Field Guide
How to Upload and Organize Rail T&C Photo Evidence in Aconex
Aconex is where rail testing & commissioning evidence ultimately lives — but the file naming, folder structure and metadata required to make it auditable usually break down on site. This guide walks through the workflow we see succeed on Australian rail T&C packages, and where TestTraces removes the manual work.
1. Agree a file naming convention before you photograph anything
Aconex sorts and searches on filenames. A good convention encodes, at minimum: project code, discipline, system, asset ID, test step reference, and date. For example:
PRJ123_SIG_AXC_AX-204_ITP-04-STEP-07_20260318.jpg
Get this wrong and every photo needs to be renamed before upload — the single biggest source of rework on a T&C package.
2. Mirror the Aconex folder tree on the capture device
Build folders in the same shape as your Aconex project: Discipline → System → Asset → Test Step. When uploads land in the correct branch automatically, the document controller stops being a bottleneck.
3. Capture metadata at the point of work
Aconex document attributes (ITP reference, test step, inspector, location) must be filled in for the photo to be discoverable later. Capture them on site, not in the office — retro-tagging hundreds of photos days later is where evidence packs lose traceability.
4. Review and pack before upload
Run a completeness check against the ITP: every test step should have the required number of photos, every photo should map to a step. Generate a manifest CSV (filename, folder path, ITP reference, test step, inspector, timestamp) and zip per work pack. Aconex bulk upload reads the manifest and places everything in the right folder with the right attributes.
5. Bulk upload, transmit, close out
Use Aconex's bulk upload tool with your manifest. Review the staged documents, attach to the relevant transmittal, and submit. Because filenames, folder placement and metadata were correct on capture, the reviewer's job is verification — not reconstruction.
Where TestTraces fits
TestTraces is voice-first field capture for rail T&C. It enforces your naming convention automatically, mirrors your Aconex folder tree, tags every photo with ITP reference, test step, location and inspector at the moment of capture, and exports a ready-to-upload pack with manifest. The five steps above happen by default — your team takes the photo and moves on.