Smart360 System Settings Configuration - FAQs

Getting Started & Overview

Q1: What is the System Settings Configuration Management module and who should use it? A: The System Settings Configuration Management module is a centralized interface for managing and analyzing all system configurations in Smart360. It's primarily designed for:

O&M Managers: Ensure consistent procedures, safety compliance, and operational optimization
System Administrators: Manage technical configurations and system parameters
Operations Teams: Configure work order types, field force parameters, and safety requirements

Q2: How do I access the System Settings Configuration Management interface? A: To access the configuration management:

Log into your Smart360 system with appropriate administrative credentials
Navigate to "Settings" in the main Smart360 navigation menu
The system displays a unified dashboard showing all configuration categories
Review configuration status indicators and usage analytics

Q3: What configuration categories are available in the system? A: The system provides three main configuration categories:

Work Order Configuration: Work order types, sub-types, SLA rules, tax rates, safety requirements
Field Force Configuration: Certifications, rates, skills matrix, roles
Billing Configuration: Rate structures and billing parameters
Each category has its own tab with specific configuration options

Work Order Configuration Management

Q4: How do I create a new work order type in the system? A: To create a new work order type:

Navigate to the "Work Order" tab in the configuration interface
Click the "Add New" button to create a new work order type
Enter mandatory fields: creator name, description, creation date
Configure SLA rules including response time and resolution time
Set tax rates and safety requirements as needed
Save the configuration and verify it appears in the active list

Q5: What information is required when configuring work order types? A: Work order type configuration requires:

Creator Name: Person responsible for creating the configuration
Description: Clear description of the work order type purpose
Creation Date: Date when the configuration was established
SLA Settings: Response time and resolution time requirements
Tax Rates: Applicable tax percentages for billing
Safety Requirements: Associated safety protocols and requirements
Status: Active/Inactive toggle for availability

Q6: How do I edit existing work order configurations? A: To edit work order configurations:

Navigate to the Work Order tab and locate the configuration to modify
Click the "Edit" button next to the specific work order type
Review current settings and usage statistics
Make necessary changes with impact preview
Validate changes against system dependencies
Save changes and verify updates are reflected in the system

Q7: Can I deactivate work order types that are currently in use? A: No, active work order types cannot be deactivated if they have pending or in-progress work orders:

When attempting to deactivate a work order type in use, the system opens a modal
The modal displays where the configuration is currently being used
Shows message: "You cannot deactivate this item right now"
Lists all dependent work orders and their current status
You must complete or reassign existing work orders before deactivation

Q8: How do I search for specific work order configurations? A: To search for work order configurations:

Use the search bar at the top of the Work Order configuration tab
Enter search terms for work order type names or descriptions
The system filters results in real-time as you type
Search functionality works across all visible configuration items
Clear the search field to return to the full list view

Field Force Configuration Management

Q9: What types of field force configurations can I manage? A: Field force configurations include:

Certifications: Required qualifications with Active/Inactive status toggles
Rates: Base rates, overtime multipliers, and skill premiums
Skills: Skills matrix management for technician capabilities
Roles: Field personnel role definitions and responsibilities
Each configuration type has add, edit, and search capabilities

Q10: How do I manage technician certifications in the system? A: To manage certifications:

Navigate to the "Field Force" tab in the configuration interface
Locate the Certifications section
Click "Add New" to create new certification requirements
Use the Active/Inactive toggle to enable or disable certifications
Click "Edit" to modify existing certification details
Use the search bar to find specific certifications quickly

Q11: What happens when I try to deactivate a certification that's in use? A: When deactivating certifications in use:

System prevents deactivation if the certification is assigned to active field personnel
A modal opens showing where the certification is currently being used
Displays message indicating you cannot deactivate it at this time
Lists all technicians currently holding this certification
You must remove or update technician certifications before deactivation

Q12: How do I configure rates for field force personnel? A: To configure field force rates:

Access the Field Force tab and locate the Rates section
Click "Add New" to create new rate structures
Specify base rates for standard working hours
Define overtime multipliers for extended work periods
Set skill premiums for specialized capabilities
Include effective date specification to prevent payroll disruptions

Safety Requirements Management

Q13: How do I link safety requirements to work order types? A: To link safety requirements:

Navigate to the Work Order configuration tab
Select the specific work order type requiring safety protocols
Click "Edit" to access configuration details
In the safety requirements section, select applicable safety protocols
Choose from predefined safety packages or create custom requirements
Save the configuration to enforce safety compliance for that work order type

Q14: What types of safety requirements can I configure? A: Safety requirements include:

Personal Protective Equipment (PPE): Required safety gear specifications
Safety Protocols: Step-by-step safety procedures
Hazard Assessments: Risk evaluation requirements
Emergency Procedures: Emergency response protocols
Training Requirements: Mandatory safety training certifications
Equipment Safety Checks: Pre-work equipment validation requirements

Configuration Analytics & Usage Tracking

Q15: How can I view usage statistics for configuration items? A: Usage statistics are available for:

Work Order Types: Shows usage count (e.g., "156 work orders in last 30 days")
Sub-types: Displays associated work order volumes
Safety Requirements: Tracks compliance and usage frequency
Statistics appear in the configuration details view
Data helps identify most frequently used configurations
Enables data-driven decisions about configuration optimization

Q16: What analytics are available in the configuration dashboard? A: Configuration analytics include:

Most Used Work Order Type: Percentage of total usage (e.g., Repair at 45%)
Configuration Status Distribution: Active vs. inactive items
Usage Trends: Historical patterns over time
Compliance Rates: Safety requirement adherence
Performance Metrics: Configuration effectiveness measurements
Change Impact Analysis: Effects of configuration modifications

Search & Filter Functionality

Q17: How do I search across all configuration types simultaneously? A: To search across all configurations:

Use the global search functionality in the main configuration dashboard
Enter search terms that may appear in any configuration category
The system searches across work order, field force, and billing configurations
Results are displayed by category with relevant matches highlighted
Click on specific results to navigate to detailed configuration views

Q18: What filtering options are available for configuration management? A: Available filtering options include:

Status Filter: Active, Inactive, or All configurations
Category Filter: Work Order, Field Force, or Billing configurations
Usage Filter: High usage, low usage, or unused configurations
Date Filter: Creation date or last modified date ranges
Creator Filter: Filter by the person who created the configuration
Filters can be combined for more precise results

Bulk Operations & Template Management

Q19: How do I perform bulk operations on configurations? A: Bulk operations process:

Select multiple configuration items using checkboxes
Choose from available bulk actions: activate, deactivate, export, or update
Review the impact preview showing affected configurations
Validate changes against system dependencies
Confirm the bulk operation to apply changes to all selected items
Monitor progress and verify successful completion

Q20: Can I create configuration templates for standardization? A: Yes, template-based configuration creation is available:

Access the template management section in configuration settings
Create templates for commonly used configuration patterns
Include default values for SLA rules, tax rates, and safety requirements
Use templates when creating new work order types or field force configurations
Modify template values as needed for specific use cases
Templates ensure consistency across similar configuration types

Change Management & Validation

Q21: How does the system validate configuration changes before implementation? A: Configuration validation process:

System checks for dependencies when changes are made
Validates against existing work orders and field assignments
Reviews impact on pending or in-progress operations
Opens impact preview modal showing affected areas
Requires confirmation before implementing changes with dependencies
Logs all validation results for audit purposes

Q22: What happens if I try to delete a configuration that's currently in use? A: When attempting to delete configurations in use:

System prevents deletion and opens a warning modal
Modal displays message: "You cannot delete this item right now"
Shows detailed list of where the configuration is currently being used
Provides options to reassign or complete dependent items first
Suggests alternative actions like deactivation instead of deletion
Maintains data integrity by preventing orphaned references

Logging & Audit Trail

Q23: How are configuration changes tracked and logged? A: Configuration change logging includes:

User Identification: Who made the change
Timestamp: Exact date and time of modification
Change Details: What was modified (before and after values)
Impact Assessment: Systems and processes affected
Approval Status: Whether change required approval
All logs are searchable and exportable for audit purposes

Q24: What audit reports are available for configuration management? A: Available audit reports include:

Change History Report: Complete log of all configuration modifications
Usage Analytics Report: Configuration utilization patterns
Compliance Report: Safety requirement adherence tracking
Performance Impact Report: Effects of configuration changes on operations
User Activity Report: Administrator actions and access patterns
Reports can be exported in various formats (PDF, Excel, CSV)

System Performance & Optimization

Q25: How do configuration changes affect system performance? A: Configuration impact on performance:

Changes to frequently used work order types may require system optimization
New safety requirements may affect work order processing speed
Rate configuration changes impact billing calculation performance
System provides performance impact preview before implementing changes
Recommends optimal timing for configuration updates
Monitors system performance after configuration changes

Q26: How can I optimize configurations for better operational efficiency? A: Configuration optimization strategies:

Review usage statistics to identify underutilized configurations
Consolidate similar work order types to reduce complexity
Standardize safety requirements across related work order types
Update SLA settings based on actual performance data
Deactivate obsolete configurations that are no longer needed
Use templates to ensure consistency across new configurations

Troubleshooting & Best Practices

Q27: What should I do if configuration changes cause system issues? A: When configuration issues arise:

Access the change history log to identify recent modifications
Review the impact assessment performed before the change
Check system error logs for configuration-related errors
Use the rollback feature if available for critical issues
Contact system support with specific configuration change details
Document the issue for future reference and process improvement

Q28: What are best practices for managing system configurations? A: Configuration management best practices:

Plan Changes: Always assess impact before implementing modifications
Test First: Use development environment for testing complex changes
Document Thoroughly: Maintain clear descriptions and rationale for all configurations
Regular Reviews: Periodically audit configurations for relevance and efficiency
User Training: Ensure administrators understand configuration dependencies
Backup Regularly: Maintain configuration backups for disaster recovery

Q29: How do I handle configuration conflicts between different modules? A: Configuration conflict resolution:

System automatically detects potential conflicts during validation
Review conflict details in the impact preview modal
Prioritize configurations based on operational importance
Coordinate with other module administrators to resolve dependencies
Use standardized naming conventions to avoid confusion
Document resolution decisions for future reference

Q30: What training is recommended for configuration management administrators? A: Recommended training includes:

System Overview: Understanding all configuration categories and their relationships
Change Management: Proper procedures for implementing configuration changes
Impact Analysis: How to assess the effects of configuration modifications
Troubleshooting: Common issues and resolution strategies
Reporting: How to generate and interpret configuration analytics
Security: Best practices for configuration access control and audit compliance