Oracle Aconex Training

Introduction

Oracle is a global technology corporation known for its comprehensive suite of enterprise software and hardware. The Oracle Certification Program is the official credentialing system designed to validate skills and knowledge of Oracle's technologies. The program offers multiple certification levels to recognize varying degrees of expertise, from foundational to professional. These globally recognized certifications are structured around specific job roles and technology pillars, including Database, Cloud, and Java. Oracle Aconex training courses teach users how to manage large volumes of construction and engineering project data, documents, and mail. These programs provide foundational skills in revision control, transmittals, and workflow approvals to keep projects on track

This path builds on the fundamentals of Aconex. It provides you with additional knowledge to help you get the most from Aconex. You’ll learn about managing larger volumes of information and the principles of good document control.

Objectives

• Understand how to manage large volumes of information efficiently
• Learn how to track and report on key project information
• Become familiar with controlling project communications

Training Methodology

Different learning techniques will be used during the training course, starting from PowerPoint presentations, interactive practical exercises, workshops, focused group discussions, related videos, and business case studies & PC Labs hands-on.

Who Should Attend?

Aconex is a collaborative environment, making it suitable for a variety of roles across engineering and construction:

• Document Controllers: To master the intake, version control, and distribution of massive sets of project files.
• Project Managers: To oversee document workflows, track approvals, and monitor project-wide accountability.
• Engineers & Contractors: To share project deliverables, submit RFIs, and resolve issues efficiently.
• Project Administrators: To learn how to correctly set up projects, manage organizations, and assign user permissions.

Course Outline

Documents:  Basic Tasks in Documents

These are the everyday tasks you'll carry out on a regular basis within Documents.

• File Naming Guidelines and Best Practices
• Upload a document into Aconex.
• Update (Supersede) a Document
• Download a document from Aconex.
• View Document Activity
• Open and Review Documents in Aconex
• Transmit your document.
• Upload documents from external services
• Preview a Document.
• Resolving File Not Loading errors in the Office Online Viewer

Advanced Tasks in Documents

These are tasks that usually only advanced users will carry out.

• Edit Document field values inline.
• Documents marked 'awaiting your review'.
• Mark document as no longer in use
• View the Event Log to see which users have accessed or changed a document.
• What are Temporary Files?
• Duplicate versions of the same document.
• What is a "locked document"? How do I lock or unlock a document
• Restore a previous version of a document

Superseding and Transmitting Documents

• What is a supersede candidate?
• Transmit updated documents to people who have old versions using an auto-update transmittal.
• Access previous versions of a superseded document
• Manually update your document register from a transmittal.

Using Related Items

You can use Related Items to create relationships between documents. Then when you look at the properties of a document you can see a list of all related documents and navigate to them directly.

• What are Related Items?
• Viewing Related Items
• Adding Related Items
• Remove documents in Related Items.

Working with a Large Number of Documents

Following these processes can help save you time.

• Restrictions when working with a large number of documents.
• Create multiple document placeholders at the same time.

Upload

• Upload multiple documents and move them into the Document Register
• Upload multiple documents to aconex at the same time using a Zip file upload
• Create a document upload profile

Upload/Supersede

• Upload and supersede files in batches
• What is a metadata file?
• Upload and supersede documents using the Multi File Upload tool

Download

• Download multiple document files
• How do I manage the document review process?
• Are you managing the request and review cycle with your suppliers?

Searching in Aconex

• Find the right information when you need it.
• Search Basics
• Working with Search
• Advanced Search Techniques
• Search-Based Reports

Mails

Use Mail for everyday communications and processes on your Aconex project.

Mail Basics

• Create mail.
• Add recipients to mail.
• Attach files or documents to mail.
• Reply to or forward mail.
• Send a draft mail.
• Options in mail
• Send confidential mail.

Email Notifications

• Configure your email notifications.
• Open Mail from an email notification
• Reply to an email notification (as a guest)
• Register Incoming Mail received from outside Aconex.

Manage Mail

• Mark mail as read.
• Mark mail as unread
• Mark sent mail as your response.
• Close-out sent mail.
• Create a mail signature.
• Create a mail template (auto-text)
• Set a default template (auto-text) for a mail type.

Other Tasks in Mail

• Create a mailing group
• Send mail to a group
• Add notes to mail
• View mail awaiting approval
• Print mail

Workflows

Workflows make it easy to set up, track, and complete document reviews on your project.

• What are Workflows
• Review Document in a Workflow
• Start and Manage Document Reviews
• Create and edit Review Templates
• Workflows for Org Admins
• Workflows for Project Admins
• Sub workflows

Tasks in Aconex

Use the Tasks page to manage your 'to do' list in Aconex.

• Tour of the Tasks page
• Clearing tasks from your Tasks page
• Opening mail from the Tasks page
• Receive automatic email notifications for overdue tasks
• Managing your mail via the Tasks page
• Opening a document transmittal
• Open documents in a workflow to review them.