Data Migration / Upload - FAQs
Getting Started & Access
Q1: How do I access the Data Migration module in Smart360?
- Tenant Admin: Can upload and migrate all data types across all utilities
- Utility Admin: Can upload data only within their assigned utility
- Department-specific Admins (CSO, MX, BX, O&M, AX): Can upload data related to their specific department within their utility
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Q2: What types of data can I upload through the migration module? A: Smart360 supports migration for various data types:
- Consumer Data: Customer accounts and profiles
- Meter Data: Meter information, readings, and consumption data
- Service Orders: Work orders and service requests
- Payments: Customer payment history and transactions
- Complaints: Customer support tickets and issues
- Plant Data: Plant configuration and details
- Unit Data: Unit configuration information
- Asset Data: Asset configuration and tracking data
- User Data: System users and administrative accounts
- Billing Data: Billing history and rate structures
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Q3: What file formats are supported for data upload?
A: Smart360 currently supports CSV (Comma-Separated Values) format only. The system enforces this requirement to ensure data consistency and proper parsing. You must use the provided templates to ensure your data matches the expected format and structure.
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
File Upload Process
Q4: How do I start a new data migration?
A: Follow these steps to begin data migration:
- Select your utility (if you're a Tenant Admin)
- Choose the data type you want to upload (Consumer, Meter, etc.)
- Enter a migration name (or system will auto-generate from filename)
- Download the CSV template for your selected data type
- Upload your data file using drag-and-drop or browse functionality
- Proceed through the AI-powered mapping and validation process
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Q5: Why do I need to download a template before uploading data?
A: Templates are mandatory because they:
- Provide predefined column headers for your selected data type
- Include sample data in the first few rows to show expected format
- Ensure data structure compliance and reduce mapping errors
- Help prevent common formatting issues that cause migration failures The system will not allow file upload unless you've downloaded the appropriate template first.
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Q6: What are the file size and record limits for uploads?
A: Smart360 has the following limits:
- Maximum rows: 50,000 records per file upload (to ensure performance optimization)
- File format: CSV only
- File size: While not explicitly specified, the system displays upload progress and handles large files efficiently
- Preview: System shows sample records (e.g., "Showing 5 of 7052 records") to verify data before processing
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
AI-Powered Column Mapping
Q7: How does the AI-powered column mapping work?
A: Smart360's AI analyzes your uploaded file and automatically suggests mappings between your source columns and target system fields. Each mapping receives a confidence level:
- High: Exact name and data type match (e.g., "Consumer ID" → "Consumer ID")
- Medium: Partial name match or compatible data types (e.g., "Cust_ID" → "Consumer ID")
- Low: No name similarity or incompatible data types (e.g., "Billing Address" → "Consumer ID")
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Q8: Can I manually adjust the AI mapping suggestions?
A: Yes, you can manually override AI suggestions:
- Review all suggested mappings and their confidence levels
- Use dropdown selections to change mappings if AI suggestions are incorrect
- Ensure proper field type mapping (Customer ID fields map to appropriate ID fields)
- Note that column mapping is not mandatory - you can skip columns you don't need
- The system shows mapping quality indicators (e.g., "5 High, 2 Medium, 1 Low")
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Q9: What happens if my file has unmapped columns?
A: Unmapped columns are handled as follows:
- System flags "Unmapped field" issues during validation
- You can choose to map these fields to appropriate system fields
- Alternatively, you can leave them unmapped if the data isn't needed
- Unmapped fields won't cause migration failure but may result in incomplete data records
- System provides suggestions for possible Smart360 field mappings
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Data Validation & Error Handling
Q10: What types of validation does the system perform?
A: Smart360 performs comprehensive validation categorizing results as:
- Valid records: Data that passes all validation checks (with percentage)
- Warnings: Non-critical issues that don't prevent migration (with percentage)
- Errors: Critical issues that must be fixed before migration (with percentage)
Specific validations include format issues, data inconsistencies, missing required fields, and duplicate entries.
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Q11: What are common validation errors and how do I fix them?
A: Common errors and solutions:
- Missing Postal Code format: Auto-format data to meet system requirements
- Date format inconsistency: Use standard format YYYY-MM-DD (e.g., 2024-03-20)
- Missing required fields: Enter valid data for mandatory fields like Meter ID
- Duplicate entries: Remove duplicates from uploaded file before re-uploading
- Negative values: Verify readings and enter positive values for consumption data
- Invalid email format: Use correct format xyz@domain.com
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Q12: How do I handle validation errors before migration?
A: Error handling process:
- Review validation results showing error count and types
- Download validation report for offline review
- Use "Fix All Issues" option for batch resolution
- View detailed information for each issue type
- Expand issue sections to see specific invalid records
- Apply auto-formatting where available
- Re-validate after corrections to see updated statistics
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Primary Key Management
Q13: What happens if my uploaded file is missing primary keys?
A: The system handles missing primary keys based on your ONB (Onboarding) settings:
- If ONB has predefined prefix & starting number: System auto-fills missing primary keys using predefined settings and shows preview for confirmation
- If ONB lacks settings: System prompts you to provide prefix and starting number, then generates keys in the specified format
- Required primary keys: Consumer Number (Consumer Data), Meter Number (Meter Data), Asset/Plant/Unit ID (Asset Data)
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Q14: How does the system ensure primary key uniqueness?
