Data Migration / Upload - FAQs

Smart360 ServiceData AreasMigration Management& Upload FAQs

Getting Started & NavigationAccess

Q1: How do I access the ServiceData Areas ManagementMigration module in Smart360? A: Navigate to the main dashboard and click on "ServiceData AreasMigration" Management"or "Data Upload" from the utility setup menu.section. 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 haveYour access tolevel Servicedepends Areason Management?your A: Three primary user roles have access with different permission levels:role:

• Tenant Admin: FullCan systemupload accessand migrate all data types across all utilities and regions, including bulk operations and system-wide analytics
• Utility Admin: Utility-specificCan accessupload withdata regionalonly managementwithin capabilities,their entityassigned management, and operational controlsutility
• CIODepartment-specific AdminAdmins (CSO, MX, BX, O&M, AX): TechnicalCan system management withupload data integrityrelated oversight,to audittheir capabilities,specific department within their utility

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 technicalprofiles
• Meter maintenanceData: featuresMeter 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

Q3: What isfile theformats 9-levelare hierarchicalsupported structurefor useddata in Smart360?upload? A: Smart360 usescurrently asupports comprehensiveCSV hierarchy(Comma-Separated forValues) geographicformat organization:

1. Regiononly. →The 2.system Countryenforces →this 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 enforcementrequirement to ensure data integrity.consistency and proper parsing. You must use the provided templates to ensure your data matches the expected format and structure.

DashboardFile OverviewUpload & KPIsProcess

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

• Total Premises: Complete count 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 interpretstart thea growthnew trenddata monitoring?migration? A: TheFollow systemthese 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 0steps to 60,000 scale
• Monthly progression: Sequential tracking for trend analysis This helps identify performance patterns and growth trajectories across your service territories.

Q6: How often is dashboardbegin 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:migration:

1. Select your utility (if you're a Tenant Admin)
2. Choose the appropriate tab for the entitydata type you want to createupload (Consumer, Meter, etc.)
3. ClickEnter a migration name (or system will auto-generate from filename)
4. Download the "Add"CSV buttontemplate (buttonfor nameyour matchesselected data type
5. Upload your data file using drag-and-drop or browse functionality
6. Proceed through the selectedAI-powered tab)
3. Fillmapping inand thevalidation 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 saveprocess

Q8:Q5: WhatWhy validationdo rulesI applyneed whento creatingdownload entities?a template before uploading data? A: SeveralTemplates validationare rulesmandatory ensurebecause they:

• Provide predefined column headers for your selected data integrity: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: What are the file size and record limits for uploads? A: Smart360 has the following limits:

• UniqueMaximum namesrows: Division50,000 namesrecords mustper befile uniqueupload across(to ensure performance optimization)
• File format: CSV only
• File size: While not explicitly specified, the system displays upload progress and handles large files efficiently
• Mandatory fieldsPreview: DivisionSystem Nameshows andsample Parentrecords Entity(e.g., are"Showing required
• Hierarchy5 consistency:of Parent7052 entityrecords") mustto existverify anddata bebefore 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 providedprocessing

AI-Powered Column Mapping

Q9:Q7: How does the parentAI-powered entitycolumn selectionmapping work? A: ParentSmart360's entityAI selectionanalyzes isyour hierarchy-dependent:uploaded file and automatically suggests mappings between your source columns and target system fields. Each mapping receives a confidence level:

• Dropdown populationHigh: ShowsExact onlyname validand parent entities for your selected entitydata type match (e.g., "Consumer ID" → "Consumer ID")
• Hierarchy enforcementMedium: ForPartial example,name ifmatch creatingor acompatible Premise,data onlytypes Sub-Area(e.g., values"Cust_ID" are→ displayed"Consumer ID")
• Real-timeLow: filteringNo name similarity or incompatible data types (e.g., "Billing Address" → "Consumer ID")

Q8: Can I manually adjust the AI mapping suggestions?: AvailableA: optionsYes, updateyou basedcan onmanually youroverride entityAI suggestions:

• Review all suggested mappings and their confidence levels
• Use dropdown selections to change mappings if AI suggestions are incorrect
• Ensure proper field type selectionmapping (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")

ValidationQ9: What happens if my file has unmapped columns?: A: Unmapped columns are handled as follows:

• System preventsflags invalid"Unmapped parent-childfield" relationshipsissues during validation
• MandatoryYou selection:can Mustchoose selectto amap parentthese entityfields beforeto creatingappropriate system fields
• Alternatively, you can leave them unmapped if the entitydata 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

