6.Offline file access settings
officeGATE offers a very comfortable and simple way of how to access your important documents even in offline mode. Any changes that have been made in the document in the source system, on server side, can be synced to officeGATE, to the offline files once you regain internet access again. Keep in mind, that if you make edits using officeGATE while offline, your changes will be saved locally only, synchronization back to the online source system is not supported.
Offline access to the desired information offers several advantages. By working with the files in offline mode, the user can:
- Work with files while being without network connection;
- Being protected from network outages;
- Boost the efficiency of progresses instead of working over a slow connection;
If a file is already downloaded for offline access (into the offline database), and the user double clicks the respective file, the file is automatically opened from the offline database. This saves enormous time for the user, because opening large files from the server would take much more time, while opening it from an offline database is much faster and effective.
If the online communication with a provider (contentACCESS, SharePoint server etc.) is interrupted (network connection problem, the provider’s service is stopped etc.), officeGATE automatically switches the given provider to offline mode. This enables quick access for the user to the given offline information. Important: If the problem is troubleshooted (network connection renewed, provider service restarted), the user must connect with the given provider again (main node’s context menu option “Connect”).
Using officeGATE you can access your documents offline, but only if you first set them up while you have internet access. The offline file synchronization is started on a library/folder, on a folder structure or on the file itself immediately when the offline access is enabled for it and there is a network connection.
To a folder/library you can enable:
- plain offline access (option “Enable offline access”) – only the content of the selected folder/library will be downloaded for offline access
- recursive offline access (“Enable recursive offline access”) – the entire folder structure starting with the selected parent folder/library will be downloaded for offline access
The changes made in the source system can be then downloaded to the offline files either
- Manually – using the given item’s context menu; here you can decide if you want to a) synchronize (update) the offline files/folders based on the changes in the online source system (option “Start synchronization”) or b) start the synchronization from scratch, and download everything regardless of any changes on server side (option “Start full synchronization”)
- The synchronization can be automated, i.e. it will run in specific time slots as defined in the Offline synchronization settings. Auto synchronization updates the already offline files/folders with the changes in the source system. If a file is changed on server side, the local (offline) files are updated; if new files are added on the server side, the new files are downloaded to the offline database as well.
Offline access can be used in every web-based file system interconnected with officeGATE, namely your SharePoint sites, contentACCESS, Perceptive Workplace, OneDrive and OneDrive for Business email- and file containers.
If you want to work with your files offline you need to:
- enable offline access in the officeGATE Offline synchronization settings
- enable recursive or plain offline access for the selected file containers (folders, libraries) or for the files – at enabling offline access for the first time the offline synchronization is started automatically
- systematically synchronize (update) your offline documents with the online versions if they are modified (either manually or automatize the process).
- work with your offline files without network connection.
These steps will be detailed in the following subchapters.