1. Purpose of Maintenance Mode
The Maintenance Mode allows the application to be temporarily “frozen”. During this period:
- Users cannot make changes (e.g. editing invoices)
- Invoices remain read-only only
- It is still possible to perform approvals via workflow
- Interfaces to the ERP are blocked (no import/export/transactions)
- Access to the system can optionally be fully restricted
This functionality is intended for:
- Planned maintenance
- Daily closing times (e.g. at night)
- Non-working days (e.g. Sunday)
- Preventing unwanted changes during critical processes
2. Access and permissions
Maintenance Mode is only available to users with the permission:
admin:can_edit_maintenance_mode
Users with this permission:
- Can configure maintenance mode
- Can (de-)activate maintenance mode
- Can always log in (also during maintenance)
- They then have access to a limited interface to disable maintenance mode
3. Functionality overview
3.1 What happens during maintenance?
During an active maintenance mode:
- Editing data is not possible
- Interfaces (import/export/ERP) are not executed
- Processing of the mailbox and e-invoices is paused
- Users see notifications that the environment is in maintenance
3.2 Optional behaviour
Depending on the configuration:
-
Login blocking
- Users cannot log in temporarily
- Active sessions are terminated at the start of Maintenance Mode
4. Setting up Maintenance Mode
4.1 Navigation
Go to:
Setup → Maintenance Mode
Here you will see:
- An overview of all configured maintenance periods
- The option to add new or edit existing ones
4.2 Scheduling a new Maintenance Mode
When creating a maintenance mode you configure:
1. Type of maintenance
You have the choice of:
A. One-time (Once)
- Start date + time
- End date + time (optional)
Use for:
- Planned maintenance
- Releases
B. Recurring
- Select days (Monday to Sunday)
- Set time blocks (e.g. 00:00 – 05:00)
Use for:
- Daily closing
-
Non-working days
2. Description
The description field is a free text field for explanation, for example:
- “One-time maintenance”
- “Daily nightly maintenance period”
- “Sunday closed”
3. Functionalities to block
Blocked by default:
- Mailbox processing
- E-invoices
- Import interfaces
- Export interfaces
Optional blocks:
- Block user login
- This also closes all active sessions of users as soon as Maintenance Mode starts
4. Save
Click Save to activate the configuration.
5. Behaviour for users
5.1 Prior to maintenance
Users receive warnings:
- 1 hour beforehand
- Then again at:
- 30 minutes
- 15 minutes
- 10 minutes
- 5 minutes
- 1 minute
5.2 During maintenance
Desktop/Mobile
- Pop-up indicating the system is in maintenance
- Editing not possible
- Read-only allowed (unless login is blocked)
- Workflow processing continues to work (unless login is blocked)
Login behaviour
- Login screen shows:
- Start and end time of maintenance
- When login is blocked:
- No access possible
- Admin users:
- Can still log in
- See only the maintenance screen
- Admin users:
- No access possible
6. Interfaces and integrations
During maintenance mode:
- ❌ No import/export tasks are performed
- ❌ No ERP transactions
- ❌ No workflow export calls
- ❌ Backend tasks stop
This ensures that:
- No data inconsistencies arise
- ERP systems are not burdened during maintenance
7. Manually ending maintenance
If necessary, maintenance can be ended earlier (by an authorised user):
- Go to Maintenance Mode
- Open the active configuration
- Disable it (unfreeze)
This is especially useful when:
- No end time is set
- Maintenance is finished earlier
8. Logging and auditing
All maintenance configurations:
- Are stored in audit logs
- Are traceable (who, when, what changed)
9. Best practices
- Schedule maintenance outside working hours
- Inform users in advance
- Use recurring mode for fixed time slots
- Test settings first in a test environment
10. Summary
Maintenance Mode offers:
- Full control over system behaviour during maintenance
- Protection against unwanted changes
- Stability towards ERP integrations
- Flexible scheduling (one-time or recurring)