Offline access
Offline access lets users save selected entries to mobile or desktop devices in advance and view them without a connection to the Passwork server. The list of entries can be created in the web version or an app, but local storage must be enabled separately on each device. Administrators determine which roles can use the feature, the entry limit, and how long data is stored without synchronization.
Use cases
Working in an isolated environment
Goal: give specialists access to credentials in a network that is physically separated from the corporate infrastructure or the internet.
Solution:
Create a dedicated role for specialists who work in the isolated environment, then enable Save entries offline in its settings. If necessary, configure an offline storage duration and an entry limit per device.
Add only the credentials required in that environment to the Offline list: for example, access to test servers, network equipment, or security tools.
Before disconnecting from the network, open the Offline section in the desktop or mobile app and enable storage on the device that will be used.
In the isolated environment, specialists can view the saved entries without copying passwords to text files or paper.
Protecting against connectivity outages
Goal: retain access to critical credentials during an unreliable internet connection, network outage, or server unavailability.
Solution:
Identify the roles that require uninterrupted access, such as on-call engineers, system administrators, and shift supervisors.
In the role settings, enable offline access and set a storage duration that matches the acceptable length of an outage.
Ask users to add the necessary entries to the Offline list in advance and enable their storage on work devices.
If the connection is lost, users can switch to offline mode and view the saved entries. Once synchronization resumes, local data is updated and views made offline are recorded in the activity log.
Infrastructure disaster recovery
Goal: provide access to credentials for resolving an incident when the main Passwork server or network is unavailable.
Solution:
Compile a minimal emergency credential set: access to backup servers, routers, management consoles, and backup systems.
Assign the responsible employees a role with offline access and limit the number of entries to the size of the emergency set.
Save these entries in advance on the protected desktop or mobile devices of responsible employees, and regularly confirm that the data is synchronized.
During an incident, use the offline copies to recover the infrastructure. Once connectivity is restored, review the activity log and rotate the credentials used, if necessary.
Access for field engineers
Goal: give engineers access to equipment credentials at remote sites with no reliable connection.
Solution:
Create a role for field engineers and allow it to save offline entries for a limited time.
Before a trip, the employee adds only the entries required for the specific site to the Offline list. In the mobile app, this can be done from the entry card.
Set a small entry limit and storage duration that match the trip, for example, up to 15 entries for 24 hours without synchronization.
When the device reconnects, Passwork synchronizes the data and sends information about views. If it does not connect to the server before the configured period ends, local entry copies are deleted.
Separating offline access for employees and contractors
Goal: allow employees to work without a connection while preventing local entry storage on external contractors’ devices.
Solution:
Place employees and contractors in separate roles.
Enable Save entries offline in the employee role settings, and leave this option disabled for contractors.
For roles that are allowed offline access, set the minimum necessary entry limit and storage duration without synchronization.
Regularly review which entries were saved offline and on which devices to control the distribution of local copies.
FAQ
Where is offline access available?
Saved offline entries are available in the Passwork mobile and desktop apps. In the web version, users can create the list of entries to save, remove entries from it, and view offline-entry information in the Additional access section of a vault or folder.
Can I work with any entry without a server connection?
No. Without a connection, only entries that a user added to the Offline list in advance and saved on the current device are available.
Can I edit entries in offline mode?
No. In offline mode, entries are available for viewing only. Creating, editing, or deleting an entry requires a connection to the server.
Who manages offline access?
Administrators configure offline access for each role: they allow or prohibit entry storage, set the number of entries per device, and limit their storage duration without synchronization. For details, see Offline.
What happens if a device does not connect to the server for a long time?
When the configured offline storage duration expires, Passwork deletes local copies of entries from the device. Once the connection is restored, the entries can be synchronized again.
What happens when a user's access to an offline entry is revoked?
The change is applied at the next synchronization with the server. Until then, the last saved version of the entry can remain available on the device. After synchronization, the entry becomes inactive or is removed from the local cache, depending on the access change.