Aconex
Aconex
1. Overview
Aconex is a cloud-based collaboration platform designed specifically for managing construction projects. It is used across BCE Arabia to streamline project documentation, ensure effective communication, and maintain a centralized repository of project-related information.
The platform supports mega projects by facilitating document control, workflows, and real-time collaboration among project stakeholders, ensuring compliance with industry standards and regulations in Saudi Arabia.
Key Highlights:
Manages project documents, drawings, and communications in a centralized, secure platform.
Supports compliance with KSA construction regulations.
Facilitates coordination across project teams, contractors, and external stakeholders.
2. Features and Functionality
2.1 Document Management
Centralized storage of all project documents and drawings.
Version control to track changes and maintain document history.
Automated notifications for document approvals and updates.
2.2 Workflow Automation
Configurable workflows for document review, approval, and distribution.
Real-time tracking of workflow status and bottlenecks.
2.3 Mailing and Correspondence
Integrated project email system for formal communication.
Automatically links emails to relevant projects and documents.
Ensures a single source of truth for project-related communication.
2.4 Reporting and Analytics
Built-in reporting tools for document status, workflows, and delays.
Dashboards to track project progress and key performance indicators (KPIs).
Customizable reports to meet specific project needs.
2.5 User Access Control
Role-based access control for secure project data management.
Audit trails for all user activities to ensure accountability.
Restricted access to sensitive documents as per project requirements.
3. Access Management
3.1 How to Request Access
Submit an Access Request Form via the BCE Arabia IT portal.
Ensure your request includes:
Your department and role.
The project name(s) you need access to.
Approval from your line manager.
IT will process your request and provide login credentials via email.
3.2 Who Should Have Access
Project Managers: For managing workflows, documents, and communication.
Document Controllers: For maintaining document versioning and approvals.
Contractors and Consultants: For collaboration on shared documents and correspondence.
Procurement and Logistics Teams: For sharing purchase orders and tracking materials.
Access is granted based on roles and project requirements to ensure data security.
3.3 Resetting Your Password
Go to the Aconex login page and click "Forgot Password".
Enter your registered email address.
Check your email for the reset link and follow the instructions.
For additional support, contact IT at
[email protected].
3.4 Aconex Multi-Factor Authentication (MFA)
MFA is required for all users to enhance account security.
Steps to enable MFA:
Log in to your Aconex account.
Go to Settings > Security > Enable MFA.
Install a compatible authenticator app (e.g., Google Authenticator).
Scan the QR code provided and save your backup codes securely.
Contact IT if you face any issues with enabling MFA.
3.5 Requesting a Workflow
Submit a request via email to the Document Control team specifying:
The type of workflow required (e.g., Document Approval, RFI).
The stakeholders involved.
The expected duration for the workflow.
The Document Control team will configure the workflow in Aconex and notify you upon completion.
4. Usage Guidelines
4.1 Accessing Aconex
Access Aconex through the official BCE Arabia Aconex portal: Aconex Login.
Use your BCE Arabia credentials to log in.
4.2 General Usage
Navigate to the relevant project workspace.
Upload, download, or update documents as needed.
Use the search function to locate specific files or communication logs.
Follow the assigned workflows for document approvals.
4.3 Training and Support
BCE Arabia offers periodic training sessions for new users.
Refer to the Aconex user manual available in the BCE Arabia intranet for detailed guidance.
5. Policies and Procedures
Data Security: All documents uploaded to Aconex must adhere to BCE Arabia’s data security policies.
Naming Conventions: Follow the standard naming conventions defined in the BCE Arabia documentation guide.
Approval Process: All project-critical documents must go through the Aconex workflow for review and approval before distribution.
6. Common Issues and Troubleshooting
6.1 Frequent Issues
Document Upload Errors: Ensure the file size and format meet Aconex requirements.
Access Denied: Verify your role-based permissions or contact IT support.
