Offline Mode - Best practices. Thirteen things to know about offline mode

Best practices. Thirteen things to know about offline mode

Offline mode allows users to access the software without an internet connection for up to a maximum of 7 consecutive days before they are required to log in again online to authenticate their subscription. Logging in online resets the count to 7 for the next time you go offline.   

To use Voyant offline, you must have offline mode enabled for your computer and you must enter an offline passcode to unlock the software and access your local store of client cases. We use offline passcodes as a security precaution, to prevent anyone from accessing your client cases were your computer fall into the wrong hands.

There are few important things to note about offline mode and best practices to follow when using it. All of this may appear a bit daunting but most of this is common sense once you understand how offline mode operates.

 

1. Choosing an Offline Passcode

The offline passcode (password) could match your regular Voyant password. This passcode is encrypted and stored securely on your computer. We generally recommend that the offline passcode and your password match to avoid any future confusion. This is however strictly up to you.

 

 

 2. Offline mode is enabled and passcodes are stored on computers individually, by user account

Offline mode is enabled for computers individually. If you will be possibly using Voyant offline on multiple computers, be certain to enable offline mode and set the offline passcode for your account on each of these computers.

Offline passcodes are also stored on computers by user account. For example, if you use a laptop that is shared by other Voyant users at your firm, your offline passcode is usable only when logging in using your user account. If another user needs to use the software offline on the same computer, using their own user account, he or she would need to set an offline passcode for their own account.

 

3. After initially setting up offline mode, test it

After you have first enabled offline mode, try testing it.

1. Close Voyant.

2. Unplug or temporarily disable your internet connection.

3. Reopen the software whilst offline. Click the desktop link to open Voyant.

4. Sign in  using your Voyant user name and password.

The software will attempt to connect to our servers. Once it finds that a connection cannot be established, you will be prompted to enter an offline passcode.

5. Enter your Offline Passcode, which you set earlier.  

6. Once the Open Client Record dialogue displays, check the My Clients tab. Verify that you can open any one of these client files.

 

4. The My Clients tab displays the client files that will be available to you when working offline

The Open Client Record dialogue’s My Clients tab shows not only the client files owned by your user account, it also shows the files that will be available to you when working offline. The All Clients tab, by contrast, shows records stored on our servers. These may be a mix of your own records, those created and owned by your user account, and files created and owned by your colleagues that you are allowed to access.

How do you move a record, perhaps one created by a colleague, onto the My Clients tab to access it offline? See the instructions on How do you move a record, perhaps one created by a colleague, onto the My Clients tab to access it offline? See the instructions on how to grant colleagues offline access to your client records.

 

5. Client files that will be available to you offline are noted with an asterisk

Client files that will be available offline are marked with an asterisk on the Open Client Record dialogue.

 

6. Test for client file access before going offline

As a rule, we generally recommend that you run a similar test prior to taking the software offline. While you are still at a location with internet access, take your software offline, enter your offline passcode, and confirm that the desired client file can be opened. We recommend that you test for access while an internet connection is still available because once offline, there is no way to synchronise with the servers or to troubleshoot any problems.

 

7. Updates when working offline? Bring the computer online as soon as internet access is available

When working offline, be sure to save your changes. As a best practice, always reopen the computer once an internet connection is available again, whether updates were made or not. Log into the software and allow it to synchronise your files with the Voyant server. Allowing the software to synchronise will ensure that any work done on computer, changes made originally offline, will later be available on other computers. 

 

8. Always follow the online-offline-online rule

When you plan to use Voyant offline, always follow the online-offline-online rule.

1. On the computer that you plan to take offline, open the software online before leaving to go offsite. Open the software by clicking the desktop link to Voyant, not by logging in through our website. Sign into the software, allowing it to automatically synchronise client files with our servers.

2. Close the software.

3. Use the software offline and save any changes made to your client's case.

4. Reopen Voyant (on the same computer) and log into the software as soon as you are in a location where internet service is available (e.g. at the office, at home).

Logging in online allows the software to synchronise with our servers and loads any unsaved changes to the client case, made from other computers, onto the computer that is about to be taken offline.

