Data Migration / Upload - FAQs

Smart360 Service Areas Management FAQs

Getting Started & AccessNavigation

Q1: How do I access the DataService MigrationAreas Management module in Smart360?

A: Navigate to the utilitymain setup sectiondashboard and on the side menu click on "DataService Upload".Areas YourManagement" from the setup menu. You'll see a comprehensive interface with tabs for different entity types (Region, Country, State, City/County, Zone, Division, Areas, Sub-Areas, Premises) and a dashboard showing key performance indicators like Total Premises, Active Consumers, Service Areas count, Monthly Revenue, Active Meters, and Work Orders.

Q2: What user roles have access levelto dependsService onAreas yourManagement? role:A: Three primary user roles have access with different permission levels:

• Tenant Admin: Full system access across all utilities and regions, including bulk operations and system-wide analytics
• Utility Admin
• Cso: AdminUtility-specific access with regional management capabilities, entity management, and operational controls
• Mx Manager
• WxCIO Admin
• Ax: AdminTechnical system management with data integrity oversight, audit capabilities, and technical maintenance features

Q2:Q3: What types of data can I upload throughis the migration9-level module?hierarchical structure used in Smart360?

A: Smart360 supportsuses migrationa comprehensive hierarchy for variousgeographic organization:

1. Region → 2. Country → 3. State → 4. City/County → 5. Zone → 6. Division → 7. Areas → 8. Sub-Areas → 9. Premises Each level maintains parent-child relationships with automated validation and constraint enforcement to ensure data types:integrity.

Dashboard Overview & KPIs

Q4: What key performance indicators are displayed on the Service Areas dashboard? A: The dashboard shows monthly data for critical KPIs:

• ConsumerTotal DataPremises: CustomerComplete accountscount of all premises in the system
• Active Consumers: Count of consumers with active status
• Service Areas: Total count across all hierarchy levels (Region + Country + State + City/County + Zone + Division + Areas + Sub-Areas + Premises)
• Monthly Revenue: Financial performance in millions with percentage growth
• Active Meters: Meter count assigned to active consumers
• Work Orders: Total service order count Progress indicators compare current month to last month for trend analysis.

Q5: How do I interpret the growth trend monitoring? A: The system tracks 6-month growth trends (January through June) with:

• Stacked visualization: Cumulative growth display
• Two-tier tracking: Active consumers count vs. number of premises
• Scale monitoring: Values from 0 to 60,000 scale
• Monthly progression: Sequential tracking for trend analysis This helps identify performance patterns and profilesgrowth trajectories across your service territories.

Q6: How often is dashboard data updated? A: Dashboard KPIs display monthly data with real-time updates for:

• Consumer status changes (active/inactive)
• New premise additions
• Revenue collection updates
• Work order completions
• Meter activations Progress indicators automatically compare to the previous month to show growth or decline trends.

Entity Creation & Management

Q7: How do I create a new service area entity? A: To create a new entity:

1. Select the appropriate tab for the entity type you want to create
2. Click the "Add" button (button name matches the selected tab)
3. Fill in the mandatory fields:
4. • Entity Type: Auto-selected based on your tab choice
   • Division Name: Must be unique (marked with *)
   • Parent Entity: Select from dropdown of existing parent entities (marked with *)
4. Add optional information:
5. • Description: Multi-line text for management responsibilities
   • Tags: Add searchable tags for categorization
5. Set Status: Active (default) or Inactive
6. Click "Create Division" to save

Q8: What validation rules apply when creating entities? A: Several validation rules ensure data integrity:

• Unique names: Division names must be unique across the system
• Mandatory fields: Division Name and Parent Entity are required
• Hierarchy consistency: Parent entity must exist and be appropriate for the entity type
• Status rules: Active entities require active parent entities
• Tag format: Tags follow approved taxonomy standards
• Description length: Must be between 10-500 characters if provided

Q9: How does the parent entity selection work? A: Parent entity selection is hierarchy-dependent:

• Dropdown population: Shows only valid parent entities for your selected entity type
• Hierarchy enforcement: For example, if creating a Premise, only Sub-Area values are displayed
• Real-time filtering: Available options update based on your entity type selection
• Validation: System prevents invalid parent-child relationships
• Mandatory selection: Must select a parent entity before creating the entity