Delayed Notifications: Check spam/junk folders or contact the project admin.
6.2 Troubleshooting Steps
Re-login to your account to refresh the session.
Verify internet connectivity and browser compatibility.
For unresolved issues, contact BCE Arabia IT Support at
[email protected].
7. Collaboration
With Procurement Team: Share and review purchase orders and vendor contracts.
With Project Management Team: Collaborate on schedules, drawings, and progress updates.
With External Stakeholders: Facilitate document sharing and correspondence with contractors and consultants.
8. KPIs
Document Approval Time: Average time taken to approve project-critical documents.
Workflow Efficiency: Percentage of workflows completed on schedule.
User Activity: Number of active users engaging with the platform daily.
Error Resolution Time: Average time to resolve user issues or platform errors.
9. References and Resources
Contact BCE Arabia IT Support at
[email protected]for assistance.
Aconex FAQ
What is Aconex, and why do we use it at BCE Arabia? Aconex is a cloud-based collaboration platform used for managing construction projects. BCE Arabia uses it to centralize document management, communication, and workflows for better coordination across teams and stakeholders.
How do I request access to Aconex? Submit an Access Request Form through the BCE Arabia IT portal, including your role, department, and the project you need access to. Your line manager must approve the request.
Who is eligible for access to Aconex? Project Managers, Document Controllers, Procurement and Logistics Teams, and external stakeholders such as contractors and consultants are eligible, based on their project roles.
How do I reset my Aconex password? Click "Forgot Password" on the login page, enter your registered email, and follow the instructions in the reset email. For further assistance, contact IT Support.
How do I enable Multi-Factor Authentication (MFA) for Aconex? Go to Settings > Security > Enable MFA in your Aconex account. Follow the steps to set up MFA using an authenticator app like Google Authenticator or Microsoft Authenticator.
What should I do if I face login issues? Ensure your credentials are correct, check your internet connection, and verify your MFA setup. If issues persist, contact IT Support at
[email protected].How do I upload a document to Aconex? Navigate to the relevant project workspace, click on Documents > Upload, select the file, and fill out the required metadata (e.g., title, category). Submit the document for upload.
What is the maximum file size for uploads? Aconex supports file uploads up to 1GB. For larger files, consider compressing them or splitting them into smaller parts.
How do I search for a specific document or email in Aconex? Use the Search bar at the top of the interface. Filter results by document type, date, or keyword to locate your item efficiently.
Can I edit a document after uploading it to Aconex? No, documents in Aconex are version-controlled. To update a document, upload a new version with the same document title.
What is the purpose of workflows in Aconex? Workflows streamline document review and approval processes, ensuring timely completion and maintaining accountability.
How do I request a new workflow to be set up? Email the Document Control team with details such as workflow type, stakeholders involved, and the timeline. They will configure the workflow for you.
What happens if I miss a workflow deadline? Aconex will send automated reminders. If deadlines are repeatedly missed, inform your project manager or contact the Document Control team.
Can external stakeholders (e.g., contractors) access Aconex? Yes, contractors and consultants can be granted access to specific project workspaces. Their access is restricted based on project needs.
How do I track changes to a document? Use the Document History feature to view all versions of a document, including who uploaded it and when.
What is the process for approving a document? Follow the workflow notification you receive. Review the document, add comments if needed, and approve or reject it within the Aconex interface.
How do I handle duplicate documents? Notify the Document Control team to merge or archive duplicate documents. Avoid manually deleting documents without authorization.
Can I download multiple documents at once? Yes, use the Bulk Download feature to download multiple files. Ensure you have the necessary permissions to access these documents.
What should I do if I accidentally delete or misplace a document? Aconex maintains a record of all actions. Contact the Document Control team or IT Support to restore the document if possible.
How do I report a technical issue with Aconex? Submit a ticket via the BCE Arabia IT portal or email
[email protected]with details of the issue, screenshots, and error messages.
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