Also, opening the computer online validates your licence with our servers, renewing your 7 day offline  usage maximum. Users who forget to log in on a computer since they last took it offline may be unpleasantly surprised to find that they are well past the 7 consecutive day count and are not allowed to open the software in offline mode before first connecting with our servers.  

Once you have used the software offline, save any changes, and close the software

As soon as you return to a location with internet access, open the software online. Doing so will ensure that any changes made offline are uploaded to our servers and are available for access on other computers. Also and perhaps most importantly, logging in again ASAP ensures that your offline day count is refreshed for the next time you need to use Voyant in offline mode on this computer.  

 

9. Offline Access is Limited to 7 Consecutive Days

The software can be used in offline mode for only up to a maximum of 7 consecutive calendar days, after which you will be required to log in online and confirm your account credentials. The 7 calendar day countdown begins as soon as you login offline. This countdown runs for seven consecutive days following login, not seven days of usage. The countdown continues regardless of whether you are using the software during this time. After seven days is up, you must log into the software online. Once you have connected to our servers, the offline usage count is set to zero.

Important Note:  Offline Usage Countdowns are Tracked and Reset on a per Computer, per User Account Basis

Licence validations and offline usage countdowns are tracked on a per computer and per user account basis. For example,  you used Voyant today offline on a laptop. When you logged on in offline mode, a 7 day usage countdown began for your user account on that laptop. Logging into Voyant from another computer, a desktop computer at work , for example, would not reset the offline countdown for the laptop. You must log into Voyant online again on the laptop, using your user account, to reset the offline usage count to zero on that computer.

Tip: This seven day limit is another good reason to log in again once an online connection is available. Once you log in online, the offline usage day count is reset to zero, readying the software for the next time you need to use it in offline mode. If you sign in online again as soon as possible, after having used the software offline, you should never run afoul of the 7 day limit.

 

10. Offline mode can only be enabled initially online

Offline mode can only be enabled, initially, when online, either when installing the software or by visiting the software's Preferences (the cog icon, top-left) > System Preferences > Application Preferences. Offline passcodes can only be reset after logging into the software, online or offline. Setup takes only seconds and only needs to be done once for your user account on a given computer, so be sure to enable offline mode before you need it.

 

11. Offline Passcodes can only be changed after logging into the software, online or offline

To reset an offline passcode, you must be able to first log into the software. This is to say that you must be online or if offline, you must be able to enter your original offline passcode to open the software and reset your passcode.

Passcodes are reset by signing into the software, selecting and opening any client record, and clicking the Preferences link in the bottom-left corner of the software's navigation. In System Preferences (on the left side of the screen), expand the Application Preferences panel. Verify that Enable Offline Mode setting is ticked. Then enter and confirm the offline passcode. Remember that passcodes are case sensitive.

 

12. Remember your passcode. There is no password reminder mechanism for offline passcodes.

There are no password reminder mechanisms for offline passcodes. You must remember your passcode and remember that passcodes are case sensitive. Once you are working offline, our support staff will be unable to assist you with a forgotten offline passcode since these codes are stored only locally.

 

13. Haven't used the software offline in some time? Test offline mode before going offline.

If you haven’t used the software offline in some time, it is best to test it in offline mode when you are in a location that still has internet access. This will give you the opportunity to connect to our servers, sign in online and reset your offline passcode if you have forgotten it.

1. First, open Voyant online by clicking the desktop link to the software.

2. Sign into the software and allow it to automatically synchronise with the Voyant servers.

3. Close Voyant.

4. Unplug or temporarily disable your internet connection.

5. Reopen the software whilst offline. Click the desktop link to reopen Voyant.

6. Sign in using your Voyant user name and password.

The software will attempt to connect to our servers. Once it finds that a connection cannot be established, you will be prompted to enter an offline passcode.

7. Enter your Offline Passcode, which you set earlier.  

8. Once the Open Client Record dialogue displays, check the My Clients tab. Verify that you can open the client file you intend to access offline.

 

Related Topics

Offline Mode - Set up the software for occasional offline use, set an offline passcode

 

For Further Reading

For more information on offline mode, view our offline guide.