Search & Filtering

Q10: How does the global search functionality work? A: The global search provides comprehensive search capabilities:

• Universal search: Search by any service area name across all entity types
• Auto-complete: Real-time suggestions as you type
• Result display: Shows service area name and entity type
• Direct navigation: Click on results to open the detail view
• Cross-hierarchy: Search spans all 9 hierarchy levels
• Quick access: Fastest way to locate specific entities

Q11: What filtering options are available on each tab? A: Each entity type tab provides consistent filtering:

• Search by name: Find entities by their division name
• Status filter: Filter by Active or Inactive status
• Universal functionality: All tabs (Region through Premises) have the same filtering capabilities
• Real-time results: Filters apply immediately as you type or select
• Combined filtering: Use search and status filter together for precise results

Q12: How do I efficiently navigate between different entity types? A: Navigation is streamlined through:

• Tab structure: Nine tabs for each entity type provide organized access
• Breadcrumb navigation: Shows your current location in the hierarchy
• Drill-down capability: Click entity names to view child entities
• Back navigation: Easy return to parent entity views
• Consistent interface: Same functionality across all tabs for familiar experience

Entity Detail Views

Q13: What information is displayed in the entity detail view? A: Entity detail views provide comprehensive information: Basic Information Section:

• Status, Created by, Last updated, Last updated by
• Child entity count, Entity type, Tags Two-Tab Structure:
• Overview Tab: Consumer count, Meters, Meter readings, Revenue, Bills, Service requests, Complaints, Work orders
• Child Entities Tab: List of child entities with search and filter capabilities (not available for Premises)

Q14: How do I navigate and manage child entities? A: Child entity management includes:

• Search functionality: Find child entities by name
• Multi-criteria filtering: Filter by type, status, created by
• List view displays: Name, type, status, created by, consumer count, meters
• Drill-down navigation: Click child entity names to view their details
• Performance monitoring: Track metrics across child entities
• Hierarchical view: Understand parent-child relationships visually

Q15: What operational metrics are tracked for each entity? A: The Overview tab displays comprehensive operational metrics:

• Consumers: Total consumers attached to the entity
• Meters: Total meters attached to the entity
• Meter Datareadings: MeterTotal information,readings readings,for andthe consumptionentity
• Revenue: dataTotal payments received for the entity
• Bills: Total approved bills generated
• Service Ordersrequests: Work orders andTotal service requests
• Payments:request Customer payment history and transactionscount
• Complaints: CustomerTotal supportcomplaints tickets and issuescount
• PlantWork Dataorders: PlantTotal configurationwork andorders detailscount All metrics aggregate data from child entities automatically.

Bulk Operations & Data Import

Q16: How do I perform bulk import of service area data? A: The bulk import process follows these steps:

1. Select entity type: Choose which entity type to import
2. UnitDownload Datatemplate: UnitClick configurationdownload informationbutton to get CSV template with required fields
3. AssetPrepare Datadata: AssetFill configurationtemplate with name, description, parent, status, tags (name and trackingparent are mandatory)
4. Upload CSV: Upload your completed file
5. Auto-processing: System processes and validates your data
6. UserReview Datavalidation: SystemCheck usersvalidation results and administrativefix accountsany errors
7. BillingComplete Dataimport: Billing history and rate structures

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 useFinalize the provided templates to ensure your data matches the expected format and structure.

File Upload Process

Q4: How do I start a new data migration? 

A: Follow these steps to begin data migration:

1. Select your utility
2. Choose the data type you want to upload (Consumer, Meter, etc.)
3. Enter a migration name (or system will auto-generate from filename)
4. Download the CSV template for your selected data type
5. Upload your data file using drag-and-drop or browse functionality
6. Proceed through the AI-powered mapping and validationimport process

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.

Q6:Q17: 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

AI-Powered Column Mapping

Q7: How does the AI-poweredvalidation columnprocess mappingcheck work?during import?