SearchData Validation & FilteringError Handling

Q10: HowWhat types of validation does the globalsystem search functionality work?perform? A: TheSmart360 global search providesperforms comprehensive searchvalidation capabilities:categorizing results as:

• UniversalValid searchrecords: SearchData bythat any service area name acrosspasses all entityvalidation typeschecks (with percentage)
• Auto-completeWarnings: Real-timeNon-critical suggestionsissues asthat youdon't typeprevent migration (with percentage)
• Result displayErrors: ShowsCritical serviceissues areathat namemust be fixed before migration (with percentage)

Specific validations include format issues, data inconsistencies, missing required fields, and entityduplicate 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

entries.

Q11: What filtering options are availablecommon onvalidation eacherrors tab?and how do I fix them? A: EachCommon entityerrors typeand tab provides consistent filtering:solutions:

• SearchMissing byPostal nameCode format: FindAuto-format entitiesdata byto theirmeet divisionsystem namerequirements
• StatusDate filterformat inconsistency: FilterUse bystandard Activeformat orYYYY-MM-DD Inactive(e.g., status2024-03-20)
• UniversalMissing functionalityrequired fields: AllEnter tabsvalid (Regiondata throughfor Premises)mandatory havefields thelike sameMeter filtering capabilitiesID
• Real-timeDuplicate resultsentries: FiltersRemove applyduplicates immediatelyfrom asuploaded youfile typebefore or selectre-uploading
• CombinedNegative filteringvalues: Verify readings and enter positive values for consumption data
• Invalid email format: Use searchcorrect andformat status filter together for precise resultsxyz@domain.com

Q12: How do I efficientlyhandle navigatevalidation betweenerrors differentbefore entity types?migration? A: NavigationError ishandling streamlined through:process:

1. TabReview structure:validation Nineresults tabsshowing error count and types
2. Download validation report for offline review
3. Use "Fix All Issues" option for batch resolution
4. View detailed information for each entityissue type provide organized access
5. BreadcrumbExpand navigation:issue Shows your current location in the hierarchy
3. Drill-down capability: Click entity namessections to viewsee childspecific entitiesinvalid records
6. BackApply navigation:auto-formatting Easywhere returnavailable
7. Re-validate after corrections to parentsee entityupdated viewsstatistics
5. Consistent

Primary interface:Key Same functionality across all tabs for familiar experience

Entity Detail ViewsManagement

Q13: What informationhappens if my uploaded file is displayedmissing inprimary 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?keys? A: The Overviewsystem tabhandles displaysmissing comprehensiveprimary operationalkeys metrics:based on your ONB (Onboarding) settings:

• ConsumersIf 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)

Q14: How does the system ensure primary key uniqueness?: TotalA: consumersSmart360 attachedimplements 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

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

Q16: Can I proceed without completing System Data Mapping? A: No, all mandatory system data must be mapped before proceeding to the entitynext step. The system:

• Shows overall progress of mapping completion
• Meters:Requires Total100% metersmapping attachedcompletion for mandatory fields
• Blocks progression until all required data is properly mapped
• Provides clear indication of what still needs to thebe entity
• Meter readings: Total readings for the entity
• Revenue: Total payments received for the entity
• Bills: Total approved bills generated
• Service requests: Total service request count
• Complaints: Total complaints count
• Work orders: Total work orders count All metrics aggregate data from child entities automatically.mapped

BulkMigration OperationsProcess & DataProgress ImportTracking

Q16:Q17: How do I performmonitor bulkmigration import of service area data?progress? A: TheSmart360 bulkprovides importreal-time processprogress follows these steps:tracking:

• SelectTotal entity typerecords: ChooseShows whichtotal entity typenumber to importbe processed (e.g., 2,897 total)
• DownloadCurrent templateprogress: ClickDisplays downloadboth buttonnumerical to(375 getof CSV2,897) templateand withpercentage required(13% fieldsComplete)
• PrepareProgress databar: FillVisual templaterepresentation withof name,completion description, parent, status, tags (name and parent are mandatory)status
• UploadSuccess/Error CSVcounts: UploadTracks yoursuccessful completedmigrations file(367) and errors (8)
• Auto-processingTimestamped logs: SystemAll processesactivity andlogged validateswith yourtimestamps data[HH:MM PM]
• ReviewError validationlogging: CheckSpecific validationrow resultsnumbers and fixerror anymessages errorscaptured
• Complete import: Finalize the import process

