Understanding offline access
In a nutshell
The Zoho Creator mobile application supports offline access on iPhones, Android phones, tablets, and iPads. It does this by caching forms and report data, allowing users to view and interact with them without an internet connection. Any records submitted while offline are automatically synced once the device reconnects to the internet. Offline reports also remain accessible at any time, enabling users to view records even when offline.
Availability
- Only in the Creator mobile application on iPhone, Android, and tablets
- Across all plans of Creator
1. Offline access
Zoho Creator enables users to access forms and reports offline through its mobile app, which is available on iPhones, Android devices, tablets, and iPads. This feature ensures uninterrupted access to key application components, even without an internet connection.
When a user opens an application in the Zoho Creator mobile app, data is typically retrieved from the cloud. However, if the device is offline and cannot communicate with the server, Zoho Creator's offline capabilities allow continued access to specific components.
By enabling offline access for select forms and reports, these components are cached locally on the user's device. This allows users to:
- Access the form and submit entries when offline
- View and edit form entries submitted offline before the device goes online
- View report data when offline
Any data entered or changed while offline is automatically added to the report once the device reconnects to the internet. This functionality is especially useful when accessing the application in remote locations or areas with an unstable internet connection, providing users with a reliable and seamless experience.
Syncing offline components
Offline components are synced periodically to reflect updates made in the live application. By default, the Zoho Creator mobile app automatically syncs offline components every 24 hours to ensure they remain consistent with their live counterparts. Users can also manually initiate a sync to update offline data with the latest changes.
For example, if a form is configured for offline access and later modified by a developer or admin (e.g., by adding new fields), those changes will not be reflected offline until the next sync is completed. Similarly, for offline report components, only the records available at the time of the last sync will be accessible. Any new records added afterward will not be visible offline until a subsequent sync is performed.
Click here to learn how to sync offline components.
Platform-specific sync behavior
- For iOS devices: The Zoho Creator app must be active for automatic syncing of records to occur.
- On Android devices: Automatic syncing takes place when the device comes online, regardless of whether the app is active.
Cached data is refreshed each time the Zoho Creator app is accessed.
Note: All cached data, including cached offline components stored on your device and failed entries, will be removed when a user signs out from the Zoho Creator mobile app. Ensure all data is synced before signing out to avoid data loss.
1.1. Navigation guide to offline access
1.2. Business use case
Case 1
An NGO that conducts surveys using a Zoho Creator application can greatly benefit from the platform's offline access capabilities, especially when operating in rural or remote areas with little to no internet connectivity. By marking the necessary survey forms and reports as offline components in the Zoho Creator mobile app, field staff can access and fill out these forms directly from their mobile devices without needing an internet connection. This allows them to collect responses, capture photos, and record notes on-site. Once the device is back online, all data is automatically synced with the central server, ensuring accuracy and consistency while eliminating the need for paper-based data entry or delayed submissions.
Case 2
Emergency services teams, such as firefighters, paramedics, and disaster response units, operate in critical conditions where internet connectivity may be unavailable due to infrastructure damage or remote location. Using the offline access capabilities of the Zoho Creator application, responders can quickly document incidents, log casualties, capture GPS coordinates, and request resources directly from their mobile devices without relying on a live network. This ensures that essential data is not delayed or lost during emergencies. Once connectivity is restored, all offline entries are automatically synced.
2. Points to note
- Offline access will not be available for forms that include any of the following:
- Formula fields that are dependent on other field inputs—for example, a Total Price field (formula field) that calculates the value based on inputs like No. of Units (number field) × Price per Unit (currency field)
- Integration fields that connect to other Zoho services or third-party applications (e.g., Zoho CRM, Salesforce, QuickBooks)
- Workflows triggered before form submission (actions on load of the form, on user input of a field, and field rules)
- Field properties that depend on a cloud connection, such as Mandatory and No duplicate values, are not validated during offline form submission. These validations are performed only when the device reconnects to the internet and the records are auto-submitted to the server. Learn how to handle errors during validation.
- Syncing is essential to keep offline components up to date with their live versions, as auto-sync occurs only once every 24 hours.
- On iOS devices, the Zoho Creator app must be active for automatic record syncing to occur. On Android devices, records are automatically synced when the device comes online, regardless of the app’s state.
- All cached data, including offline-components cached on your device and its unsynced entries, will be removed when a user signs out from the Zoho Creator mobile app. Ensure all data is synced before signing out to avoid data loss.
- Capturing added location during offline form submission is supported.
- When a report is added as an offline component, records can only be viewed. Other report actions, such as duplicate, edit, delete, and print are not available in offline mode.
3. Related links
What's next
What's next
After understanding how offline mobile access works, the next step is to learn how to add components for offline access in the Zoho Creator mobile app.
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