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")

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")

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

Data Validation & Error Handling

Q10: What types of validation doesprocess thecategorizes systemrecords perform?into

A:three Smart360 performs comprehensive validation categorizing results as:types:

• Valid records: DataNo thatissues passesfound, allready validationfor checks (with percentage)import
• WarningsWarning records: Non-criticalDuplicates issuesfound that- don't"duplicate preventfound, migrationit (will be replaced with percentage)the existing"
• ErrorsError records: Critical issues thatrequiring mustcorrection:
• • "missing bename" fixed- beforeName migrationfield (withis percentage)empty
  • "wrong parent attached" - Parent entity doesn't exist in system
  • "missing parent entity" - Parent field is empty You can edit name, description, and parents to resolve issues.

  Specific validations include format issues, data inconsistencies, missing required fields, and duplicate entries.

  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

  Q12:Q18: How do I handle validation errors beforeduring migration?import?

  A: Error handlingresolution process:

  1. Review validation results: showingCheck valid, warning, and error count and typescounts
  2. DownloadFilter validation report for offline review
  3. Use "Fix All Issues" option for batch resolution
  4. View detailed information for eachby issue type: Focus on specific validation categories
  3. ExpandEdit issue sections to see specific invalidproblematic records: Correct name, description, and parent fields
  4. Apply auto-formatting where available
  7. Re-validate after corrections to see updated statistics

  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-fillsautomatically missingre-validates primaryedited keys using predefined settings and shows preview for confirmationentries
  • IfDelete ONB lacks settingsrows: SystemRemove promptsproblematic yourecords toif provide prefix and starting number, then generates keys in the specified formatneeded
  • RequiredUpdate primary keysstatus: ConsumerTrack Numberprogress (Consumeras Data), Meter Number (Meter Data), Asset/Plant/Unit ID (Asset Data)

  Q14: Can I use my own primary keys instead of system-generated ones? 

  A: Yes, you have options:

  • Upload file with your own primary keys included
  • Confirm auto-generated keys during preview
  • Re-upload file if you want to provide custom primary keys
  • System ensures uniqueness checks to prevent duplicate keys
  • Generated keys follow format: Prefix + Starting Number (e.g., CUST1001, CUST1002)

  Q15: 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 keysissues are detected

  Systemresolved DataAll Mapping

  Q16: 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

  Q17: How do I navigate the System Data Mapping interface? 

  A: The interface provides several tools:

  • Tabs: Display according to non-mapped required data
  • Search bar: Search data across all columns
  • Filters: Multi-select filters with unique column values to filter data
  • Selection options: Select all data together or individual items
  • Progress tracking: Shows completion percentage of mapping tasks
  • Assignment: Assign selected data to specific data rows

  Q18: Can I proceed without completing System Data Mapping? 

  A: No, all mandatory system dataerrors must be mappedresolved before proceeding tocompleting the next step. The system:

  • Shows overall progress of mapping completionimport.
  • 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

MigrationStatus ProcessManagement & ProgressEntity TrackingLifecycle

Q19: HowWhat doare Ithe monitordifferent migrationentity progress?statuses and their meanings?

A: Smart360Entities providescan real-timehave progresstwo tracking:primary statuses:

• Total recordsActive: ShowsEntity totalis numberoperational toand beincluded processedin (e.g.,billing 2,897processes, total)consumer assignments, and operational activities
• Current progressInactive: DisplaysEntity bothis numericalexcluded (375from ofoperations 2,897)but anddata percentageis (13%preserved Complete)
• Progressfor bar:historical Visualreference representationStatus ofchanges completionaffect status
• Success/Errorchild counts:entities Tracks- successfulinactive migrationsentities (367)cannot andhave errorsactive (8)
• Timestampedchild logs:entities, Allmaintaining activityhierarchy logged with timestamps [HH:MM PM]
• Error logging: Specific row numbers and error messages capturedintegrity.

Q20: CanHow do I pausechange oran stopentity's a migration in progress?status? A: To change entity status:

1. A:Navigate Yes,to Smart360the offersentity migrationdetail control options:
   • Pause migration: Stop process temporarily and resume laterview
   • RetryClick functionality:the Restart"Edit" failed operationsbutton
   • RollbackModify capability:the Reversestatus migrationselection within 3 days of completion(Active/Inactive)
   • ErrorConsider resolution:impact Fixon errorschild and continue processingentities
   • ProgressSave preservation: System maintains state during interruptionschanges
6. Verify status change across the hierarchy Remember that inactive entities cannot have active child entities, so you may need to update child statuses first.

