Synchronizing Objects and Making Them Available Offline

To activate the Synchronize function, activate the Make favorites available offline checkbox in the Settings in the User menu on the Offline tab.

You can also open User menu with a click or tap on your avatar image in the main menu, if it has been set up.

If the Synchronize function is enabled, the Synchronizing function is available in the favorites area in the main menu in the header area of the favorites list. If the option is disabled, then the Synchronizing icon is not shown in the header area of the favorites list.

As a general rule, synchronization is only carried out if a Wi-Fi connection exists. If you also want to use mobile data connections for synchronization, you must enable the Use mobile data for synchronization switch in the settings dialog in the user menu.

Settings for enabling and disabling the synchronization feature and for using mobile data connections are synchronized between enaio® webclient, desktop application of enaio® webclient, and enaio® mobile. That means, for example, settings changes made in enaio® webclient are applied the next time enaio® mobile is launched and vice versa.

In the case of W-Documents with variants, only the active variant is synchronized.

If a synchronization operation could not be completed without errors, then the desktop application of enaio® webclient or enaio® mobile tells you what kinds of errors occurred and which objects are affected. This gives you the option of fixing the issues that caused these errors and restarting the synchronization process.

The desktop application of enaio® webclient or enaio® mobile provides the following information about unsuccessful synchronizations:

• Synchronized objects column

  In the Synchronization column in the favorites list, icons show the successful () or unsuccessful () synchronization status. The tooltip on the icon for unsuccessfully synchronized folders and registers shows how many objects are affected by the incorrect synchronization.

  The following applies if you are using enaio® mobile on a smartphone:

  The Synchronization column is not displayed on smartphones. Synchronization information is displayed in the list of synchronized objects below the entries.

• Synchronization overview

  The Synchronization overview in the More actions menu of the favorites area provides information for error analysis when synchronizations fail. For example, it shows how much memory is used by the synchronized documents, how much memory is still available on your local device, and how many documents could not be synchronized.

• Incorrectly synchronized objects/Review synchronization problems

  The Review synchronization problems function is only available if a synchronization failed.

  You can access the Incorrectly synchronized objects list in the More actions menu in the favorites area by clicking or tapping on Review synchronization problems. This offers you a list of all objects that were not fully synchronized, including an error category.

  This means that if the failed synchronization of a folder or a register is shown in the favorites list, then the unsynchronized documents in this folder or tab are included in the Incorrectly synchronized objects list. You can use this list to decide whether you want to restart the synchronization process, whether you want to make incorrectly synchronized documents available offline in other ways, or whether you can do without certain incorrectly synchronized documents.

  One option is to go from the Incorrectly synchronized objects list directly to the filing location of the object via the context menu for the affected documents and make corrections as necessary. The Open location function, however, is only available if you are connected online, or if you have synchronized the filing location and its associated structures in the enaio® filing system. Categorizing synchronization errors also helps you to analyze them.

  The Incorrectly synchronized objects list shows the following error categories:

  • Corrupt content preview

    If you do not absolutely need the content preview offline, you do not need to do anything else. Even though the synchronization process failed, the document content is available offline for downloading and opening in local applications. If you need the content preview, use the context menu to go to the filing location of the document, update the content preview in the preview area by clicking or tapping the Refresh icon, and restart the synchronization process.

  • Corrupt document content

    If the document content is synchronized incorrectly, you can – as described above – jump to the document location using the context menu and download the document file from there using the context menu.

  • Corrupt e-mail attachment

    If an e-mail attachment was synchronized incorrectly, the e-mail itself is available offline. If you need the attachment of the incorrectly synchronized e-mail, you can go to the e-mail filing location via the context menu and download the e-mail and its attachments there via the context menu.

  • Unknown

    If there are unknown synchronization errors, you can also jump to the filing location of the document and download it there, as long as there is an online connection.

Once the favorites have been synchronized for the first time, then all favorites are automatically synchronized each time the desktop application of enaio® webclient is started. In enaio® mobile and the desktop application of enaio® webclient, you can also restart the synchronization at any time by using the Synchronizing function.

Synchronized objects are only available as a copy on the local device. If you make changes to synchronized objects when connected to enaio® server, they will only be saved in the original document. To have these changes on your local device, you will need to:

• restart synchronization of all favorites with the Synchronizing function; or

• log off and log in again; or

• restart the desktop application of enaio® webclient or enaio® mobile.

There are several ways to remove synchronized objects:

1. By enabling the Make favorites available offline option in the settings dialog.

   • Advantage: They will still be tagged as favorites.
   • Disadvantage: Deleting individual synchronized objects is not possible.

2. With the Remove from favorites function in the context menu.

   • Advantage: Deleting individual synchronized objects is possible.

   • Disadvantage: They will no longer be tagged as favorites.

   To remove synchronized objects or favorites from your local device, follow these steps

   1. Select one or multiple synchronized objects you want to delete from your local device (e.g., in the favorites area in the main menu, in a filing location, or in a hit list).

   2. Open the context menu.

   3. Click or tap on the Remove from favorites icon in the context menu.

   The selected objects or favorites are removed from the favorites area and from your local device.

   A message confirms that the synchronized objects have been successfully removed.

If you delete favorites, then you have to repeat the synchronization to ensure the deletion of favorites in the Incorrectly synchronized objects list is taken into account.

Deleting your profile also deletes the data of your synchronized items. The objects are then no longer available in offline mode.

The enaio® webclient browser application does not provide information about synchronized objects.

You can find the following information about synchronized objects in the desktop application of enaio® webclient and in enaio® mobile:

• Synchronized objects column

  The Synchronization column is shown in the favorites list in the favorites area and uses icons to show the status of a successful or unsuccessful synchronization.

  The Synchronization column is not displayed on smartphones. Synchronization information is displayed in the list of synchronized objects below the entries.

• Time of last synchronization

  In the favorites area, you can find information about the current status and the time of the last offline synchronization in the footer of the favorites list.

• Progress of an ongoing synchronization

  During an ongoing synchronization, the progress of the synchronization is shown as a percentage in the footer of the favorites list in the favorites area.

• Synchronization overview

  You will find the Synchronization overview in the More actions menu in the favorites area. The following information is displayed in the synchronization overview:

  • Storage usage for synchronized index data

  • Storage usage for synchronized index data

  • Available storage space

  • Number of documents to be synchronized

  • Failed documents

• Incorrectly synchronized objects

  You can access the Incorrectly synchronized objects list in the More actions menu in the favorites area by clicking or tapping on Review synchronization problems. This offers you an overview of the objects that were not fully synchronized, including an error category. The Review synchronization problems function is only available if a synchronization failed.