Microsoft Dynamics 365 users can work with mobile application in offline mode, even when the device is disconnected from the network. The application provides a rich offline experience which lets you to work with all basic commands like create, read, update, and delete and business processes – so your productivity is not impacted when you are not online.
Mobile Offline can be setup by Dynamics 365 administrator in an organization1. Administrators can select and choose the entities, and corresponding data that users can work with in offline mode based on business requirement. Filtering the right set of data for offline ensures effective utilization of your device memory and network bandwidth.
Dynamics 365 provides offline service by replicating Dynamics 365 data in Azure, and synchronizing the data from the Azure to mobile client devices. An administrator can filter the data for offline usage at these two stages.
These filters determine the offline enabled entity’s data that gets replicated in the Azure Middleware. This data filter is applicable at organization level i.e, the data replicated in Azure for entire organization.
Administrators can define this filter from “Settings -> Customizations -> Customize the system”. Navigate to entities from “Components -> Entities” and select any entity. In the general tab of entity, you will have an option to enable it for mobile offline.
Once an entity is enabled for mobile offline, you can define organization data download filters on this entity.
These filters can be defined based on field attributes of entity. You can filter based on date-time, single line of text, option-set or whole number field attribute data types. This filtering is not supported on roll-up and calculated fields and this filtering is supported only on searchable fields. In the example in the screenshot here we have defined filter to download accounts modified in last 10 days.
Note: We have enabled some entities out of the box for you with pre-defined organization filters for you to start working offline with minimum customization. You can disable these entities for offline, or edit the organizations filters of these entities based on your business requirement.
Administrator defines the data that gets downloaded from Azure onto a user’s mobile client device using Mobile Offline profiles3. These profiles can be configured from “Settings -> Mobile Offline -> Mobile Offline Profile”.
Note: There are two out of the box profiles defined for you to start working in offline with minimum customization. You can use these profiles as it is, edit them, or create new based on your business requirement.
You can define data rules on any offline entity in a profile using profile item artefact. There are four filtering options to choose from in a profile item – Download related data only, All records, Other data filter and Custom data filter3.
You can filter data based on an entity’s field attribute, ownership or relationship, or a combination of these using the four options. Let us look at all these capabilities in detail in following sections.
For example, in the screenshot above – an user associated with this profile will have all the leads from Azure downloaded onto his client device for offline usage.
In this example, a user associated with this profile will have active accounts owned by her/him and modified in last seven days in the offline DB on client.
Following is an example of other data filter on opportunity profile item
In this example, a user associated with this profile will have opportunities owned by her/him downloaded onto his client device for offline usage from Azure Middeware.
And, on the profile item of account entity you define a profile item association to download the contacts related to accounts.
In our example above, we further filter contacts related to offline accounts, to have only those related contacts owned by user and from a specified location in user’s client offline DB.
These are the various organization and profile filter capabilities available to administrators to filter data for their users for offline usage.
– Karthik Gangidi