Smart360 System Settings Configuration - FAQs

Getting Started & Overview

Q1: What is the System Settings Configuration Management module and who shouldare useits it?users?

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"service order" module in the main Smart360menu
• from navigationthe menuside nav click on settings
• 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 configurationsettings 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 or add new to create packages
• 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