Q17:Q18: What doeshappens theto validationfailed process checkrecords during import?migration? A: The validation process categorizesFailed records intoare threehandled types:systematically:

• ValidError recordslogging: NoEach issuesfailure found, ready for import
• Warning records: Duplicates found - "duplicate found, it will be replacedrecorded with thespecific existing"row number and reason
• Error recordsreport generation: CriticalDownloadable issuesCSV requiringwith correction:
• • "missingfailed name" - Name field is empty
  • "wrong parent attached" - Parent entity doesn't exist in system
  • "missing parent entity" - Parent field is empty You can edit name, description,records and parentserror todescriptions
  • Original resolvedata issues.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

Reports & Post-Migration Analysis

Q18:Q19: How do I handleaccess validationand errorsdownload duringerror import?reports? A: Error resolution process:

1. Review validation results: Check valid, warning, and error counts
2. Filter by issue type: Focus on specific validation categories
3. Edit problematic records: Correct name, description, and parent fields
4. Re-validate: System automatically re-validates edited entries
5. Delete rows: Remove problematic records if needed
6. Update status: Track progress as issuesreports are resolvedavailable Allwhen errorsmigration mustfailures be resolved before completing the import.

Status Management & Entity Lifecycle

Q19: What are the different entity statuses and their meanings? A: Entities can have two primary statuses:occur:

• ActiveDownload option: Entity is operational and includedAvailable in billingExcel processes,(CSV) consumerformat assignments,when anderrors operational activitiesexist
• InactiveDisabled when no errors: EntityDownload option unavailable if migration is excluded100% fromsuccessful
• Detailed operationsinformation: butEach row shows failed record with specific error description
• Original data isincluded: preservedShows fororiginal historicalentered referencedata Statusplus changeserror affectdescription childcolumn
• Filterable entitiesdata: -Only inactiveincludes entitiesnon-migrated cannotdata havewith activeerror child entities, maintaining hierarchy integrity.messages

Q20: HowWhat dodoes Ia changetypical anerror entity'sreport status?contain? A: ToError changereports entityinclude status:

1. Navigatespecific tocolumns theand entity detail view
2. Click the "Edit" button
3. Modify the status selection (Active/Inactive)
4. Consider impact on child entities
5. Save changes
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 child entities when I deactivate a parent entity? A: When deactivating parent entities:information:

• HierarchyOriginal validationdata columns: All fields from uploaded file
• Error Description column: Detailed explanation of failure reason
• Row identification: Specific record that failed
• Actionable information: SystemClear checksguidance foron active child entities
• Cascade consideration: You may needhow to deactivatefix childeach entitieserror firstExample: "Consumer No is required and cannot be empty" or "Invalid email format. Expected format:
• Data preservation: All historical data remains intact
• Operational exclusion: Inactive entities are excluded from operations
• Reporting impact: Inactive entities may not appear in operational reports Plan status changes carefully to maintain hierarchy integrity.xyz@domain.com"

TagsMigration History & CategorizationAudit Trail

Q22:Q21: How do I useview tagsmy effectivelymigration for entity organization?history? A: TagsMigration providehistory flexibleis categorization:accessible through the main interface:

• AddingChronological tagslisting: UseMost therecent textmigrations fielddisplayed withat "Add" button in entity formstop
• Tag displaySearchable: AddedFind tagsmigrations appearby belowname theor inputother fieldparameters
• Search enhancementFilterable: TagsFilter improveby searchabilitydata acrosscategory entities(e.g., consumer data)
• CategorizationStatus indicators: GroupShows entitiesNew, byCompleted, function,Failed priority, or characteristicsstatus
• ExamplesDetailed view: high-priority,Click rural,on industrial,completed maintenance-requiredmigrations to view reports
• BestUser practicesattribution: Shows who performed each migration

Q22: What details are shown for completed migrations? A: Completed migration details include:

• Migration name: UseDescriptive consistentname tagof namingthe conventionsmigration
• Migrated forby: betterName organizationof 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)

Q23: Can I searchrollback entitiesa bycompleted their tags?migration? A: Yes, tagswith enhancespecific search capabilities:conditions:

