Working with offline documents/items

Working with offline documents/items

To be able to work with a document/item when your device is offline, the document/item must be saved to your device while you are still online.

What can be saved offline?

  • Document libraries
  • Wiki libraries
  • Folders
  • Lists
  • Documents
  • List items

When you save a document library, folder, or list offline, all its contained documents/items are saved for offline use.

The phone icon () is added to the type icon of offline items, its color indicates the status of the offline copy.

There is a configurable size limit for the maximum document/item size that can be saved offline without a warning, and for the total storage size of all your offline documents/items.

To save documents/items offline:

While you are still online, mark the document or item as a favorite and save offline.

If the document or item has already been marked as a favorite (indicated by a yellow star on the document/item icon () but was not saved offline, save it offline now.

To save locations/lists offline:

While you are still online, mark the document library, Wiki library, folder, or list as a favorite and make available offline. All the contained documents/items are saved offline.

A location/list is saved offline with the current view and tags. This means that only the items that belong to the selected view and contain the selected tags will be available offline.

If the document library, folder, or list has already been marked as a favorite (indicated by a yellow star on the document/item icon () but was not saved offline, save it offline now.

Note: When saving Wiki libraries or Wiki pages offline, the Site Assets folder is saved offline as well, as it usually stores the images contained in the Wiki page. If you specified a non-default folder for saving Wiki page images, you must manually save this folder offline.

To quickly find your offline locations, documents, or items:

Tap the Views menu () > Locations () > Offline.

Each offline location, document or item is displayed with a status line, that tells you if the offline copy is available, and when it was last updated.

View your offline locations, documents, and items

To work with offline locations, documents or items when you are offline:

When you are offline you can:

Changed documents/items appear in the Pending tab of the Locations view.

How do you know when your device is offline?

In the event of your device loosing connectivity or when you switch to Airplane mode a red bar appears at the top of each page of the harmon.ie application with a message indicating that your device is offline.

In this situation, and if the document has been saved offline, harmon.ie suggests to open the offline copy of the document.

A red bar indicates your device is offline

To work with offline documents/items when you are online:

When you are online, you can view and edit your offline documents/items as usual.

When are my offline documents/items updated?

  • When you mark a location or document/item as a favorite and ask to save offline, the download process begins. You can watch the download process in the Progress bar above the Views menu.
  • By default, your offline documents/items are updated automatically whenever you:
    • View the document/item's details.
    • Add or edit an item in an offline location.
  • You can configure when to update your offline documents/items in the Offline Settings.
  • You can also update your offline copies manually, to make sure they are up-to-date before you start working with them.

Offline locations and documents/items statuses:

The offline status tells you if and when your offline copies were last updated.

Document/item offline statuses:

  • Updating (blue): The offline document/item is in the process of being downloaded to the device.
  • Pending (blue): The offline document was edited offline, and will be updated to the server when you next go online.
  • Date / Time (green): The offline document/item has been successfully updated on the device. If the update has taken place today, the time of the update is shown, otherwise the date of the last update is shown.
  • Not available (gray): The offline copy was not updated yet.
  • Not available (red): Failed to download the document/item.

Location offline statuses:

  • Preparing... (blue): Preparing the download process of this location.
  • Updating... x/y items (blue): The contents of this location is being downloaded to the device. Downloaded x of the y items so far.
  • x items available (green): all the items in this location were downloaded correctly.
  • x/y items available (green): x of the y items in this location were downloaded correctly. There are some skipped items.
  • No items available (gray): The offline location has currently no available items.
  • x/y items available (red): x of the y items in this location were downloaded correctly. There are some failures.

The Pending tab:

Offline documents/items that were edited, created, or uploaded while you are offline, are added to the Pending tab of the Locations view.

It includes:

  • New or edited documents/items that were not uploaded to SharePoint yet, as your device is still offline.
  • New or edited documents/items that failed to upload, due to a conflict with the server version or another reason.
  • New or edited documents/items that were uploaded successfully, but are not available to all users because they are missing required properties or should be checked in.

Each pending document includes a status that describes its pending reason. Tap the Resolve icon () to resolve errors or complete actions.

