LONG SON PETROCHEMICALS
Aconex Fundamentals
Jan 2019
Presenter : Limbu
Agenda
Welcome and Safety Moment
What is Aconex?
How does it help you?
What can you see?
Browsers Supports
Logging Into Your Account
Managing Your Preferences
LSP Work Process for
Documents & Transmittal
Correspondence (Email, Letter)
Meeting Minutes (MOM)
Document/Transmittal Register Uploading(Bulk Process)
Documents Superseding
Find Documents
Sending transmittal/Email/Letter
Workflow Flexibility
Document Revision History
Document Download
Generate Reports
Aconex Service Delivery | Project Implementation
What is Aconex?
E Electronic
D Document
M Management
S
System
EDMS - electronic document management system is a software program that
manages the creation, storage and control of documents electronically. The
primary function of an EDMS is to manage electronic information within an
organization workflow.
Aconex Service Delivery | Project Implementation
How Does it Help You?
1. You will spend less time searching for information because everything is always there,
securely stored on ONE system.
2. When you send something, you can be certain it will arrive instantly, regardless of the file size.
3. Your data can only be seen by organizations within your project environment, who have been
invited by the Project Administrator.
4. You can be confident that nobody outside of your organization can access your project
information, unless you want them to.
5. Aconex is a web-based system. This means that there is no software to download and it can
be accessed from anywhere in the world with an internet connection – it has even been designed
to be mobile and tablet-friendly.
Aconex Service Delivery | Project Implementation
What can you see?
Licensor
VENDERS
Contractor LSP
Information is centrally stored but selectively shared
Consultant
Others
Aconex Service Delivery | Project Implementation
Controlled access to centralized information
• Each Party controls and owns its own data
• Each has access only to items it has sent or received
• Each organization can set their security access for their
users
Aconex Service Delivery | Project Implementation
Supported Browsers
Online Information Management Service
*** Note : All browsers should be the latest version.
Aconex Service Delivery | Project Implementation
Logging into Your Account
1. You will receive a notification from Aconex when your account has been created.
Please make note of your user ID given to you
2. Click the orange hyperlink in the email.
3. Enter the details about yourself and
create a password.
4. Click the orange Save button.
**If you ever forget your
password, at the Login page,
click the Forgotten Password
link and enter
your user ID or email address.
Here you will receive an email
with a link to reset your
password.**
Aconex Service Delivery | Project Implementation
Logging into Your Account
1. A welcome screen will appear once you have successfully logged into your account.
2. Here you will find some helpful links when you are new to the system.
3. Once you feel comfortable, click the ‘Thanks’ box at the bottom and this box will no longer appear.
Aconex Service Delivery | Project Implementation
Managing Your Preferences
You can control your own personal account. Some of the default settings may be controlled by your
LSP Administrator – please speak with them if you have problems with this section.
Some of the features you can change in your user area are as follows:
• Update your contact details
• Personal setting on your email notifications
• Change your password
• Manage your session time duration in Aconex
• Manage your time zone
1. Click Setup on the top navigation bar.
2. Under Configuration, select Preferences.
Aconex Service Delivery | Project Implementation
Aconex Service Delivery | Project Implementation
LSP Work Process
Below are the work process of LSP
1, Documents & Transmittal
a. Documents listed in the master document Index (MDI) are considered as Deliverables and these
should send & receive via transmittal,
b. Document & Transmittal will be registered in document register by using bulk process.
c. When EPC sending transmittal to LSP, EPC need to add discipline code manually under the
transmittal module.(process detail here)
2, Correspondence(Email & Letter)
d. Other than Deliverables are considered as correspondence such as letter, Email etc.
e. Email & letter to be registered in doc. Register(auto numbering without discipline code but while
sending to EPC that time discipline code will be added manually under the mail module.
f. Letter will be marked as confidential while uploading into Aconex (see the process flow chart)
3, Meeting Minutes (MOM)
g. Meeting Minutes also need to register in document register
h. Numbering scheme for MOM is automatic
i. After register the MOM in doc. Register go to mail module and send(from Company and to company)
Aconex Service Delivery | Project Implementation
Documents: Registration
Licensor Vendors
Inbox Sent Inbox Sent
Document Document
A1 Register Register LSP
Inbox Sent
Inbox Sent
A A
Document ADocument
A
Register
Register
A A Inbox Sent
Inbox Sent
Document
Document
Register
Register
Consultant
Others
Aconex Service Delivery | Project Implementation
Registering/Uploading – Document/Transmittal
Doc Bulk Upload Process
11. Click Documents on the top navigation bar, and under Actions select Bulk Processing, Click new bulk process
12. Download metadata Template, Fill up the mandatory attribute fields and zip the docs and upload zip files from multiple
file upload and upload the metadata files.
