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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).

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

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.

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

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

 A:

  • 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.

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

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)

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

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.

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Q8: How do I modify an existing ID format?

 A: To modify an existing format:

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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Date Elements & Sequences

Q9: 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.

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Q10: 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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Q11: 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.

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Preview & Testing

Q12: 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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Q13: 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?

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Audit Logs & Change Tracking

Q14: 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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Q15: 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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Q16: 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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Entity Types & Applications

Q17: 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.

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Best Practices & Optimization

Q18: 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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Q19: 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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Troubleshooting & Common Issues

Q20: 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.

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Q21: What should I do if generated IDs are not following the configured format? 

A: Troubleshooting steps:

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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Security & Compliance

Q22: 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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

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).

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

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.

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

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

 A:

  • 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.

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

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)

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

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.

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Q8: How do I modify an existing ID format?

 A: To modify an existing format:

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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Date Elements & Sequences

Q9: 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.

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Q10: 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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Q11: 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.

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Preview & Testing

Q12: 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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Q13: 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?

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Audit Logs & Change Tracking

Q14: 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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Q15: 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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Q16: 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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Entity Types & Applications

Q17: 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.

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Best Practices & Optimization

Q18: 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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Q19: 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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Troubleshooting & Common Issues

Q20: 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.

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Q21: What should I do if generated IDs are not following the configured format? 

A: Troubleshooting steps:

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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility

Security & Compliance

Q22: 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

Video URL - https://www.bynry.com/smart-utility-management-software

Platform URL  - https://platform.bynry.com/onboarding/utility


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