolidator’s name.

9. If documents are confidential, send mail as confidential

10. Click Options button

11. Select Send as confidential mail then OK

12. Click Send

4. Naming Convention for Files

Before requesting documents to be uploaded in Aconex, the file names must contain the Project Document
Number and Revision. See examples below:

Native PDF contains Revision:

12345-330-S0-0000-00001_00A

Native file name must contain the DocNumber_native and Revision:

12345-330-S0-0000-00001_native_00A

Signature file name must contain the DocNumber_signature and Revision (Drawings only):
12345-330-S0-0000-00001_signature_00A

Note: If file name format is different than the above, you must then enter the document number and revision
information in the message area on the form

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Electronic documents, once printed, are uncontrolled and may become outdated.
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 Aconex Work Process Guidelines

5. Request New Document Numbers

All new documents added to the Project are to use the project document number as described in the Project’s
Document Numbering Procedure.

Users can request numbers using the Document Number Request form available in Aconex Mail.

To request a document number/s:

1. From the menu, click the Mail button, and under Create New, click Blank Mail to create a blank mail.

2. Select the Type field and select Document Number Request. All mandatory fields are shown in yellow
and with an asterisk.

3. In the To field, search for DMG Yanacocha – Bechtel Global

4. Add a meaningful Subject line.
5. Complete all the mandatory fields, which are marked in yellow with an asterisk.
6. Select the Attributes and Details you want to associate with the documents.
7. Add as much detail as possible (e.g title) in the Message section of the Mail so the Document Control
Group can issue accurate document numbers.
Note: When a request has different document number elements, e.g. Area, Discipline, Type etc. a separate
Document Number Request is to be submitted or attach a spreadsheet with the required information

8. Click Send

DMG will upload the document number/s as a placeholder, with minimal attributes and reply to the Document
Number Request Mail, advising the new document number/s. The document number/s are to be recorded on the
document/s and the DNR Mail will be Closed by DMG.

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Electronic documents, once printed, are uncontrolled and may become outdated.
Refer to the Electronic Content Management System for current versions.
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 Aconex Work Process Guidelines

6. Workflows / Online Markup – For Reviewers

Workflows make it easy to track and complete your document reviews on your project. A document is sent to other
parallel reviewers during the document review process using the viewer.

1) From the Workflows, Standard Searches, select Assigned to me. Select Search

2) On the Result screen, under Actions click the actions icon

3) On the Document Review List Mode screen click the Document Number link or Markup icon on the right to
access the Online Viewer and Markup Tools

4) Reviewers have the option of importing markups submitted by other parallel reviewers onto their PDF. This
allows the Reviewer to review the document in context of what the others have expressed. A message
appears New reviews are available for importing at the top right-hand corner

5) Click on the Import reviews option to import comments from other reviewers during a parallel review.

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Electronic documents, once printed, are uncontrolled and may become outdated.
Refer to the Electronic Content Management System for current versions.
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 Aconex Work Process Guidelines

6) Add your markup by utilizing the side menu on the left panel to make relevant changes.

7) Whenever a markup is added – it will be listed in the collapsible Comments/Notes panel on the right-hand
side of the viewer pane. Click the Notes icon in the header or the expand collapse icon on the panel to view it.

8) Select your review outcome and click on the Submit Review option (comments are available to other
reviewers) or select Save option (comments are not available to other reviewers until you Submit your review).
For multiple document review, save each one and then select the arrow (above the Workflow Steps panel) to
send a batch submit once they are ALL completed.

Note: Comments that are Saved only must be submitted prior to Due Date to avoid loss of comments. Step
Outcomes that are Pending that are overdue may be Skipped, therefore comments are not captured in the
consolidated markup and are lost.

9) Select all documents and select Submit Selected Documents

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Electronic documents, once printed, are uncontrolled and may become outdated.
Refer to the Electronic Content Management System for current versions.
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 Aconex Work Process Guidelines

10) After a document has been marked up in the Viewer, the Pencil icon will appear for that document.

7. Workflows / Skip a step – For Consolidators

The consolidate option is only available immediately after all reviewers’ step is completed. If you need to, you can
skip a Reviewer’s step in a workflow. Note: No step outcome is recorded for the skipped steps and if any
comments were saved by the Reviewer they will be lost.