Aconex Service Delivery | Project Implementation
Documents: Superseding
Vendors
Licensor
Sent Inbox Sent
A1 A
B A Document
Register
LSP/PMC
Inbox
A
B A AB A
B B
Inbox Sent Sent
A
B A
Consultant
Others
Aconex Service Delivery | Project Implementation
Workflow flexibility:
Workflows, sub-workflows, parallel workflows
Streamline processes
Easy to create - drag and Spot delays and bottlenecks
between and within
drop – outside your own
companies
company
Parent Architect Consultant PM
Workflow review review approval
Design Technical
Sub-Workflow Review Approval
Aconex Service Delivery | Project Implementation
Workflow Distribution
1. Once LSP DC accept and acknowledge the EPC transmittal then PMC DC will register incoming documents and
transmittal in doc. register
2. Create the workflow template according to DDM and generate the workflow
3. After create the workflow reviewer/approver will start to review and approve the documents(flow details attached)
4. Once reviewer/approver complete the task then LE will send to PM and PM will send the consolidated comments
with final outcome to PMC DC
5. PMC DC will check and prepare the transmittal, send to LSP DC to check and get sign off from PM.
6. PMC DC register/upload transmittal in doc register and send to EPC contractors via transmittal from mail module
Aconex Service Delivery | Project Implementation
Workflow Distribution
1. Once LSP DC accept and acknowledge the EPC transmittal then PMC DC will register incoming documents and
transmittal in doc. register
Aconex Service Delivery | Project Implementation
Finding Documents
In order to quickly find the documents you need :
Click Documents on the top navigation bar, and under Search select Document Register.
If you click the Search button without choosing any search criteria, all of your documents in your organization for this
project will appear in the search results. You can see the number of documents at the top of the list
Aconex Service Delivery | Project Implementation
Finding Documents
Click anywhere in a row in the search result list to display the document options menu.
If you get too many results to easily see the document you want, you can refine the search by
completing one or more of the search metadata fields :
Aconex Service Delivery | Project Implementation
Finding Documents(Search by metadata fields)
For example if you want to look for an Electrical Drawing; choose Electrical from the Discipline field and Drawing from
the Type field. Then click Search
Aconex Service Delivery | Project Implementation
Finding Documents(Add & Remove Search Field)
If you want to see more or less information than Aconex gives you, click the Add/Remove Columns button to
amend the view of your search results
Aconex Service Delivery | Project Implementation
Finding Documents(Super search)
To search by keywords, type any words into the Super Search field. This can search for your word in ANY of the
documents attributes.
If you only know part of a word or document number, you can use a wild card - ? or *
You can see the Aconex Boolean list online to help you with advanced keyword searching.
Aconex Service Delivery | Project Implementation
Super search
Wildcards Operators Specific
OR ()
* ? AND
NOT
“dd”
Multiple or Single Boolean Priority and
characters isolation
Aconex Service Delivery | Project Implementation
Finding Documents(Save search)
If you’ve created a search that you will use frequently, you can save it.
Once you have performed your search, click Save Search As.
Give it a name so that is easy to remember for next time.
It will appear in the Saved Search menu along with the
pre-loaded standard searches
Aconex Service Delivery | Project Implementation
Sending Transmittal
1. Locate your document(s) in register : Click Documents and under Search, select Document Register
2. In the search page, enter as much information as possible to find your document(s)
3. Click the blue Search button.
4. Select the checkbox(es) next to the document(s) you wish to transmit
5. Click the Transmit button
6. Select Create a Transmittal
7. Complete all the mandatory fields – the transmittal form is setup similar to that of an email.
8. Click the blue Send button.
Aconex Service Delivery | Project Implementation
Sending Email
1. Register your email in document register(Auto numbering)
2. Go to mail module and select prefer mail type(Email)
3. Complete all the mandatory attributes fields
4. Attached Email from doc. Register
5. Update manual number under manual email numbering option
1. Note: While sending email to EPC contractor need to add discipline code
Manually under manual email numbering option.
6. Click the blue Send button
Aconex Service Delivery | Project Implementation
Sending Letter
1. Register your Letter in document register (Auto numbering without discipline code)
2. Do not forget to mark confidential level
3. Go to mail module and select prefer mail type(Email)
4. Complete all the mandatory attributes fields(Again mark confidential level)
5. Attached Letter from doc. Register
6. Update manual number under manual email numbering option
1. Note: While sending email to EPC contractor need to add discipline code
Manually under manual email numbering option.
6. Click the blue Send button
Aconex Service Delivery | Project Implementation
Document Revision History
1. If you want to access previous versions , once you have performed your search,
click Show Document History.
2. The current version of
the document will be listed
in bold.
Remember to un-check the Show Document History option when searching for only current files in future
Aconex Service Delivery | Project Implementation
Document Download
1. Locate the document you want to download using
the Document Search
2. A file icon appears alongside each document in
the results list
3. Click the File icon to download
In some browsers, you’ll see a window appear that asks you to confirm the download.
Click Save
Aconex Service Delivery | Project Implementation
Generate Reports
In order to quickly find the documents you need :
Click Documents on the top navigation bar, and under Search select Document Register.
If you click the Search button without choosing any search criteria, all of your documents in your organization for this
project will appear in the search results. You can see the number of documents at the top of the list
Aconex Service Delivery | Project Implementation
Generate Reports
Select Documents and click on Reports, Select your prefer reports type
Go to Temporary files, Download the reports(Spreadsheet)
Aconex Service Delivery | Project Implementation
Aconex Mobile
• Create and access
project data away
from your desk
• Capture images,
video, audio
• Mark up and send via
Aconex
• Use it off-line; items
saved to Favourites
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QUESTIONS
For further support:
Limbu Manbahadur
+66 0972018364
PMC DC Lead
[email protected]
24-hour Aconex Helpdesk
+85236557461
Online Training:
https://www.aconex.com/support/videos
https://www.aconex.com/support/aconex/our-main-application/using-aconex
Aconex Service Delivery | Project Implementation
Support
Help
• 24/7 Helpdesk +8462556791
Available on Support Central
• “How to” Videos
• Step by step guides
• User Voice
Feedback Appreciated
• [email protected]
• [email protected]
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