ID & Reference Format Settings - FAQs

Getting Started & Access

Q1: How do I access the ID & Reference Format Settings in Smart360?

A: Log into Smart360 with your credentials and navigate to the System Configuration section in the main menu. Select "ID & Reference Format Settings" from the submenu. You'll see a dashboard displaying current ID formats categorized as Master ID (for stable entities like customers and meters) or Transaction ID (for operational records like bills and payments).

Q2: What user roles can access and modify ID format settings?

A: Two primary roles have access:

Utility Administrator: Full access to create, modify, and configure ID formats for all entity types
System Admin (IT Director): View access to ID formats with audit review capabilities for tracking and accountability Only users with Utility Administrator role can create or modify ID formats, while System Admins can review changes through audit logs.

Q3: What's the difference between Master ID and Transaction ID formats?

Master ID: Used for stable, long-term entities like Customer, Meter, Asset, Plant, and Unit. These IDs typically remain with the entity throughout its lifecycle.
Transaction ID: Used for operational records like Payment, Requests, Service Orders, and Billing. These IDs are generated for individual transactions or processes.

Format Structure & Components

Q4: What is the standard structure for ID formats in Smart360?

A: The default ID format follows this pattern: [Utility Service]-[Prefix]-[Date Element]-[Sequence Number]

Utility Service: Service code like WA (Water), EL (Electricity)
Prefix: Entity identifier like CUST (Customer), MTR (Meter)
Date Element: Date format like YYYYMM (202404)
Sequence Number: Incremental number like 0001

Example: WA-CUST-202404-0001

Q5: What format components can I configure for each ID type?

A: You can configure several components:

Entity Type: Select from predefined list (Customer, Meter, Bill, Payment, etc.)
Prefix: Short alphanumeric codes (CUST, MTR, BILL, PAY)
Utility Service: Available utility types (Water (WA), Electricity (EL))
Date Element: Format options (YYYYMM, YYMM, YYYYMMDD)
Sequence Length: Number of digits (e.g., 4 digits for "0001")
Separator: Character between components (hyphen, underscore, period)
Starting Number: Initial sequence value (defaults to 1)

Q6: What are the predefined prefixes for different entity types?

A: Smart360 includes standard prefixes:

Consumer: Con-0001
Meter: Mtr-0001
Request IDs: Req-0001
Payment: mmyy-0001
Service Order: So-0001
Billing: Inv-0001 You can customize these prefixes to match your organization's naming conventions.

Creating & Configuring ID Formats

Q7: How do I create a new ID format?

A: To create a new ID format:

From the ID & Reference Format Settings dashboard, select "Master ID" or "Transaction ID"
Click "Create New Format" button
Configure the format components:
- Select entity type from dropdown
- Enter sequence length (number of digits)
- Add optional prefix (short code)
- Select utility service
- Configure date element format
- Set starting number and separator
View the live preview showing sample ID
Add description explaining format purpose
Save the new format configuration

Q8: How do I modify an existing ID format?

A: To modify an existing format:

Locate the format in the dashboard table
Click the edit icon in the Actions column
Modify any format components (prefix, sequence length, date format, etc.)
Review the updated live preview
Add justification for the change
Review potential impact on existing records
Click "Update ID" to save changes Note: Changes only affect newly created entities, not existing ones.

Q9: What validation rules apply when creating ID formats?

A: Several validation rules ensure format integrity:

Unique formats: Cannot create duplicate ID formats for the same entity type
Sequence length: Must be sufficient for expected entity volume
Total length: Must not exceed system limits for ID fields
Component validation: All required components must be specified
Conflict detection: System checks for potential conflicts with existing formats
Format pattern: Must follow the established structure requirements

Date Elements & Sequences

Q10: What date element formats are available?

A: Smart360 supports several date formats:

YYYYMM: Full year and month (202404)
YYMM: Short year and month (2404)
YYYYMMDD: Full year, month, and day (20240416)
Custom formats: Additional granular options for specific requirements The date element automatically updates based on when the ID is generated.

