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Aconex Bulk Upload Process

This document outlines the 5 steps to create and run a bulk processing job to update metadata and documents: 1) Create a metadata template, 2) Populate the template with document details, 3) Upload documents to Temporary Files, 4) Test the template, 5) Run the bulk processing job.

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Mohsin Memon
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1K views5 pages

Aconex Bulk Upload Process

This document outlines the 5 steps to create and run a bulk processing job to update metadata and documents: 1) Create a metadata template, 2) Populate the template with document details, 3) Upload documents to Temporary Files, 4) Test the template, 5) Run the bulk processing job.

Uploaded by

Mohsin Memon
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Step 1.

Create and download a metadata file


1. Click Documents
2. Under Actions click Bulk Processing.
3. Click the New Bulk Process button.

4. Fill in the Title field to give your job a name. This way, you'll be able to find it easily if
you come back to complete the job later. It will also make relevant document reports
more meaningful.
5. Click the Metadata Template button.

6. Click Save File.


This will save the file onto your computer or local network, depending on the way
your computer’s set up. By default the file will be named TemplateMetadata.xls.

Step 2. Enter the details for your updated documents


in the metadata file
Next, fill in the updated details for the documents.
To make this easier, you can cut and paste information from other systems such as
CAD systems if you like.
Keep in mind that the information in your metadata file will overwrite any information
that’s recorded against the documents in the Document Register.

1. Open your metadata template file.


2. Complete all the mandatory fields. They're shown in bold in your file.
3. In the File field, enter the full name of the document file, including the attachment
type. For example, 581-AWD-278C.pdf.
4. Complete as many of the other fields in the template as you need to.
5. Double-check that you've recorded the correct document numbers in your metadata
template. If the revision number or letter for a given document in your metadata file
is higher than the revision that's stored in Aconex, the system can supersede the
document for you when you run this bulk process.

6. Save your metadata file in CSV file format. To save an Excel file as CSV, click File >
Save As and use the Formatselector to choose CSV.

Step 3. Upload your documents into the Temporary


Files area
There are two methods you can use to upload your files:
 Use the Multi File Upload tool (follow these instructions, but stop at step 9).
 Use a zip file upload process.
At the end of either upload process, you’ll see a confirmation that files are available in
your Temporary Files area.

Step 4. Test your template


Next, test your metadata template.
When you upload and test the metadata template it will:

 check the information you’ve entered in the File column of your template
 find the matching file that you've just uploaded into Temporary Files
 check this file's Document Number
 look for the existing Document Number in your Document Register.

1. Click the New Bulk Process button.


2. In the Title field, give your bulk processing job a name. This way, you’ll be able to
come back and complete this task later if you're interrupted.
3. Click the Metadata File button.

4. Click Local Computer/Network button.


5. Click Browse.
6. Select your metadata template document.
7. Click Attach.
8. You can make changes to the default bulk processing rules if you need to, by
clicking on the Rules button.
In most cases you won’t need to change the defaults. If you're only superseding
documents, however, you may want to select the Supersede Documents Only rule.

9.

Rule Description

Processing mode

If the document number already exists in the register then


Auto (default)
supersede the document, otherwise upload it.

Supersede Documents
If a matching number does not exist, an error is logged.
Only
Rule Description

Upload New Documents


If a matching document number already exists, an error is logged.
Only

If an error occurs

Skip and continue the Does not process the document that caused the error, and continues
run (default) the bulk process.

Does not process the document that caused the error, and stops the
Abort the run at this row
bulk process.

Removes the details of this job — the title, metadata file, error log
Automatically clean up
and any rules configured. It doesn't affect the documents or their
details of this run
event log history.

Email notifications Sends an email notification when the process finishes.

9. Click the Test button.


10. Click the Refresh button.
You’ll see a file appear next to the Log file section.
11. Open this file.
12. Check the Result column in the Log file.
13. If everything is marked as Okay, continue on to the next step.
If there are any errors to correct:
a. Edit your metadata file.
b. In Aconex, click the Copy button to create a new job with the same details.
c. Repeat this procedure from step 4 with your updated metadata file.

Step 5. Run the bulk process


Now that you have set up and tested everything, you can run the bulk processing job.

1. Click the Run button to start the job.

2. Click the Refresh button.


3. Open the Log file report.
4. Check that Okay is recorded against all documents in the Results column.

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