Offline forms

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Offline forms

Overview

Within Bizagi, mobile forms can use offline capability when running on a mobile device. Enabling this feature for a form means that when the Bizagi app is running on a mobile device that is offline, you can still perform tasks such as creating a new case or complete assignments within your Inbox view.

 

In practice, certain fields within a form can be designated to work offline, presenting a local cache of data so the user can continue populating the form and storing data locally on the device. Once there is a connection again, other data sources pertinent to the form will become available to additional context in the updated form.

 

Single-step assignment processing is supported for offline work in mobile applications. This means that after you complete each task when working offline, you (or a user on another device) must go online to continue to the next step of the case. Thus, subsequent activities will be enabled after the task has synced as your device finds a network.  

 

To successfully use offline capability, a business analyst can easily design an offline friendly form to support those activities .

 

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Bizagi offline capability lets end users work on cases without a network connection (work offline) from their mobile devices. When your device does not have connectivity, the application lets you to create or work on offline cases and save their data.

 

Finished cases that have been worked on offline, are temporally stored in an outbox folder and they will be synchronized (submitted) with the server when a network connection is available.

 

An Internet connection is required before going offline, for the application to log in and synchronize all the processes and user information to support offline behaviors (offline-forms). Credentials are stored on the device and will be requested only once.

 

In Mobile devices, additional to the Inbox that is present online, you can the icon Offline14 at the top of the screen to display two folders: Outbox and Drafts.

The Outbox folder stores offline cases that are ready to be synchronized with the server.

The Drafts folder stores offline cases that have been worked on but have not been submitted (Next) to be synchronized.

 

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As soon as the device detects connectivity, it automatically sends all the cases in the Outbox to be synchronized to the server. The application will switch to full capability mode when the mobile device enters network coverage.

 

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When you synchronize data, some cases may fail to advance due to validation performed in the server. If this happens, you see an information alert about the error.

 

Learn how to use offline forms in mobile devices

 

Considerations

Consider the following recommendations when defining offline forms, to guarantee a good user experience:

Due to the nature of the Device Specific Form feature, when you specify forms for devices or device families, the offline forms remain independent between devices. This means that if you have specified a form for a smartphone and another for tablet, you should specify an offline form for both device families.

If the form contains too many controls, you may add them to a group-type container simplify data entry.

You can model Combos or Suggest controls at the same time, as long as their combined information doesn’t surpass 1Mb.

To keep the tool’s ease of use, do not use Combos when there are more than 50 records to select from. Change the control type to Suggest.

Offline forms functionality is available for mobile devices only using Bizagi App.

 

Unavailable features

The following features are not available in offline mode:

Controls that require interaction with the server:

oAssociation

oButton

oCascading Combo

oDocument templates

oFile upload ECM

oFile upload in tables

oFile print

oForm Link

oLink

oSearch

oWidgets

Actions that require interaction with the server, such as:

oRefresh

oExecute rules

oExecute interface

oExecute connectors

Add, edit and detail forms

Form buttons. In this case, the default buttons are displayed.

Properties that require interaction with the server

 

How to create offline forms

To create an offline form, go to the third step of the Process Wizard (Define Forms).

Click the shape of the Process to open the Forms Designer.

 

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To enable a process to be started while offline, you need to create a Start form.

 

By default, Bizagi will open the form that is available online.

Online and offline forms are defined in the same shape, as well as the forms created for a specific device. You must decide if the same form will be used for online and offline cases, or if they are separate.

Furthermore, you must decide if you want to use the same offline form for all mobile devices, or create forms for specific devices.

 

To define an offline form, toggle the Enable offline work option. Now, the form is available offline.

This enables two options at the top of the display area in each tab for Mobile devices. Choose Preview offline.

 

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The Preview Offline option shows you how your form displays while the user works offline. If your online form has any restricted controls or actions mentioned in the restrictions section, a message shows you the unsupported fields in the form and they are removed in the offline preview.

To change the offline form, click Edit offline form.

 

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Select Yes, I want to edit the offline form to enable the edition mode of the offline form.

When you edit the offline form, it becomes independent from the online form.

 

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Due to the nature of the Device Specific Form feature, when you specify forms for devices or device families, the offline forms remain independent between devices. This means that if you have specified a form for a smartphone and another for tablets, you should specify an offline form for both device families. Otherwise, they will take the default form after applying restrictions.

 

The Offline Forms Designer will include the restrictions and constraints mentioned.

Include the necessary information and click Save when you are done.

 

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If you want to discard the changes in the form and return to the default offline view, click the Restore to offline preview option, this does not mean that the form is not available to work offline.

 

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