Pending statuses:

If you edit a document when you are offline, the document is added to the Pending tab of the Locations view, and shows one of these statuses:

  • Pending: The document/item is new or has changed, and will be uploaded to the server when you next go online. Tap the Resolve icon () if you wish to Discard Local Changes.
  • Missing required properties: The document was uploaded to SharePoint but is missing required properties. Tap the Resolve icon and select: Fill Out Required Properties / Leave Document Checked Out / Discard Check Out.
  • Document needs to be checked in: The document was uploaded to SharePoint but is not checked in. Tap the Resolve icon and select: Check In Document / Leave Document Checked Out / Discard Check Out.
  • Newer item version on server: There is a conflict between the local copy and the server version. Tap the Resolve icon and select: Keep Server Copy / Overwrite with Local Copy / Create New Document (uploads the local copy as a new document) / View Server Copy.
  • Checked out by another user: The document cannot be uploaded as the server version is checked out to another user. Tap the Resolve icon and select: Create New Document / Discard Local Changes.
  • Item deleted on server: The server copy was deleted. Tap the Resolve icon and select: Create New Document / Delete Local Copy.
  • Invalid property values: The local copy has invalid property values. Tap the Resolve icon and select: Edit Properties / Discard Local Changes.
  • Document name already exists: A document with this name already exists on the server. Tap the Resolve icon and select: Create New Document / Edit Properties / Discard Local Changes.
  • Failed to update item: The upload failed. Tap the Resolve icon and select: Retry Updating Item / Discard Local Changes.
  • Updating: The local document is being uploaded to the SharePoint server.

Offline icons

When a location or document/item is saved locally for offline use, the phone icon () is added to its type icon. The color of the icon indicates its status:

  • blue icon (): the location, document or item is being updated now.
  • green icon (): the location, document or item is up to date.
  • gray icon (): the location, document or item is unavailable.
  • red icon (): the location, document or item failed to update.
  • pink background and a red exclamation mark in icon (): the document or item was edited locally and not updated to the server.

Notes:

  • If any of the documents/items being downloaded exceeds the size limit (see Configuring Offline Settings), the document/item is skipped.
  • If a document/item was not downloaded because it exceeded the size limit, there is no offline copy status shown for that document/item. You can manually download the document/item to your device by adding it as a favorite, and overriding the size limit.
  • If you are offline, documents/items that were not downloaded are grayed out.

To manually update offline locations and documents/items:

This feature does not apply to harmon.ie Lite.

You can perform an update on individual documents/items or on all the offline copies on your device. During the update process, a progress bar indicating the progress of the update appears on the Views menu.

To update all the offline copies:

  1. Tap the Views menu () > Locations ()()

    To delete all offline copies of a favorite location:

    1. Find the required location, and then tap its name.
    2. Tap the Actions menu () > Edit Favorite.
    3. Slide Make Available Offline to off.

    To delete all offline copies:

    1. Tap the Views menu () >Settings ()()() >Settings ()() > Offline.
    2. Availability: Configure the following settings:
      • Add Favorite: Tap the picker and select if you want the document/item to be saved locally for offline use after you add it to your favorites. You can choose from:
        • Always save offline: Automatically save all favorite documents/items offline.
        • Ask me: Ask if the favorite document/item should be saved offline.
        • Never save offline. Do not ask if the favorite document/item should be saved offline. If you choose this option, you can later save the favorite document/item offline.
      • Document Size (MB): Tap the – or + button to decrease or increase the maximum size of the offline copy before you receive a warning.
    3. Update Offline Items: Configure the following settings:
      • Only On Wi-Fi: Slide the switch to On if you only want to update your offline copies when a Wi-Fi network is connected.
      • Update On: Choose whether you want to automatically update a document/item's offline copy when viewing its details (View details) or only when you open the document/item (Open document).
      • Update Interval: Choose when you want harmon.ie to automatically update your offline copies. You can choose from:
        • Hourly
        • Daily
        • Never
    4. Delete Offline Data: From the Connectivity Interval picker choose the number of days of no site connectivity before a site's offline copies are deleted. You can choose from:
      • 1 Day
      • 5 Days
      • 15 Days
      • 30 Days
      • Never to keep the offline copies regardless of site connectivity.
    5. The Total Storage Size field indicates the total storage size, in bytes, you want to allocate for all offline copies.
    6. Tap Delete All Offline Copies to delete all the offline copies from your device. Confirmation is required.