What documents appear in the Offline Sync?

Leo Comia Updated by Leo Comia

Permission required: Prompt Admin, Admin

Overview

The Prompt Offline Sync solution downloads a copy of selected organisational data and documents from the main Prompt environment so they can be accessed during internet outages or disaster recovery scenarios.

The Offline Sync Agent runs on a scheduled task and retrieves documents from the Prompt API, storing them locally on the Offline server.

This article explains which documents are included in the Offline Sync package.

Documents included in the Offline Sync

The Offline Sync Agent downloads active documents that belong to your organisation and meet the following conditions:
  • The document is Active in Prompt
  • The document belongs to your organisation’s departments and sections
  • The document is not located in a Restricted Location
  • The document is not marked as Private
  • The document’s Last Updated Date is newer than the last sync time

During the initial sync, all eligible active documents for the organisation are downloaded.

During subsequent sync cycles, only documents that have been updated since the previous sync are downloaded and replaced locally.

Documents NOT included in the Offline Sync

The following content will not appear in the Offline environment:
  • Documents that are Disabled, Archived, or Deleted
  • Draft documents that are still in the drafting or approval process
  • Documents belonging to other organisations
  • Documents stored in a Restricted Location
  • Documents with visibility set to Private
  • Any document content requiring live system functionality
Documents located in Restricted Locations or marked as Private are intentionally excluded to ensure sensitive or access-controlled content is not replicated to the Offline environment.
Because the Offline solution is designed for disaster recovery access, only published organisational documents that are broadly accessible are synchronised.

How the Offline Sync determines which documents to download

The Offline Sync Agent uses a stored variable called lastSyncTime in the local database.

During each sync:
  1. The agent sends a request to the Prompt API.
  2. The API generates a package of documents where:
    • The document is active
    • The document is not restricted or private
    • The Last Updated Date is later than lastSyncTime
  3. The generated package is downloaded and stored on the server.
  4. The lastSyncTime value is updated once the sync completes.

This ensures the offline environment always contains the latest available eligible documents without re-downloading the entire document library each time.

Where offline documents are stored

C:\ProgramData\Prompt\PROMPT.Offline\Documents

This folder contains the document files used by the Prompt Offline Website interface.

Important notes

  • The Offline environment is not intended to replace the live Prompt system.
  • Some functionality (such as internal document links or system integrations) may still point to the live environment and may not function when offline.
  • The Offline solution is designed purely for access to documents during outages or disaster recovery situations.

 

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