Course Overview
Most delays and disputes on capital projects trace back to three things: a review that sat unactioned, a letter that was never formally answered, or a document that was issued without a clear record of who received it and why. In Aconex, review workflows, Mail and transmittals are the mechanisms that prevent these failures, provided they are used and monitored with discipline.
Workflows, Mail and Transmittals is a focused practitioner day for the people who initiate, manage and monitor project reviews and correspondence. Learners start workflows from templates, manage review steps, durations and outcomes, handle formal correspondence including RFIs, site instructions and notices, control transmittal distribution, and build the searches and reports that keep overdue items visible, using a live multi-organization project environment.
Target Audience
- Document controllers and correspondence controllers on owner, PMC and contractor teams
- Design managers, package managers and engineers who initiate and coordinate reviews
- Contract administrators responsible for notices, instructions and response deadlines
- Project managers who need visibility of overdue reviews and correspondence
- Graduates of ACX-101 who want to master Aconex collaboration tools in depth
Prerequisites
- ACX-101 Aconex Fundamentals, or equivalent practical experience on a live Aconex project
- Familiarity with project review and approval processes and contractual correspondence
- A laptop with a modern web browser; Academy training accounts are provided
Learning Objectives
- Explain how Aconex workflow templates, steps, durations and review outcomes are structured
- Start workflows from templates on single documents and document sets, choosing the correct reviewers
- Manage workflows in progress: reassign, add reviewers, terminate and complete steps correctly
- Apply consolidated review comments, markups and review codes to produce a clear review response
- Create, reply to, forward and close formal Mail using the correct mail types and response-required dates
- Control distribution through transmittals and reasons for issue, and reconcile acknowledgement
- Build saved searches and reports that track overdue workflows and unanswered correspondence
- Apply good practice that keeps the correspondence record defensible in contractual disputes
Detailed Course Outline
1Module 1: Workflow concepts and templates
- How Aconex review workflows are structured: templates, steps, participants
- Step durations, calendars and overdue calculation
- Review outcomes and review codes configured for the project
- Parallel and sequential review steps and consolidation
- Who can create and manage workflow templates
2Module 2: Starting and managing workflows
- Starting a workflow on a single document or a document set
- Selecting reviewers by organization, role and group
- Monitoring workflows in progress and step status
- Reassigning, adding reviewers and terminating workflows
- Workflow notifications and task lists
3Module 3: Reviewing, commenting and closing out
- Markups and comments on documents under review
- Consolidating comments from multiple reviewers
- Assigning final review outcomes and returning to the originator
- Linking review responses to resubmission and new revisions
4Module 4: Formal Mail and correspondence control
- Mail types and their contractual purpose: letter, RFI, site instruction, notice, technical query
- Response-required dates and response tracking
- Mail threads: replying, forwarding and keeping the thread intact
- Attaching register documents versus local files
- Confidential mail and access control
5Module 5: Transmittals and distribution control
- Transmittals versus mail: when each is appropriate
- Reasons for issue and their meaning to recipients
- Distribution by organization, discipline and group
- Acknowledgement tracking and reconciling issue history
6Module 6: Monitoring, searches and reports
- Saved searches for overdue workflows and unanswered mail
- Workflow and mail reports exported to Excel
- Turnaround time and overdue analysis by organization
- Preparing correspondence and review status for progress meetings
7Module 7: Good practice and dispute readiness
- Keeping all project communication formal and on-platform
- Common workflow and mail mistakes on large projects
- Retrieving the complete correspondence record for claims and disputes
- Agreeing workflow and correspondence rules across organizations
Learning Outcomes
- Initiate and manage review workflows that finish within their agreed durations
- Produce consolidated, unambiguous review responses with the correct review codes
- Handle formal correspondence with the right mail type, recipients and response dates
- Issue transmittals with a clear, reconciled distribution record
- Give managers an accurate weekly view of overdue reviews and correspondence
- Retrieve the full review and correspondence trail for any issue on request
Hands-on Workshops & Practical Exercises
Workflow launch
Start a three-step design review workflow on a drawing set, selecting reviewers across owner, PMC and designer organizations.
Workflow rescue
Take over a set of stalled and overdue workflows, reassign reviewers, add a missing discipline and bring the reviews to completion.
Consolidated review response
Combine markups and comments from four reviewers into a single response and assign the correct review outcome.
Correspondence exchange
Run a realistic exchange of RFIs, a site instruction and a notice between two organizations, tracking response-required dates.
Overdue dashboard
Build saved searches and an Excel report that show overdue workflows and unanswered mail by organization for a weekly progress meeting.
Duration
Delivered as one full day in the classroom, or as two live online sessions of 3.5 hours.
Delivery Methods
Online
Live, instructor-led virtual classroom in two 3.5-hour sessions, with participants working as different organizations in a shared lab project.
Classroom
One-day public course at the Academy in Riyadh and regional venues, with role-play across owner, consultant and contractor organizations.
On-site Corporate Training
Private cohort at your premises, delivered on your project's workflow templates, mail types, review codes and correspondence procedure.
Assessment Method
- Continuous practical assessment during the workshops
- End-of-course online exam (30 questions, 70% pass mark)
- Practical assignment: run a complete review and correspondence cycle and submit the overdue report
- Minimum 80% attendance
Certificate Awarded
Arkan Academy · Practitioner
Arkan Certificate of Achievement: Oracle Aconex Workflows, Mail and Transmittals
Awarded to learners who meet the attendance requirement, pass the exam and complete the practical assignment. Carries a unique verification ID and 7 recorded learning hours.
ID · ARK-ACX-202-XXXXXX
Career Benefits
- Become the person your project relies on to keep reviews and correspondence on time
- Strengthen your value to contract administration and claims teams
- Demonstrate command of Aconex collaboration tools expected of senior document controllers
- Prepare for Aconex administration responsibilities such as workflow template design
Recommended Next Course
Professional Competencies Achieved
- Review workflow managementAdvanced
- Formal correspondence controlPractitioner
- Transmittal and distribution controlPractitioner
- Overdue monitoring and reportingPractitioner
- Contractual record keepingWorking
Talent Development & Career Opportunities
Distinction graduates of this course are typically considered for correspondence control and review coordination roles on design-intensive packages, and for workflow monitoring support on owner and PMC teams.
Participants who achieve an overall assessment score above 90% graduate with Distinction and may be enrolled in the Arkan Talent Development Program.
Outstanding graduates may receive:
- Internship opportunities
- Exposure to PMIS implementation projects
- Mentorship from senior Arkan consultants
- Recommendation letters
- Career guidance sessions
- Candidate referrals to partner organizations through Arkan Talent
- Opportunities to participate in PMIS deployment, PMO setup and digital transformation projects
Disclaimer: Enrolment in the Talent Development Program and any of the opportunities above are not guaranteed and do not constitute an offer or promise of employment. Exceptional performers may be considered for future project opportunities based on business needs, individual performance, availability of suitable roles and client requirements. Referrals and placements remain subject to the selection processes of Arkan and its partner organizations.