Migrate Your Existing Aconex Users to Lobby

Administrators of Aconex organizations can migrate their existing Aconex users to Lobby, ensuring that all Aconex users who need Lobby accounts are set up with the proper, linked Lobby account.

Aconex accounts are migrated from the Users page of your organization in Lobby. If you are the organization administrator and there are active Aconex users in your organization who do not have a linked Lobby account, the Users page will display a Migrate Accounts button and also a banner informing you that there are accounts that need to be migrated. Only organization administrators can migrate accounts. Also, if the only accounts in your organization are disabled and not linked, the Migrate Accounts button and banner will not appear.

Note You are an administrator at the organizations that display Admin in the Admin column.

To migrate Aconex accounts and link them to new or existing Lobby accounts:

From the Navigation menu, select Organizations.
On the Organizations page, locate the row where your organization is listed, and then select View Users.
On the Users page, select Migrate Accounts.
If your organization has more than 500 users, a dialog box opens to inform you that only the first 500 users will be selected for migration, and that you can migrate additional users on subsequent migrations. Click Continue.
The Migrate Aconex Users to Lobby page opens. This page displays a list of users in your organization and their current Lobby account status. Users with an email status of Match or No Match are selected for migration by default. Users with an email status of Clash are not selected because they must have their clash resolved before they can be migrated. If you do select users with clashes, they will be skipped during migration.

You can use the search bar to search for specific users. You can also filter the list by email status. You can select all users the list, or you can select users individually by clicking the check box next to each user you want to include in the migration.

Description of email statuses:
- Match: Where the user has an active Aconex account, and there is an account in Lobby with the same first name, last name, and email address, but these two accounts have not been linked yet. Or, where two or more Aconex accounts have the same first name, last name, and email address and do not have a matching Lobby account.
- No Match: Where the user has an active Aconex account, but there is no account in Lobby with the same email address.
- Clash: Where two Aconex accounts have the same email address, but the first names and last names are different. Or, where an Aconex account has the same email address as an existing Lobby account, but the first names and last names are different.
- Invalid: User's email address in not formatted properly.
  Note An account can still be migrated if it is Locked. This is when a user does not have a Lobby account and their application account is locked.
The order in which you migrate accounts does not matter. For example, you can migrate all Match and No Match accounts together, or you can migrate all Match accounts first and then migrate the No Match accounts. Also, you can resolve the Clash accounts first and then include those resolved accounts in your migration, or you can migrate the Match and No Match accounts first, and then resolve the Clash accounts and migrate the resolved accounts separately.

The following order is just a suggestion and highlights the slight differences in the migration experience depending on the status of the accounts you are migrating.
Resolve accounts with Clash status:
1. Click Resolve Clash next to an individual account, or click View first clash to step through all of the clashes one at a time.
  A dialog box opens with the details of the selected clashing account.
2. Do one the following:
  - Select These are different people and click Continue. Enter a unique email address for each person and click Continue. They will use this email address to sign in to Lobby. The Email Status for these accounts are set to No Match and the Migration column is set to Create new Lobby account by default.
  or
  - Select These accounts are for the same person and click Continue. Select the correct name for this account and click Continue. This should usually be the person's name, not their role, for example Flo Halstead not Doc Controller. The Email Status for this account is now set to Match, and the Migration column is now set to Link to an existing Lobby user account.
After a clash is resolved the account will have the email status of Match or No Match and can be included in a migration.
Migrate accounts with Match status:
1. Select the accounts with the Email Status of Match.
  For these accounts, the Migration column is set to Link to an existing Lobby user account.
2. Click Migrate Users.
  The Migrate users to Lobby accounts? dialog box opens with a summary of the number of accounts that will be linked.
3. Click Migrate.
Migrate accounts with No Match status:
1. Select the accounts with the Email Status of No Match.
  For these accounts, the Migration column is set to Create new Lobby user account by default.
2. Leave this setting as is for any account that you want to link to a new Lobby account.
3. For any account that you want to link to an existing Lobby account, click Edit. In the Link to Lobby Account panel, select an existing Lobby account and click Link. The Migration column for that account is now set to Link to '<Lobby account email>' (for example Link to 'test123@email.com').
4. Click Migrate Users.
  The Migrate users to Lobby accounts? dialog box opens with a summary of the number of accounts that will be created and/or linked.
5. In the Passwords for new Lobby accounts section, select one of the following options:
  - User will need to set a password: An email will be sent to each user to set a password for their new account.
  - User will sign in through their corporate network (SSO): No additional actions are required by the users.
  This step is only applied for the new Lobby accounts that will be created, not the existing Lobby accounts that are being linked.
6. Click Migrate.
Repeat the process above as many times as needed to migrate additional accounts.

When a migration is finished, the User Migration Results page opens with a summary of the migration. Select Download Report if you want to save a summary of the actions to a .CSV file.

Users who are migrated will receive a Welcome email that includes a link to access Lobby.

When Resolving Clashes, Which Option Should I Choose?

These are different people

If two different people are using Aconex and share a group email address, you should choose These are different people.

Two separate Lobby accounts will be created and linked to their existing Aconex accounts. The email addresses will also be the usernames. However, this will not affect the email contact address in Aconex. They will still receive notifications.

For example:

Susanna Sipes and Jamal St. Laurence both work in the Estimating Department at Majestic builders. They both have separate Aconex accounts, but both accounts are configured to send notifications to estimating@majesticbuilders.com.

Their organization administrator chooses These are different people and enters susanna.sipes@majesticbuilders.com and jamal.stlaurence@majesticbuilders.com as their individual email addresses.

Susanna and Jamal receive email notifications to their individual email addresses letting them know that their Lobby accounts have been created, and they set passwords to use with their email address.

The next time they receive a transmittal in Aconex, the notification is still sent to estimating@majesticbuilders.com so both Susanna and Jamal receive it.

This is the same person

If the same person is accessing Aconex using different usernames, you should choose These accounts are for the same person.

A single Lobby account will be created for this person with the two Aconex accounts linked. The user will be able to choose which Aconex user they will be signed in as when they access a project.

For example:

Flo Halstead is the document controller on projects for Majestic Builders. She uses her own personal Aconex account for most work, but also uses an admin user account when she wants to sign in to make changes in the organization.

She chooses These accounts are for the same person. She will still have a single Lobby account with her email address and password to access Lobby and all Aconex projects. When she accesses an Aconex project she will be able to choose whether to access as flohalstead or adminuser.

Next: Change a User's Username/Email Address (Aconex Only)