Q21: What happens to failedchild recordsentities duringwhen migration?I deactivate a parent entity?

A: FailedWhen recordsdeactivating areparent handled systematically:entities:

• ErrorHierarchy loggingvalidation: EachSystem failurechecks recordedfor withactive specificchild row number and reasonentities
• ErrorCascade report generationconsideration: DownloadableYou CSVmay withneed failedto recordsdeactivate andchild errorentities descriptionsfirst
• Original dataData preservation: FailedAll records maintain originalhistorical data forremains correctionintact
• SeparateOperational processingexclusion: FailedInactive recordsentities don'tare affectexcluded successfulfrom migrationsoperations
• Re-processingReporting optionimpact: CorrectInactive errorsentities andmay re-uploadnot failedappear recordsin operational reports Plan status changes carefully to maintain hierarchy integrity.

ReportsTags & Post-Migration AnalysisCategorization

Q22: WhatHow informationdo isI includeduse intags migrationeffectively reports?for entity organization?

A: Migration reportsTags provide comprehensiveflexible metrics:categorization:

• TotalAdding Record Counttags: NumberUse ofthe rowstext processedfield fromwith uploaded"Add" filebutton in entity forms
• SuccessTag Ratedisplay: PercentageAdded oftags successfullyappear migratedbelow recordsthe (formula:input Successfully Migrated ÷ Total Records × 100)field
• ErrorSearch Rateenhancement: PercentageTags ofimprove failedsearchability recordsacross (formula: Failed Records ÷ Total Records × 100)entities
• Processing TimeCategorization: TotalGroup timeentities takenby (Migrationfunction, Endpriority, Timeor - Migration Start Time)characteristics
• TimestampExamples: Reporthigh-priority, generationrural, dateindustrial, and time (MM/DD/YYYY, HH:MM AM/PM)maintenance-required
• VisualBest indicatorspractices: Color-codedUse success/errorconsistent distributiontag naming conventions for better organization

Q23: How doCan I accesssearch andentities downloadby errortheir reports?tags?

A: ErrorYes, reportstags areenhance availablesearch when migration failures occur:capabilities:

• DownloadTag-based optionfiltering: AvailableUse intags Excelto (CSV)categorize formatand whenfilter errors existentities
• DisabledSearch when no errorsintegration: DownloadTags optionare unavailableincluded ifin migrationsearch is 100% successfulfunctionality
• Detailed informationCross-reference: EachFind rowall shows failed recordentities with specific error descriptiontags
• OriginalOrganization data includedtool: ShowsGroup originalrelated enteredentities dataregardless plusof errorhierarchy description columnlevel
• FilterableReporting datautility: OnlyUse includestags non-migratedfor datacustom withreports errorand messagesanalysis

Q24: WhatHow doesdo aI typicalmaintain errorconsistent reporttagging contain?across my organization?

A: ErrorTag reportsmanagement includebest specific columns and information:practices:

• OriginalStandardized data columnstaxonomy: AllDevelop fieldsapproved fromtag uploadednaming fileconventions
• Error Description columnTraining: DetailedEnsure explanationall ofusers failureunderstand reasontagging standards
• RowRegular identificationreview: SpecificPeriodically recordaudit thatand failedclean up tags
• Actionable informationDocumentation: ClearMaintain guidancea onlist howof toapproved fix each error Example: "Consumer No is requiredtags and cannottheir bemeanings
• Consistency empty"checks: orReview "Invalidentities emailfor format.proper Expectedtag format: xyz@domain.com"application

Migration HistoryPerformance & Audit TrailAnalytics

Q25: How do I viewanalyze myperformance migrationacross history?different service areas?

