How to generate offline server document list

Leo Comia Updated by Leo Comia

Overview

If some documents appear to be missing from the offline library, there's a need to create a list of all the files currently stored locally. Comparing this list to the organisation’s master document register helps confirm whether the missing files are expected or require further investigation.

This task is typically carried out by IT administrators.

Steps to generate and send the list:

  1. Open PowerShell on the computer running the Offline Sync Tool.
  2. Navigate to the documents folder: C:\ProgramData\Prompt\PROMPT.Offline\Documents
  3. Run the following command:

    Get-ChildItem | Select-Object Name, LastWriteTime | Out-File -FilePath "offlinedocumentids.txt"
  4. This creates a temporary file named offlinedocumentids.txt in the same folder.
  5. Send this file to support for review.

Very important!

Delete the file after sending it to support. If the file is not deleted, an error will occur. The logs will indicate a “bad file/name” because all documents in the sync folder must follow a strict numeric naming pattern:

  • Numeric only (e.g., 123456.pdf)
  • No letters, symbols, or additional characters
  • Each file name corresponds directly to a unique database ID

The offlinedocumentids.txt file does not follow this pattern, so leaving it in the folder triggers a log error. This is expected and does not indicate a problem. Once the file is deleted, the folder is restored to the correct state, and normal syncing resumes.

Why is this necessary?

  • Each file in the documents folder represents a document ID from the main system.
  • Comparing the local list to the master document register identifies whether missing documents are expected or need action.
  • Document statuses that are not synced offline include:
    • Deleted
    • All Checked-out documents, including Private
    • Draft documents 
    Performing this check ensures any missing documents are either expected or highlight items that require attention.

Additional Notes:

  • Running this check does not modify any actual documents.
  • Errors in the logs caused by leaving the file temporarily are harmless and resolve once deleted.
  • This process helps maintain accurate syncing and ensures the offline library functions reliably.

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