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Trust me we all know about the offline feature of Dynamics 365 Mobile App. And if you ask even experienced Dynamics consultants on how to enable an entity for offline, the answer you get is you need to open the entity customizations and enable the below options.
In organization data download filter, you can define the filter criteria for data sync in mobile offline. So for the below filter, only accounts which are active and created in last 20 days shall be downloaded and available for mobile offline.
Till this point, almost everyone is aware. What is missed out is the Mobile Offline Profiles. Surprisingly it’s so much less discussed that many are not aware of it. But the fact remains that 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.
So let’s see, how you can accomplish the same.
Go to Advanced Settings –> Mobile Offline
You may already find some profiles there but let’s start with a simple profile.
I enter a name for the profile – “Sample Offline Profile” and save the record. Here I will only show for account record. However you should do the following steps for all the entities which you want to enable for mobile offline sync.
Click on plus icon in “Mobile Offline Profile Item Details” to create a new Mobile Offline Profile item.
Observe I am using “All Records” as option here for data which will be downloaded. However one very important point here – The actual data available for mobile offline sync shall be the intersection of the filters specified in Offline Profile + Filter in organization data filter. If you remember the screenshot above, we have specified the filter there as active accounts created in last 2o days. Hence that shall be respected.
You have other options like “Other data filter” and “Custom data filter” using which you can specify custom filter rules.
I save the record. Now the “Mobile Item Profile Offline Association Details” grid becomes activated. In this grid, you can define the related data for account which can be enabled for mobile offline. For example, you want to download the active contact records for each account, we can define that using the below configuration.
You can create additional filters on the related records as well.
So we are all set for Account Entity here.
Now the final step is to assign users to this Offline profile. You can add users using the Users grid on the right.
The user “Chandana” is added to the profile. Please note that a user can be added to only one mobile offline profile.
And before I end, you remember the Organization data filters that you configured using the entity customization screen. Well, the same is present on the “Mobile Offline Profile Item” record for Account Entity that we just configured.
You can manage the same from here as well. Please note that to remove an entity from Mobile offline capabilities, you need to remove them from Mobile Offline filters where it is being referred.
Hope this helps!
Debajit Dutta
(Microsoft MVP)