1) Click Workflows in the Module Menu, then under Search, click Workflows

2) Enter your search criteria by searching the Workflow No. Note: Clear other search criteria fields (if any)

3) Click the Search button.

4) Select the checkbox for each document you want move to the next workflow step.

5) Click the Initiator Tools button for the workflow step, and click Skip Step

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Electronic documents, once printed, are uncontrolled and may become outdated.
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 Aconex Work Process Guidelines

6) A window displays. Enter the reason why the step is being skipped.

7) Click the OK button

8) Click the Close button in the confirmation message.

8. Workflows / Consolidate Markups – For Consolidators

The markups made by parallel reviewers are delivered in the form of a zip file once all Reviewers complete their
step.

1) From the Workflows, Standard Searches, select Assigned to me. Select Search

2) On the Result screen, under Actions click the actions icon

3) On the Document Review List Mode screen click the Document Number link or the Markup Icon on the right
to access the Online Viewer and Markup Tools

When multiple reviewers use online markups within parallel steps, the document being reviewed will be
automatically replaced by a zip file containing all of the different reviewers’ marked-up files.

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Electronic documents, once printed, are uncontrolled and may become outdated.
Refer to the Electronic Content Management System for current versions.
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 Aconex Work Process Guidelines

4) Click on the Consolidated markups link

11) Reviewers have the option of importing markups submitted by other parallel reviewers onto their PDF. This
allows the Reviewer to review the document in context of what the others have expressed. A message
appears New reviews are available for importing at the top right-hand corner

12) Click on the Import reviews option to import comments from other reviewers during a parallel review.

You will now be able to consolidate the final markups on the document by either:

 adding your own markups

 commenting clarifying on other markups

 removing markups added by other reviewers.

Security Level 3 - Bechtel Internal

© 2019 Bechtel Corporation. All rights reserved.
Electronic documents, once printed, are uncontrolled and may become outdated.
Refer to the Electronic Content Management System for current versions.
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 Aconex Work Process Guidelines

5) Add your markup by utilizing the side menu on the left panel to make relevant changes

Important: Avoid using the 'Comment Notes' to add text as the comments are not visible when the
document and comments are printed in hard copy. Use the 'Call Out' or 'Free Text' tools.

6) Whenever a markup is added – it will be listed in the collapsible Comments/Notes panel on the right-hand
side of the viewer pane. Click the Notes icon in the header or the expand collapse icon on the panel to view it.

7) For Vendor Document Review from the Markup Tool bar, select the Stamp tool

8) Click on the Review Outcome Extended stamp and position it on the document

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Electronic documents, once printed, are uncontrolled and may become outdated.
Refer to the Electronic Content Management System for current versions.
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 Aconex Work Process Guidelines

9) Select your review outcome and click on the Submit Review option, or for multiple document review, select
Save for each one and then select the arrow (above the Workflow Steps panel).

10) Select all documents and select Submit Selected Documents

9. Workflows / Initiate a SubWorkflow – For Consolidators

Subworkflows let you add steps to a workflow step that you've been assigned. For example, you may need other
reviewers to add comments or seek approval on rejected review outcomes. Note: the Subworkflow option is
only available immediately after all reviewer’s step is complete.

1) Select the document(s) that you want to submit into a subworkflow

2) Click the Start Subworkflow button

3) In the Start Workflow Wizard window, select Select Workflow Template or click Next, choose the template
you want to use for this workflow and select Next.

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Electronic documents, once printed, are uncontrolled and may become outdated.
Refer to the Electronic Content Management System for current versions.
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 Aconex Work Process Guidelines

4) In the View and Edit Workflow Settings page of the wizard, type a descriptive name for your subworkflow
into the Workflow Name field. Enter any workflow instructions into the Workflow Note field Select Submit

5) The Subworkflow icon will appear under your Action

Note: you’re unable to move the document through the original workflow until your subworkflow is completed or
terminated.

10. Help?
Help can be found in Aconex via the help icon. and on My Tasks – Home page.

This will provide a step by step guide on

how to do specific tasks.

It also has a link to the support centre.

https://www.aconex.com/support/

Security Level 3 - Bechtel Internal

© 2019 Bechtel Corporation. All rights reserved.
Electronic documents, once printed, are uncontrolled and may become outdated.
Refer to the Electronic Content Management System for current versions.
26280-220-G8I-GAN-00001 13 Revision 000