⚙️Mobile Sync Settings
Overview
ScribeWare syncs your reports and media (photos, videos, documents) with the cloud so that all of your devices stay up to date. The sync settings let you control when and under what conditions that syncing happens — useful for managing cellular data usage and battery life.
All of these settings are found in the app under Settings > Data Syncing Rules.
The Sync Status Screen
The Sync Status screen gives you a real-time view of everything ScribeWare is currently transferring. You can reach it by tapping the sync activity icon in the app. It shows three sections:
Devices — the devices connected to your account and their current upload/download speeds
Uploading Files — files queued or actively uploading to the cloud, with a progress bar and estimated time remaining
Downloads — files being downloaded from the cloud to your device, with progress and estimated time remaining
The Sync Now Button
Each device listed in the Devices section has a Sync Now button. Tapping it forces an immediate upload attempt for all files currently in the upload queue — bypassing the normal polling interval the app uses to check for work.
When is this useful?
ScribeWare automatically syncs in the background while open, but it checks for work on a regular timer. If you've just added photos or made changes and want them uploaded immediately without waiting for the next automatic check, tapping Sync Now kicks it off right away.
What it does and doesn't do:
It triggers an immediate upload of any files waiting in the queue — it does not change or override your sync settings.
If sync is currently blocked (e.g. you're on cellular with "Require WiFi for ALL syncing" enabled, or you have sync set to Never), tapping Sync Now will still not upload — the underlying restriction is still in place. The button will show a loading indicator while the sync attempt is in progress and automatically clears once complete.
It only affects uploads (files going from your device to the cloud). Downloads happen separately and are not triggered by this button.
Report Display Range
Setting: How many days of reports do you want to see when you first open the app?
This controls how many days worth of reports ScribeWare loads on the home screen each time the app opens. For example, if set to 3 (the default), the app shows reports scheduled within 3 days before and after today's date.
Effect on behavior:
Loading reports: A larger number means more reports are fetched on startup, which takes longer. If your home screen feels slow to load, try reducing this number. If you frequently work on older or future-dated reports, increase it.
Publishing & syncing: No effect. This setting only controls which reports are displayed on the home screen, not how they sync.
Data Syncing Rules
Keep Device Awake Until Sync Is Complete
Setting: Keep phone/tablet awake until sync is complete
When checked, ScribeWare will prevent your device screen from turning off while it's the active foreground app and still has media (photos, videos, documents) waiting to upload to the cloud.
Effect on behavior:
Uploading media: Keeps the upload running at full speed by preventing the device from sleeping mid-transfer.
Battery: Uses more battery since the screen stays on. When you need to conserve battery, leave this unchecked — uploads will still complete whenever the app is open, just potentially more slowly.
Override: Manually turning off your screen or switching to another app will override this setting regardless.
Always Show Image Sync Status
Setting: Always show image sync status
When checked, every photo and video in a report will display a small icon indicating whether it has been synced to the cloud or is still waiting to upload.
Effect on behavior:
Loading reports / viewing media: Purely visual — adds sync status indicators to all images so you can quickly see which ones haven't uploaded yet.
No effect on how or when syncing actually happens.
Sync Rules by Report Type
ScribeWare has separate sync rules for Single-Inspector reports (reports with only one inspector) and Multi-Inspector reports (reports where multiple inspectors are collaborating). This lets you set stricter data-saving rules for solo reports while keeping multi-inspector reports syncing more aggressively (since other inspectors may be waiting for your changes).
Each report type has the same set of options, described below.
Sync Override: Always / Sometimes / Never
Setting: [Single/Multi]-Inspector reports should sync with the cloud... Options: Always | Sometimes | Never
This is the top-level switch for whether a report type syncs at all.
Always
Sync happens unconditionally — ignores WiFi and power requirements below. All sub-options are disabled.
Sometimes (default)
Sync happens when the conditions set by the checkboxes below are met.
Never
Sync is completely paused for this report type. No uploads or downloads will occur.
Effect on behavior:
Always: Reports, media, and all data sync as soon as an internet connection is available, regardless of WiFi or battery status.
Sometimes: The WiFi and power checkboxes below become active and determine when sync is allowed.
Never: ScribeWare will not upload new photos/changes or download updates from other inspectors for this report type. Use this if you want full manual control or need to conserve data.
Important for Multi-Inspector reports: If set to Never, you will not receive updates from other inspectors working on the same report, and they will not receive yours, until you change this setting back.
Require WiFi for Media Syncing
Setting: Require WiFi for media syncing
When checked, photos, videos, and documents will only upload/download over a WiFi connection. Report data (text, annotations, report structure) can still sync over cellular data.
Effect on behavior:
Loading reports: Photos and videos from other inspectors will not download over cellular — you may see placeholder icons until you connect to WiFi.
Publishing: You can still publish a report over cellular, but if photos haven't been uploaded yet, the publish may be incomplete or fail.
Uploading media: New photos you take will queue up and wait until a WiFi connection is available before uploading.
Data savings: Good choice if you're on a limited cellular plan but still want report text to stay current.
Require WiFi for ALL Syncing
Setting: Require WiFi for ALL syncing
When checked, nothing syncs over cellular — neither media nor report data.
Effect on behavior:
Loading reports: No new reports or updates from other inspectors will appear until you're on WiFi.
Publishing: Publishing is blocked on cellular. You will see an error message if you attempt to publish without WiFi.
Uploading media: All uploads are paused until WiFi is available.
Maximum data savings: Best for users on strict data caps who only want syncing to happen at home or on a known WiFi network.
Note: Checking Require WiFi for ALL Syncing automatically includes media, so the "Require WiFi for media syncing" option is greyed out — it's already covered.
Require Plug-in Power for Media Syncing
Setting: Require plug-in power for media syncing (conserves battery)
When checked, photos, videos, and documents will only upload while your device is plugged in and charging. Report data (text, annotations) can still sync on battery.
Effect on behavior:
Loading reports: Photos from other inspectors will not download unless plugged in.
Publishing: You can publish a report on battery, but media must already be uploaded (or you must be charging) for a complete publish.
Uploading media: New photos queue up and wait until you plug in your device.
Battery savings: Good for field work where you take many photos during the day and want uploads to happen overnight while charging.
How Settings Combine
The WiFi and power settings work together. For example, if you enable both Require WiFi for media syncing and Require plug-in power for media syncing, media will only upload when you're both on WiFi and charging.
The Always / Sometimes / Never override takes priority over everything else:
Always overrides all WiFi and power requirements — syncing happens regardless.
Never overrides all WiFi and power requirements — syncing is completely paused.
Sometimes means the WiFi and power checkboxes are what determine whether sync happens.
Quick Reference
Sync everything as fast as possible
Set both report types to Always
Save cellular data but keep text syncing
Enable Require WiFi for media syncing
Save all cellular data
Enable Require WiFi for ALL syncing
Save battery during the day, sync overnight
Enable Require plug-in power for media syncing
Pause all syncing temporarily
Set to Never (remember to switch back!)
Force an immediate upload right now
Open the Sync Status screen and tap Sync Now
See which photos are still waiting to upload
Enable Always show image sync status
Speed up large uploads
Enable Keep device awake until sync is complete
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