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Managing offline data

The Asset Essentials Mobile App includes the ability to manage work orders and other data when your device does not have access to the internet. If you know you are going to be working in an area with poor or no service, we recommend downloading your work orders for offline access. While offline, you'll be able to edit aspects of the downloaded work orders and create new work orders from the work order form or from failed tasks. You can also create new assets in offline mode. After finishing your work, you can sync any changes made while offline when you return to an area with improved service.

Downloading work orders for offline access

1. Tap the Work Orders icon at the bottom of the screen.
2. This will show you a list of all the work orders in your Asset Essentials account.
3. Tap the work order selection icon ().
4. Select any work orders you need to work on while offline by tapping on the work orders. You will see a green check mark () appear next to any work orders you have selected.
5. On an iOS device, tap Download (). On an Android device, tap the additional options () icon and select Download.
6. The work orders will download to your device's storage for offline use. Click OK when the Asset Essentials Mobile App notifies you that the records have downloaded.

7. While offline, only downloaded work orders will appear in the work order list. Tap a work order to make edits as needed to your downloaded work orders. *Note: Assets, parts, and attachments cannot be added or edited while working offline.

8. You may also create a work order while working offline. *Note: You cannot create a work request, a work order with an Asset source type, or a work order from the map while working offline.

 

Syncing work orders

When you are back online, you will need to sync your edits so that any changes made while offline can be recorded. You will see options for Work Orders, Failed Tasks, and Assets that you will need to sync separately. *Note: If you have Failed Tasks to sync, it is recommended to sync the work orders first and then sync the failed tasks to avoid errors.

1. Tap the menu icon then tap on Sync Offline Data.
2. Tap Work Order. The work orders that are ready to be synced will now show in the Offline WO Sync List section below the Sync Items Now button.
3. If you need to edit or delete an individual work order in the list, swipe the work order to the left and select either Edit or Delete.
4. If you need to bulk delete work orders from the list, tap the pencil icon in the top right corner of the screen.
   1. Tap the circles next to the work orders you need to delete, or tap Select All.
   2. Tap Delete.
      
      
5. Tap the Sync Items Now button to update the work orders with the edits made while offline.

 

Syncing Failed Tasks

When you are back online, you will need to sync your edits so that any changes made while offline can be recorded. You will see options for Work Orders, Failed Tasks, and Assets that you will need to sync separately. *Note: If you have Failed Tasks to sync, it is recommended to sync the work orders first and then sync the failed tasks to avoid errors.

1. Tap the menu icon then tap on Sync Offline Data.

2. If you have work orders created from failed tasks to sync, tap on Failed Tasks.

3. If you need to delete an individual work order in the list, swipe the work order to the left and select Delete.
4. If you need to bulk delete work orders from the list, tap the pencil icon in the top right corner of the screen.
   1. Tap the circles next to the work orders you need to delete, or tap Select All.
   2. Tap Delete.
      
5. Tap the Sync Items Now button to update the work orders from failed tasks that were created while offline.

Syncing Assets

1. Tap the menu icon then tap on Sync Offline Data.

2. Tap Assets.

3. If you need to delete an individual asset in the list, swipe the asset to the left and select Delete.
4. If you need to bulk delete assets from the list, tap the pencil icon in the top right corner of the screen.
   1. Tap the circles next to the assets you need to delete, or tap Select All.
   2. Tap Delete.
      
5. Tap the Sync Items Now button to add the assets that were created while offline. *Note: The time to sync new assets depends on the quality of your internet connection and the number of new assets you are adding. We recommend syncing no more than 5 assets at a time to reduce the time it takes to upload the data to the system.