A: MigrationPerformance historyanalysis istools accessible through the main interface:include:

• ChronologicalOperational listingmetrics: MostCompare recentconsumer migrationscounts, displayedrevenue, atand topservice requests across entities
• SearchableChild entity analysis: FindDrill migrationsdown byto namesee orperformance otherat parametersgranular levels
• FilterableTrend monitoring: FilterTrack by6-month datagrowth category (e.g., consumer data)patterns
• StatusComparative indicatorsviews: ShowsCompare New,similar Completed,entities Failedwithin statusthe same hierarchy level
• DetailedDashboard viewinsights: ClickUse onKPI completed migrationsdata to viewidentify reportshigh and low-performing areas
• UserHistorical attributiontracking: ShowsMonitor whochanges performedover eachtime migrationfor trend identification

Q26: What detailsreports arecan shownI forgenerate completedfrom migrations?service area data? A: Available reporting includes:

• Hierarchy reports: Complete organizational structure with all entities
• Performance summaries: Operational metrics by entity type
• Growth analysis: Trend reports showing expansion patterns
• Exception reports: Entities requiring attention or maintenance
• Export capabilities: CSV downloads for external analysis
• Custom filtering: Generate reports for specific entity types or regions

Q27: How do I identify underperforming service areas? A: CompletedPerformance migrationidentification detailsstrategies:

• Metric comparison: Compare operational metrics across similar entities
• Trend analysis: Identify areas with declining performance
• Exception monitoring: Watch for unusual patterns in service requests or complaints
• Resource allocation: Review meter and consumer ratios
• Revenue analysis: Identify areas with collection challenges
• Child entity performance: Drill down to identify specific problem areas

Data Quality & Maintenance

Q28: How do I ensure data quality across the service area hierarchy? A: Data quality measures include:

• MigrationAutomated namevalidation: DescriptiveReal-time namechecks ofduring theentity migrationcreation and modification
• MigratedHierarchy byconstraints: NameAutomated ofparent-child userrelationship who performed migrationvalidation
• DateUnique name enforcement: WhenPrevention migrationof wasduplicate completedentity names
• TypeRegular audits: CategoryPeriodic review of entity data migratedfor consistency
• StatusChange tracking: CurrentComplete statusaudit (Completed,trail Failed,of etc.)all modifications
• RecordsError prevention: TotalValidation numberrules ofprevent records processed
• Errors: Number of failed records
• Action options: View reports, rollback (if within 3 days)

Q27: Can I rollback a completed migration? 

A: Yes, with specific conditions:

• Time limit: Rollback possible within 3 days of migration
• Complete reversal: All transactioncommon data andquality 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

Data Update vs New Upload

Q28: 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.issues

Q29: HowWhat should I do if I update existingdiscover data without affecting unchanged fields?inconsistencies?

A: TheData updateinconsistency process allows selective modifications:resolution:

1. Identify the scopeChoose: "UpdateDetermine existinghow data"many optionentities are affected
2. Document issuesSelect: whichRecord fieldswhat youinconsistencies wantwere found
3. Prioritize fixes: Address critical operational issues first
4. Use edit functionality: Correct individual entity data through edit forms
5. Bulk operations: For large-scale issues, use import functionality to includecorrect inmultiple the updateentities
6. Verify fixesDownload: templateConfirm withthat onlycorrections selectedmaintain fieldhierarchy headersintegrity
7. Prevent recurrenceUpload: CSVImplement with data for only the fields being updated
5. System preserves existing values for non-updated fields
6. Use unique identifier (e.g., Customer ID)processes to matchprevent recordssimilar issues

Q30: WhatHow aredo theI bestmaintain practicesoptimal forsystem successfulperformance datawith migration?large datasets?

A: FollowPerformance theseoptimization recommendations for optimal results:strategies:

• PreparationRegular maintenance: CleanPeriodically review and validateclean dataup beforeunused upload using provided templatesentities
• IncrementalEfficient approach: Upload data in smaller batches rather than maximum 50,000 rows
• Testingsearching: Use aspecific smallsearch sampleterms firstrather tothan verifybroad mapping and validationqueries
• DocumentationFiltered views: MaintainApply clearfilters migrationto nameswork andwith documentationsmaller data subsets
• TimingBulk operations: PerformUse largeimport/export migrationsfor duringlarge-scale low-activitychanges periodsrather than individual edits
• BackupStatus management: Keep copiesinactive ofentities originalproperly datamarked filesto beforeexclude migrationfrom operations
• ValidationHierarchy planning: ReviewDesign allefficient errorentity reportsstructures andto fixminimize issues promptlycomplexity
• Communication:Monitor Coordinate with relevant teams before major data migrations
• Monitoringusage: Track migrationsystem progressperformance and addressadjust errorspractices immediatelyas needed

Post-migration verification: Verify migrated data accuracy in target system