Set up mobile offline synchronization to allow users to work in offline mode on their mobile device

Mobile offline allows your users to use the Dynamics 365 for phones app in offline mode to interact with their data, even when they are not connected to the internet. The Dynamics 365 for phones app provides a rich offline experience and helps you to stay productive. You can use basic commands such as create, read, update, and delete when you are offline. Once you are back online, your changes are automatically synchronized with your Dynamics 365 for phones app.

Note

  • Mobile offline is only available for iOS and Android devices.
  • To use the mobile offline feature, download the latest version of the Dynamics 365 for phones and tablet app from the app store. For iOS, version 13.19043.32 or later is supported; for Android, version 4.3.19043.33 or later supported.

For information on entities and corresponding commands that are available in offline mode, see Mobile offline capabilities and limitations.

To allows users to use this feature, a Dynamics 365 administrator will need to set up mobile offline for their organization.

This offline experience uses Azure services to periodically synchronize entities with the Dynamics 365 for phones and tablets apps so synchronized records are available when users’ mobile devices are disconnected. To enable mobile offline synchronization, follow the steps below.

Step 1: Enable entities for mobile offline synchronization

One of the first things you need to do is enable entities that will be available to mobile users when they're using the mobile app in offline mode. You can disable or enable any of the supported entities for offline mode.

  1. In the Dynamics 365- custom app, go to Settings > Advanced Settings.

    Setting Customizations

  2. Select Settings > Customizations and then select Customize the System.

    Select a Customize the System

Important

  • Ignore the Try New Experience notification at the top. The new experience does not include all the options to set-up mobile offline.
  1. Expand Entities in the left pane.

  2. Select the entity you want to enable for mobile offline (for example, Account).

  3. Under Outlook & Mobile, select Enable for mobile offline.

    Select a Customize the System

  4. Select Organization data download filter to filter the data and set the freshness of the data you want to make available offline. You can set up to three criteria when you define a filter. Select the field to filter by, select an operator, then set a value.

    The entities that are enabled for mobile offline by default have Modified On set for Last X Days = 10, so the data modified or created in the last 10 days will be available for downloading to mobile devices.

  5. Select Save.

  6. When you’re done enabling entities for mobile offline, select Publish so your changes take effect.

Warning

Keep in mind that the amount of data you make available to users while they’re offline can affect the data usage rates for devices on cellular networks. The amount of data depends on:

  • The number of entities you enable for mobile offline.
  • The number of days you specify since records were last modified.
  • The filters you set while creating mobile offline profiles.

Step 2: Create a mobile offline profile to determine what data will be available while offline

You need to create mobile offline profiles for users to configure filters that determine how much of an entity's data (and related entities' data) will be available to the user while offline.

Note

  • A user must have a security role that has Read permissions on the mobile offline profile to be able to use their mobile device in offline mode.
  1. Go to Power Platform Admin center, https://admin.powerplatform.microsoft.com and sign-in as an admin.

  2. On the right, select Environments.

    Select a Environment

  3. Choose an environment and then select Settings.

    Environment settings

  4. Expand Users + permissions, and then select Mobile configuration.

    Mobile configuration setting

  5. On the next screen, select Mobile Offline Profiles.

    Mobile Offline Profile screen

  6. Select New to create a new mobile offline profile. If you already have one that you want to edit, select it from the list.

  7. Enter a name and description for your mobile offline profile. Select Save to create the mobile offline profile so you can continue to edit it.

    Name your mobile offline profile

  8. In the MOBILE OFFLINE PROFILE DETAILS area, select Add Mobile Offline Profile item record to create a new mobile offline profile item. You need to create a mobile offline profile item for each entity you want to make available for this mobile offline profile.

    Enter Mobile Offline Profile Item details

  9. Enter a name and select an entity. Only entities that can be enabled for mobile offline appear in the Entity list.

    Setting Customizations

  10. Select a Data Download Filter based on the ownership type for the entity. Entity ownership is decided when you create the entity. For more information, see Types of entities and entity ownership.

