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Offline Functionality

The Offline Functionality is a feature designed to enhance both performance and accessibility. It provides two distinct, yet related, capabilities:

  1. Caching Mechanism: This feature is used to speed up the loading of "setup entities" (such as document definitions, layouts, and menus) on both the web and mobile platforms. By caching these static configurations, the application's responsiveness is significantly improved.
  2. Offline Capability: This refers to the ability for mobile users to access and work with specific documents without an active internet connection. This is achieved by storing documents locally on the device, with the selection of documents governed by configured limits and filters.

This documentation will guide consultants through configuring, understanding, and utilizing these two powerful features to ensure a robust and seamless experience for end-users.

The offline functionality configuration is accessible in three primary locations within the application:

  1. Document Definition, General tab (setup section)
  2. Document Definition, Workflow tab (setup section)
  3. Mobile, User Profile (end user section)

When to Use It

The offline functionality is particularly useful in scenarios where:

  • Fieldwork and Remote Locations: Users frequently operate in areas with unreliable or no internet connectivity.
  • Ensuring Business Continuity: Critical documents need to be accessible at all times, regardless of network availability.
  • Specific Workflow Requirements: Certain workflows might necessitate offline data entry or document review before synchronization. (Not all workflows can be supported when in offline mode. More information can be found here.)

How to Start Using Offline Functionality

To begin utilizing the offline functionality, you'll need to configure it at the document definition level. This involves setting cache limits and applying filters to enable offline capability for documents, as well as understanding the inherent caching for setup entities.

Document Definition General Tab

This section allows you to define the maximum number of documents to be cached and to filter which documents are eligible for offline access on mobile devices.

Step 1: Configuring the Offline Cache Limit

The Offline Cache Limit field determines the maximum number of documents from a specific Document Definition that will be stored offline on a mobile device.

  • Navigate to the General tab within the Document Definition interface.
  • Locate the Offline Cache Limit field.
  • Enter a numeric value that reflects your desired maximum number of documents to be stored offline for this Document Definition.
  • Default Value: If this field is left empty or not filled in, the system will not cache any documents for this Document Definition.
  • The Document Identifier field is crucial for identifying offline documents. Ensure it is appropriately configured.
  • Once you've entered the desired cache limit, save the changes to confirm your selection.

Step 2: Applying Filters for Offline Cache

To refine which documents are included in the offline cache, you can apply filters. This ensures only relevant documents are downloaded and stored on the mobile device.

  • In the General tab of the Document Definition, locate the Offline Cache Filter text field.
  • Enter the desired filter criteria into the Offline Cache Filter text field. A filter is written using a BizzStream expression.
  • Example: user = {{USER["name"]}} AND price > 10
    • This example filter would ensure that only documents where the user field matches the current user's name AND the price is greater than 10 are cached for offline access.
  • Consider the type of documents you want to include in the offline cache and define the filter criteria accordingly. This will ensure that only relevant documents are available for offline access.
  • Once you have entered the filter criteria, save the changes to apply the filter to the offline cache.

Document Definition Workflow Tab

Within the Document Definition, the Workflow tab allows for specific control over offline availability at the individual workflow item level.

  • On the Workflow tab, you'll find workflow-circles representing different stages or actions. Double-click on a workflow-circle to access its properties.
  • Within the properties of a workflow item, locate the checkbox labeled Available offline.
  • By default, this checkbox is not set active.
  • Caution: Exercise care when toggling this option. All features within the workflow should be able to work accordingly when in offline mode, if this is not the case, do NOT toggle this on. If this checkbox is enabled, documents at this workflow stage will be considered for caching based on the general document definition settings.

Mobile, User Profile

The mobile application provides an option for end-users to manage their offline cache settings.

  • On the mobile app, users can navigate to their User Profile page.
  • Within the user profile, they will find a checkbox related to the cache.
  • By default, the cache is enabled for end-users.
  • In special circumstances, or for troubleshooting, the cache can be switched off by the end-user via this checkbox.

Example Scenario

Let's consider a scenario for a "Service Report" document definition.

Goal: Allow service technicians to access their assigned service reports offline, but only those reports that are "Open" and were created within the last 30 days, with a maximum of 50 reports per technician.

Configuration Steps:

  1. Document Definition - General Tab:
  2. Offline Cache Limit: Set this to 50.
  3. Offline Cache Filter: Enter the following BizzStream expression: status = "Open" AND createdDate > {{TODAY()-30}} AND assignedTechnician = {{USER["name"]}}
    • Explanation: This filter ensures only reports with an "Open" status, created within the last 30 days, and assigned to the current mobile user are considered for caching.
  4. Document Definition - Workflow Tab:
  5. For workflow items where the technician might need to work offline (e.g., "On-site visit"), double-click the workflow-circle and ensure the Available offline checkbox is checked.
  6. Mobile App:
  7. When the technician syncs their mobile app, BizzStream Aero will download up to 50 "Open" service reports assigned to them from the last 30 days. The technician can then access and update these reports even without an internet connection. Once connectivity is restored, the changes will synchronize with the server.

By following these steps, consultants can effectively configure and manage the offline functionality in BizzStream Aero, providing a robust and seamless experience for mobile users.