• Tag-basedTime filteringlimit: UseRollback tagspossible towithin categorize3 anddays filterof entitiesmigration
• SearchComplete integrationreversal: TagsAll aretransaction includeddata inand searchrelated functionalitydata will be deleted
• Cross-referenceImpact assessment: FindSystem allwarns entitiesabout withdata specificthat tagswill be affected
• OrganizationAudit tooltrail: GroupRollback relatedactions entitiesare regardlesslogged offor hierarchy levelaccountability
• ReportingPermission utilityrequired: UseMust tagshave forappropriate customrole reportspermissions
• Irreversible andaction: analysisRollback cannot be undone once executed

Data Update vs New Upload

Q24: HowWhat's dothe Idifference maintainbetween consistentupdating taggingexisting acrossdata myand organization?uploading new data? A: TagSmart360 managementoffers besttwo practices:distinct options:

• StandardizedUpdate taxonomyexisting data: DevelopModify approvedrecords tagalready namingin conventionsthe system using unique identifiers
• TrainingUpload new data: EnsureAdd completely new records to the system For updates, you can select which specific fields to update rather than requiring all users understand tagging standards
• Regular review: Periodically auditfields, and cleanthe upsystem tags
• Documentation:displays Maintainonly aupdateable list of approved tags and their meanings
• Consistency checks: Review entitiesfields for proper tag applicationselection.

Performance & Analytics

Q25: How do I analyzeupdate performanceexisting acrossdata differentwithout serviceaffecting areas?unchanged fields? A: PerformanceThe analysisupdate toolsprocess include:allows selective modifications:

1. OperationalChoose metrics:"Update Compareexisting consumerdata" counts, revenue, and service requests across entitiesoption
2. ChildSelect entitywhich analysis:fields Drillyou downwant to seeinclude performance at granular levels
3. Trend monitoring: Track 6-month growth patterns
4. Comparative views: Compare similar entities withinin the same hierarchy levelupdate
3. DashboardDownload insights:template Usewith KPIonly selected field headers
4. Upload CSV with data tofor identifyonly highthe andfields low-performingbeing areasupdated
5. HistoricalSystem tracking:preserves Monitorexisting changes over timevalues for trendnon-updated identificationfields

Use unique identifier (e.g., Customer ID) to match records

Q26: What reportsare canthe Ibest generatepractices fromfor servicesuccessful areadata data?migration? A: AvailableFollow reportingthese includes:recommendations for optimal results:

• Hierarchy reportsPreparation: CompleteClean organizationaland structurevalidate withdata allbefore entitiesupload using provided templates
• PerformanceIncremental summariesapproach: OperationalUpload 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: Performance identification strategies:

• Metric comparison: Compare operational metrics across similar entities
• Trend analysis: Identify areas with declining performance
• Exception monitoring: Watch for unusual patternsdata in servicesmaller 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:

• Automated validation: Real-time checks during entity creation and modification
• Hierarchy constraints: Automated parent-child relationship validation
• Unique name enforcement: Prevention of duplicate entity names
• Regular audits: Periodic review of entity data for consistency
• Change tracking: Complete audit trail of all modifications
• Error prevention: Validation rules prevent common data quality issues

Q29: What should I do if I discover data inconsistencies? A: Data inconsistency resolution:

1. Identify the scope: Determine how many entities are affected
2. Document issues: Record what inconsistencies were 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 correct multiple entities
6. Verify fixes: Confirm that corrections maintain hierarchy integrity
7. Prevent recurrence: Implement processes to prevent similar issues

Q30: How do I maintain optimal system performance with large datasets? A: Performance optimization strategies:

• Regular maintenance: Periodically review and clean up unused entities
• Efficient searching: Use specific search termsbatches rather than broadmaximum queries50,000 rows
• Filtered viewsTesting: ApplyUse filtersa small sample first to workverify withmapping smallerand data subsetsvalidation
• Bulk operationsDocumentation: UseMaintain import/exportclear formigration large-scalenames changesand rather than individual editsdocumentation
• Status managementTiming: Perform large migrations during low-activity periods
• Backup: Keep inactivecopies entitiesof properlyoriginal markeddata tofiles excludebefore from operationsmigration
• Hierarchy planningValidation: DesignReview efficientall entityerror structuresreports toand minimizefix complexityissues promptly
• Monitor usageCommunication: Coordinate with relevant teams before major data migrations
• Monitoring: Track systemmigration performanceprogress and adjustaddress practiceserrors asimmediately
• Post-migration neededverification: Verify migrated data accuracy in target system