Entity ownership type Available Data Download Filter options
User or Team
  • Download related data only - Make related data for this entity available offline. If you don’t set any relationships, no records for this entity will be available.
  • All records - Make all records for this entity available offline.
  • Other data filter - Make only the specified records for this entity available offline and then choose from the following:
    • Download my records - Make only your records available offline.
    • Download my team’s records - Make your team’s records available offline.
    • Download my business unit’s records - Make your business unit’s records available offline.
Organization
  • Download related data only - Make related data for this entity available offline. If you don’t set any relationships, no records for this entity will be available.
  • All records - Make all records for this entity available offline.
Business
  • Download related data only - Make related data for this entity available offline. If you don’t set any relationships, no records for this entity will be available.
  • All records - Make all records for this entity available offline.
  • Other records - Make only the specified records for this entity available offline and choose from the following:
    • Download my business unit’s records - Make your business unit’s records available offline.
None
  • Download related data only. Make related data for this entity available offline. If you don’t set any relationships, no records for this entity will be available.

Admins can define a custom filter based on the following rules. You can create filters up to three levels.

equal not equal gt – greater than
ge – greater than or equal to le – less than or equal to lt – less than
like not-like in
not-in null not-null
eq-userid ne-userid eq-userteams
eq-useroruserteams eq-useroruserhierarchy eq-useroruserhierarchyandteams
eq-businessid ne-businessid eq-userlanguage
begins-with not-begin-with ends-with
not-end-with
  1. Select Save to create the mobile offline profile item so you can continue editing it.

  2. In the MOBILE OFFLINE PROFILE ITEM ASSOCIATIONS DETAILS area, select Add Mobile Offline Profile Item Association record to create a new mobile offline profile item association. You need to create a mobile offline profile item association for each related record you want to make available offline. In addition, you need to include any related entities in this mobile offline profile.

    For example, if you create a mobile offline profile item association from the Lead entity, you need to add the Lead entity to this mobile offline profile.

    Add Lead entity to offline profile

  3. Enter a name for the mobile offline profile item association, select a relationship, and then select Save.

    When you’re done adding mobile offline profile item associations to the mobile offline profile item, select Save & Close on the MOBILE OFFLINE PROFILE ITEM ASSOCIATION screen.

  4. When you’re done adding mobile offline profile item details to the mobile offline profile item, select Save at the lower right corner of the MOBILE OFFLINE PROFILE ITEM window.

Step 2.1: Add users to a mobile offline profile

Once you have created a mobile offline profile, you can start adding users to the profile.

Note

You can add a user to only one mobile offline profile. Each time user is added to the mobile offline profile, mobile offline profile needs to be published again.

  1. If it’s not already open, open the mobile offline profile you want to add users to.

  2. In the USERS area, select Add User record to add a new user.

    Add a user

  3. Select the lookup field that appears and select a user to add to this mobile offline profile.

  4. When you’re done adding users, select Save icon in the lower right corner of the screen.

Step 2.2: Publish a mobile offline profile

To make a mobile offline profile available to users so they can get the mobile offline experience you've defined for them, you need to publish the profile.

  1. If it’s not already open, open the mobile offline profile you want to publish.

  2. When you’re done adding users and making any other changes to the mobile offline profile, select Publish so the data you specified can start syncing with your users’ mobile devices.

    Publish offline profile

Tip

Solution export and import

When exporting a solution that includes a mobile offline profile, always select the Include entity metadata check box for each entity you export.

After importing the solution into the target organization, publish all mobile offline profiles.

Step 2.3: Set conflict detection for mobile offline

  1. In the Dynamics 365 - custom app, go to Settings > Administration > System Settings.

    Settings pages

  2. To configure conflict resolution behavior, select Mobile Client.

    Set conflict detection for mobile offline

When there is a mismatch of data between client and server, conflict errors occur. To resolve those, you can choose one of the following settings:

  • Select No - Conflict detection for mobile offline is turned off, so whatever changes are made by a user in offline mode are automatically synced to the server when the user is back online, and client wins over server.

  • Select Yes - Server wins over client.

Step 3: Enable the app module for offline

Enable mobile offline for a specific app from MyApps page.

  1. In the Dynamics 365 - custom app, go to Settings > My Apps.

    My Apps in Settings

  2. From the list of published apps, select More Options and then choose, OPEN IN APP DESIGNER to open the app designer to add or edit components.

    Open App Designer

  3. Select the Properties tab and scroll down to select Enable Mobile Offline and then choose a mobile offline profile.

    Enable mobile offline for the app

    Note

    You can add more than one profile for an app module.

  4. At the top choose Save and then Publish.

Mobile offline capabilities and limitations

For information on capabilities and limitations of mobile offline, see Mobile offline capabilities and limitations.