A: Smart360 implements several uniqueness measures:
- Checks for duplicate keys within uploaded file
- Validates against existing system records
- Generates sequential numbers to prevent conflicts
- Provides preview for user verification before finalization
- Prevents migration if duplicate keys are detected
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
System Data Mapping
Q15: What is System Data Mapping and when is it required?
A: System Data Mapping appears only when mandatory system data is not mapped during the initial column mapping process. For example, if a Plan is required for consumer data but wasn't mapped during field mapping, this screen allows you to:
- Map missing mandatory system data
- Select appropriate data from tab sections
- Search and filter data across all columns
- Assign selected data to data rows
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Q16: Can I proceed without completing System Data Mapping?
A: No, all mandatory system data must be mapped before proceeding to the next step. The system:
- Shows overall progress of mapping completion
- Requires 100% mapping completion for mandatory fields
- Blocks progression until all required data is properly mapped
- Provides clear indication of what still needs to be mapped
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Migration Process & Progress Tracking
Q17: How do I monitor migration progress?
A: Smart360 provides real-time progress tracking:
- Total records: Shows total number to be processed (e.g., 2,897 total)
- Current progress: Displays both numerical (375 of 2,897) and percentage (13% Complete)
- Progress bar: Visual representation of completion status
- Success/Error counts: Tracks successful migrations (367) and errors (8)
- Timestamped logs: All activity logged with timestamps [HH:MM PM]
- Error logging: Specific row numbers and error messages captured
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Q18: What happens to failed records during migration?
A: Failed records are handled systematically:
- Error logging: Each failure recorded with specific row number and reason
- Error report generation: Downloadable CSV with failed records and error descriptions
- Original data preservation: Failed records maintain original data for correction
- Separate processing: Failed records don't affect successful migrations
- Re-processing option: Correct errors and re-upload failed records
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Reports & Post-Migration Analysis
Q19: How do I access and download error reports?
A: Error reports are available when migration failures occur:
- Download option: Available in Excel (CSV) format when errors exist
- Disabled when no errors: Download option unavailable if migration is 100% successful
- Detailed information: Each row shows failed record with specific error description
- Original data included: Shows original entered data plus error description column
- Filterable data: Only includes non-migrated data with error messages
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Q20: What does a typical error report contain?
A: Error reports include specific columns and information:
- Original data columns: All fields from uploaded file
- Error Description column: Detailed explanation of failure reason
- Row identification: Specific record that failed
- Actionable information: Clear guidance on how to fix each error Example: "Consumer No is required and cannot be empty" or "Invalid email format. Expected format: xyz@domain.com"
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Migration History & Audit Trail
Q21: How do I view my migration history?
A: Migration history is accessible through the main interface:
- Chronological listing: Most recent migrations displayed at top
- Searchable: Find migrations by name or other parameters
- Filterable: Filter by data category (e.g., consumer data)
- Status indicators: Shows New, Completed, Failed status
- Detailed view: Click on completed migrations to view reports
- User attribution: Shows who performed each migration
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Q22: What details are shown for completed migrations?
A: Completed migration details include:
- Migration name: Descriptive name of the migration
- Migrated by: Name of user who performed migration
- Date: When migration was completed
- Type: Category of data migrated
- Status: Current status (Completed, Failed, etc.)
- Records: Total number of records processed
- Errors: Number of failed records
- Action options: View reports, rollback (if within 3 days)
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Q23: Can I rollback a completed migration?
A: Yes, with specific conditions:
- Time limit: Rollback possible within 3 days of migration
- Complete reversal: All transaction data and related data will be deleted
- Impact assessment: System warns about data that will be affected
- Audit trail: Rollback actions are logged for accountability
- Permission required: Must have appropriate role permissions
- Irreversible action: Rollback cannot be undone once executed
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Data Update vs New Upload
Q24: What's the difference between updating existing data and uploading new data?
A: Smart360 offers two distinct options:
- Update existing data: Modify records already in the system using unique identifiers
- Upload new data: Add completely new records to the system For updates, you can select which specific fields to update rather than requiring all fields, and the system displays only updateable fields for selection.
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Q25: How do I update existing data without affecting unchanged fields?
A: The update process allows selective modifications:
- Choose "Update existing data" option
- Select which fields you want to include in the update
- Download template with only selected field headers
- Upload CSV with data for only the fields being updated
- System preserves existing values for non-updated fields
- Use unique identifier (e.g., Customer ID) to match records
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
Q26: What are the best practices for successful data migration?
A: Follow these recommendations for optimal results:
- Preparation: Clean and validate data before upload using provided templates
- Incremental approach: Upload data in smaller batches rather than maximum 50,000 rows
- Testing: Use a small sample first to verify mapping and validation
- Documentation: Maintain clear migration names and documentation
- Timing: Perform large migrations during low-activity periods
- Backup: Keep copies of original data files before migration
- Validation: Review all error reports and fix issues promptly
- Communication: Coordinate with relevant teams before major data migrations
- Monitoring: Track migration progress and address errors immediately
- Post-migration verification: Verify migrated data accuracy in target system
Video URL - https://www.bynry.com/smart-utility-management-software
Platform URL - https://platform.bynry.com/onboarding/data-upload
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