Overview
Offline access in Aspire Mobile CRM helps you keep working when you lose your connection. Aspire Mobile stores the contact and property records you've already opened, so you can review them in the field.
This article explains what's stored on your device, how long it stays there, and what happens to changes you save offline.
Who this affects: Account Managers, Sales Reps, and Crew Leaders who use the Contacts and Properties modules.
Things to know
Only records you've already opened are stored on your device. Records you haven't opened in 30 days are removed from your device.
Aspire Mobile doesn't download your full contact or property list.
Changes you save offline sync to Aspire Cloud the next time you connect.
You must log in with a PIN to use Aspire Mobile offline.
Requirements
A user role with Contacts or Properties selected in the Mobile section of your user role configuration. For more information on mobile permissions, visit Defining Role Permissions in Aspire.
At least one sign-in while connected, so your device is authorized.
A PIN. Offline sign-in uses your PIN, not your email and password.
How it works
Aspire Mobile CRM follows three rules: it stores what you open, it removes what you stop using, and it queues what you change.
Storing records on your device
When you open a contact or property while connected, Aspire Mobile saves that record to your device.
When you open a record you've never opened before, you need a connection.
Your branch access determines which properties you can open, and so which ones you can store. With single-branch access, you see only that branch's properties.
When you search while offline, your results include only the records already stored on your device.
Note: Issues on a property you've opened are available offline.
Removing records you haven't used
When you haven't opened a record for 30 days, Aspire Mobile removes it from your device.
Opening a record restarts its 30-day period.
Aspire Mobile checks for unused records when you log in or force a sync.
Changes waiting to upload are never removed.
Removing a record from your device doesn't change or delete it in Aspire Cloud.
After a record is removed, you need a connection to open it again.
Saving changes offline
When you save a change without a connection, Aspire Mobile adds it to the sync queue.
When your connection returns, queued changes upload to Aspire Cloud.
Queued changes stay on your device until they upload.
Important: Keep the app open while records upload. Closing the app disrupts the sync.
What you can do offline
Properties
You can view, edit, and create properties.
Industry, Lead Source, and Primary Contact can't be changed offline. If a field has a value, it displays dimmed. If it's empty, it reads Unavailable offline.
All other fields stay editable, including Branch and State.
Issues on a property
You can edit, complete, and delete issues.
Assigned To and Category can't be changed offline.
An issue's status changes only when you complete it.
Contacts
You can view and edit contacts you've already opened.
You can create new contacts. They sync to Aspire Cloud the next time you connect.
Record lifecycle
A CRM record moves through these states on your device:
Not stored — you've never opened this record on this device. You need a connection to open it.
Stored — you opened the record while connected. You can view it offline.
Queued — you saved a change while offline. The change is waiting to upload.
Synced — your change uploaded to Aspire Cloud and appears on mobile and desktop.
Removed — you haven't opened the record in 30 days. It returns to Not stored.
Behavior notes and exceptions
Dynamic translation. Translation isn't available offline. You need a connection to translate notes and comments.
Signing in. Your first sign-in on a device must be online. After that, you can sign in with your PIN while offline.
How this displays in Aspire Mobile
The cloud icon appears in the top toolbar only while data is syncing or queued to sync.
A line through the cloud icon means your device has no network connection.
The cloud icon opens the sync status queue, which lists the items waiting to upload.
An offline message displays when you refresh without a connection.
A timestamp shows your most recent sync on key screens.
If you open the Properties list offline with no stored properties, you'll see Property search is currently unavailable. Please go online to browse properties.
If an offline search finds nothing, you'll see No properties match your search. Try checking your spelling or using different keywords.
Tip: Before you head into an area with poor service, open the records you'll need. Each record you open is stored for offline use.
Why this matters
Knowing what's stored on your device tells you what you can rely on in the field. Opening records before a visit is the difference between having customer details on-site and not having them.