Q11: How do sequence numbers work in ID generation?

A: Sequence numbers provide unique incremental values:

Starting number: Configurable initial value (default: 1)
Current number: Automatically tracks the next number to assign
Length: Specified number of digits with leading zeros (e.g., 0001, 0010, 0100)
Auto-increment: System automatically increments for each new entity
Reset options: Can be configured to reset based on date elements

Q12: Can I customize the separator characters between ID components?

A: Yes, you can select from allowed separator characters:

Hyphen (-): Most common separator
Underscore (_): Alternative separator option
Period (.): For specific formatting needs
Additional separators may be available based on system configuration Choose separators that are readable and compatible with your existing systems.

Preview & Testing

Q13: How does the preview functionality work?

A: The preview feature shows real-time examples of generated IDs:

Live preview: Updates automatically as you modify format components
Sample generation: Shows how the format appears with actual data
Multiple scenarios: Enhanced solution provides various example scenarios
Validation warnings: Identifies potential issues with current configuration
Length visualization: Shows component lengths and total ID length

Q14: How can I test an ID format before implementing it?

A: Testing capabilities include:

Preview generation: View sample IDs with current configuration
Scenario testing: Test format with different input scenarios
Edge case validation: Verify behavior in unusual circumstances
Conflict checking: Ensure no conflicts with existing formats
Impact assessment: Review how changes affect existing records
Format validation: Automatic checks for potential issues

Q15: What should I look for when reviewing ID format previews?

A: When reviewing previews, check:

Readability: Are IDs easy to read and understand?
Length: Is the total ID length appropriate for your systems?
Uniqueness: Will the format generate unique IDs over time?
Consistency: Does the format align with your naming conventions?
Future growth: Will the sequence length handle expected volume?
Integration: Are IDs compatible with external systems?

Audit Logs & Change Tracking

Q16: How do I access audit logs for ID format changes?

A: To view audit logs:

Navigate to ID & Reference Format Settings
Click the "Audit Logs" tab
View chronological list of changes showing:
- Action type (Created, Updated)
- ID Configuration affected
- Modified by (user)
- Date & time of change
- Brief details of changes
Use search field to find specific logs
Filter by action type using "Select Action" dropdown

Q17: What information is recorded in the audit logs?

A: Audit logs capture comprehensive change information:

User attribution: Who made the change
Timestamp: Exact date and time of modification
Action type: Created, Updated, or Deleted
Entity affected: Which ID configuration was changed
Before/after values: Complete comparison of changes
Change justification: Reason for the modification
Impact assessment: Analysis of affected records

Q18: Can I export audit log data for compliance reporting?

A: Yes, audit logs can be exported for compliance and reporting purposes:

Date range selection: Choose specific time periods
Format options: Various export formats available
Filter capabilities: Export specific types of changes
User filtering: Export changes by specific users
Compliance ready: Formatted for audit and regulatory requirements

Entity Types & Applications

Q19: What entity types can I configure ID formats for?

A: Smart360 supports ID formats for various entity types:

Master entities: Customer, Meter, Asset, Plant, Unit
Transaction entities: Bill, Payment, Service Request, Work Order
Operational entities: Service Orders, Billing invoices
Support entities: Complaints, Maintenance requests Each entity type can have customized ID formats appropriate to its purpose.

Q20: How do I determine the appropriate sequence length for an entity type?

A: Consider these factors when setting sequence length:

Expected volume: Estimate total entities over the format's lifetime
Growth projections: Account for business expansion
Reset frequency: Whether sequences reset (daily, monthly, yearly)
Buffer space: Allow extra digits for unexpected growth
System compatibility: Ensure compatibility with existing systems Example: 4 digits (0001-9999) for 10,000 entities, 5 digits for 100,000 entities.

Q21: Can I use different ID formats for the same entity type in different regions?

