What is offline syncing?
If your FileMaker database is hosted, accessing it requires a continuous internet connection both for the server it’s hosted on, as well as for whichever device the end user is accessing it through. But what happens if the end user isn’t able to have a stable internet connection if they have it at all? Offline synchronization allows users to make changes to a localized copy of a database, and then synchronize these differences to the main database when they’re able to again have a stable connection.
FileMaker’s native Import Records feature does allow users to sync records that were created offline. However, it’s intended more for one-off uses rather than ongoing offline synchronization. It can require a significant amount of time to sync, and only works well at the single-user level.
Here at PK Information, we recommend MirrorSync by 360Works for clients that need offline synchronization for their business model—of which there are several we work with. We highly recommend working with a developer to set it up in your environment, as any customization can increase the complexity significantly. However, it creates a consistent user experience allowing business operations to continue as normal—while also giving users freedom and control over their data.
What are offline synchronization use cases?
Access where there is no access.
According to Pew research, there is a sizable gap between rural, suburban, and urban Americans who have adopted broadband (or higher speed) internet. In 2019, 63% of rural Americans reported having broadband internet at their home. This was a sizable increase for the only 35% of them who had it in 2007. But even with this increase in internet adoption, only 41% of rural Americans reported not having problems accessing high-speed internet in their community. While they scored better, 43% of urban and 36% of suburban Americans had some type of problem accessing it in their respective local communities.
We care about this data because it can be easy for those of us in cities to presume that everyone everywhere has adequate internet access—but that’s not the case. The COVID-19 pandemic has certainly simultaneously highlighted how many careers are able to successfully transition to remote work, as well as how many children don’t have adequate or even any internet access at their home for school activities.
If your organization’s work is dependent upon going where your clients are, it’s imperative to presume you’ll be without internet access on a semi-regular basis. Engineers doing disaster relief, medical practitioners providing in-home care, and agricultural productions and transportation can all attest to this. Simultaneously, so can commuters that frequently fly, use metro systems, or travel by train.
Implementing offline synchronization allows your company to continue operating even when your employees don’t have any internet connection. They can add details and information to their localized database copy while also referencing previous imputed information and notes. Then when they resume having an internet connection (such as returning to a place with mobile data coverage, or their office), record changes they’ve made can sync up while any changes made to the server database during their period offline are able to sync down to their device for up-to-date information on both ends.
Consistency in the midst of inconsistent connections.
The only thing worse than hotel coffee is hotel Wi-Fi. Low speeds that are made worse in the evening when more guests are online, time restrictions, and long ping times are all notorious hallmarks of these networks. Alternatively, perhaps you’re using a smartphone or tablet with a data connection, leaving you at the mercy of your service provider’s coverage map and throttle limits.
If you’re working from an environment that has inconsistent network connectivity and frequently loses connection completely, offline synchronization can help bridge this gap. Rather than continually reconnecting to the database and potentially losing data due to unexpected drops, simply switch to working offline and synchronize when you regain consistent internet access.
Security for insecure locations.
Even when a stable internet connection is available, it’s not always trustworthy to rely upon. More and more businesses offer free wifi as an enticement for their patrons. While it's trustworthy enough to surf social media or work on your novel, these aren’t wise networks for sensitive data. Wifi networks can easily be spoofed by individuals with nefarious intentions in what’s called a man-in-the-middle attack.
If you’re working with financial details, trade secrets, personally identifiable information, medical records covered by HIPAA, or other information that would be detrimental to leave your organization, connecting to a free wifi network is a considerable security risk. Similar to when you have an inconsistent network connection, we recommend going into your offline mode to make updates to your database, then synchronizing when you’re on a secure network.
Offline synchronization is a powerful tool that allows your organization to continue operating no matter where the job may take employees—and doing so in a safe manner that protects your data. If you consistently need to work on the go outside of a home or corporate office, it’s a worthwhile investment for your database infrastructure.
PK Information is a FileMaker-certified development agency serving the Tampa Bay, Miami Lakes, and Knoxville regions. We believe software should work the way you do, with business priorities first and technology second.
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