A: While the current system primarily supports utility-wide formats, you can achieve regional differentiation by:

Utility service codes: Use different service codes per region
Prefix variations: Include region indicators in prefixes
Multiple formats: Create separate formats for different regions
Custom components: Use conditional elements for regional identification Coordinate with your System Admin to ensure proper implementation.

Best Practices & Optimization

Q22: What are the best practices for naming ID format prefixes?

A: Effective prefix practices include:

Meaningful abbreviations: Use clear, recognizable short codes
Consistent length: Maintain uniform prefix lengths across entity types
Avoid confusion: Ensure prefixes don't conflict or cause confusion
Industry standards: Follow utility industry conventions when possible
Future-proof: Choose prefixes that won't become obsolete
Documentation: Maintain clear documentation of prefix meanings

Q23: How should I handle ID format changes without disrupting operations?

A: Safe change management practices:

Preview thoroughly: Test new formats extensively before implementation
Document changes: Record detailed justification for modifications
Coordinate timing: Implement changes during low-activity periods
Communicate: Inform relevant teams about format changes
Monitor impact: Watch for issues after implementation
Rollback plan: Prepare procedures for reverting if problems occur

Q24: How do I ensure ID formats remain effective as my utility grows?

A: Growth planning strategies:

Scalable sequences: Use sufficient digits for projected growth
Regular review: Periodically assess format effectiveness
Usage monitoring: Track ID generation patterns and volumes
Capacity planning: Monitor sequence number usage rates
Format evolution: Plan for format updates as needs change
System integration: Ensure formats remain compatible with expanding systems

Troubleshooting & Common Issues

Q25: Why am I getting validation errors when creating an ID format?

A: Common validation errors and solutions:

Duplicate entity type: Another format already exists for this entity
Invalid sequence length: Length too short for expected volume
Missing components: Required fields not completed
Format conflicts: Overlapping with existing formats
System limits: Total ID length exceeds database field limits Review error messages and adjust format components accordingly.

Q26: What should I do if generated IDs are not following the configured format?

A: Troubleshooting steps:

Verify format status: Ensure format is active and properly saved
Check entity mapping: Confirm entity type is correctly associated
Review audit logs: Look for recent changes that might affect generation
Test preview: Verify preview shows expected format
Contact support: If issues persist, escalate to technical support
Check permissions: Ensure proper user permissions for format usage

Q27: How do I handle situations where I need to change an ID format that's already in use?

A: Managing in-use format changes:

Create new version: Develop updated format as new configuration
Parallel operation: Run old and new formats simultaneously during transition
Data migration: Plan for updating existing references if needed
Communication: Notify all stakeholders about format changes
Testing period: Implement with limited scope before full deployment
Documentation: Update all system documentation and training materials

Security & Compliance

Q28: What security measures protect ID format configurations?

A: Security features include:

Role-based access: Only authorized roles can modify formats
User attribution: All changes tracked to specific users
Audit logging: Complete history of all configuration changes
Permission controls: Granular access control for different operations
Change approval: Optional approval workflows for critical changes
Session security: Secure access to configuration interfaces

Q29: How do ID format settings support compliance requirements?

A: Compliance support features:

Complete audit trails: Full history of all changes for regulatory review
User accountability: Clear attribution of all modifications
Change documentation: Required justification for all updates
Export capabilities: Audit data export for compliance reporting
Access controls: Proper segregation of duties for configuration changes
Version history: Maintenance of historical configurations for reference

Q30: What should I document when implementing new ID formats?

A: Essential documentation includes:

Format specifications: Complete details of format structure and components
Business justification: Reasons for choosing specific format elements
Implementation plan: Timeline and procedures for format deployment
Impact assessment: Analysis of effects on existing systems and processes
User training: Instructions for staff who will work with new IDs
Maintenance procedures: Guidelines for ongoing format management
Emergency procedures: Steps for handling format-related issues

Review schedule: Plan for periodic format effectiveness assessment