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SMF FAQ

SMF System FAQ

This page compiles 28 frequently asked questions about the SMF Smart Material Flow platform, covering system architecture, deployment modes, feature configuration, security compliance, and scalability — helping you fully understand the system.

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FAQ Overview

SMF System Q&A
28
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5
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8
Core Modules
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Compliance Standards

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Select a category to find expert answers about SMF system architecture, features, deployment, security, and scalability

Basics 6
Features & Operations 6
Deployment 6
Security & Compliance 5
Scaling & Upgrades 5
1What is the overall architecture of the SMF system?

SMF (Smart Material Flow) uses a B/S (Browser/Server) architecture. Its core components include:

  • Application Server — Deployed on the customer’s local network, responsible for business logic and data processing
  • Database Server — Stores material master data, operation logs, and full traceability records
  • Browser Client — No software installation required; all system functions are accessible through a standard web browser
  • Device Communication Layer — Real-time data exchange with smart hardware such as SMD BOX, NEO SCAN, and NEO COUNTER

All business data is stored on the customer’s local server with no dependency on external cloud services, fundamentally safeguarding data sovereignty and information security.

2What deployment modes does SMF support?

SMF supports three deployment modes to accommodate different scales and scenarios:

  • Standalone Deployment — Server and database on a single machine, ideal for single production lines or small workshops with the fastest deployment time
  • Distributed Deployment — Application server and database separated, supporting multi-station concurrent access for medium to large factories
  • Cloud-Edge Hybrid — Edge servers ensure real-time production line control while the cloud aggregates and analyzes cross-factory data, ideal for enterprise-level multi-factory management

For detailed deployment plans, see the SMF System Integration page, or contact us for a tailored deployment recommendation.

3What are the browser and device requirements for SMF?

As a B/S architecture system, SMF has very flexible client requirements:

  • Browser — Chrome 90+, Edge 90+, Firefox 88+ recommended; other modern browsers also supported
  • Devices — PCs, tablets, and industrial touchscreens are all compatible; the interface adapts to different screen sizes
  • Operating System — Windows, macOS, and Linux are all supported; no dedicated client installation required

Any device that can connect to the factory LAN and run a modern browser can access all SMF functions.

4What is the SMF licensing model?

SMF uses a modular licensing approach, allowing you to invest as needed:

  • Core Modules — Bundled with hardware devices (e.g., SMD BOX), including basic inventory management and device control functions
  • Advanced Modules — Such as MSD control, advanced reporting, AGV scheduling — available on demand, independently enabled or disabled
  • Unlimited Users — Licensing is per functional module, not per concurrent user

This model lets you start with a basic configuration and gradually expand as your business grows.

5Does SMF support multiple language interfaces?

Yes. SMF has built-in support for Chinese, English, Japanese, and German interfaces. Users can freely switch languages based on personal preference, and the system remembers each user’s language selection for automatic display upon login.

If you need additional language support, please contact us to discuss customization options.

6What is the relationship between SMF and Neotel hardware devices?

SMF serves as the central control brain of the entire Neotel smart material management solution, coordinating and managing all hardware devices:

  • NEO SCAN — Receives material registration commands from SMF for incoming material labeling and data entry
  • SMD BOX — SMF dispatches storage/retrieval tasks, managing bin locations, temperature/humidity, and MSD exposure time
  • NEO COUNTER — X-ray counting results are reported back to SMF in real time, updating precise inventory quantities
  • NEO Kitter / Conveyor / AGV — Receives kitting and transport instructions from SMF

Without SMF, each hardware device can still operate independently with basic functions; but when interconnected through SMF, system capabilities are dramatically enhanced. Learn more at SMF Modules.

1Can SMF modules be configured on demand?

Yes, absolutely. SMF uses a modular architecture, and its eight core functional modules can each be independently enabled or disabled:

  • Material Registration & Traceability
  • Smart Inventory Management
  • Kitting & Replenishment Scheduling
  • MSD (Moisture Sensitive Device) Control
  • Equipment Monitoring & Maintenance
  • Data Analytics & Reporting
  • System Integration Interface
  • AGV / Conveyor Scheduling

You can flexibly enable the modules you need based on your current business requirements and expand later as needed — all without reinstalling the system or interrupting existing services.

2How does SMF manage user permissions and roles?

SMF has a built-in RBAC (Role-Based Access Control) permission system:

  • Preset Roles — System Administrator, Warehouse Supervisor, Operator, Viewer, and more — ready to use out of the box
  • Custom Roles — Create custom roles based on business needs with granular control over each function’s access permissions
  • Audit Trail — All user actions (login, storage/retrieval, configuration changes) are logged with full traceability

Permission granularity extends down to individual menus and buttons, ensuring each role can only access authorized functions and data.

3Can the SMF dashboard be customized?

Yes. SMF provides a drag-and-drop dashboard with flexible customization:

  • 20+ Widgets — Including inventory overview, equipment status, pending tasks, MSD alerts, production line efficiency, and more
  • Role-Based Views — Warehouse managers see inventory and equipment status; production supervisors see kitting progress and line efficiency
  • Real-Time Data — Dashboard data refreshes automatically — no manual action needed
4How does SMF generate and export reports?

SMF provides comprehensive reporting capabilities:

  • Standard Reports — Pre-built reports for inventory summaries, storage/retrieval details, MSD exposure records, equipment utilization, and more
  • Custom Reports — Filter and combine by time range, material type, warehouse zone, and other criteria
  • Export Formats — PDF, Excel, and CSV export supported
  • Scheduled Emails — Configure daily, weekly, or monthly reports to be auto-generated and sent to specified email addresses
5How does the SMF alert and notification system work?

SMF supports a multi-channel, configurable alert notification system:

  • Notification Channels — On-screen pop-ups, email, SMS, and messaging platforms
  • Alert Types — MSD exposure timeout, inventory below safety level, equipment anomaly, kitting timeout, and more
  • Rule Configuration — Each alert type can independently set thresholds, notification recipients, and escalation strategies
  • Escalation — If an alert is not addressed within the defined timeframe, it automatically escalates to senior management
6Does SMF support barcode and RFID recognition?

Yes. SMF is compatible with multiple automatic identification technologies:

  • 1D Barcodes — Code 128, EAN, UPC, and other common formats
  • 2D Barcodes — QR Code, DataMatrix (GS1 standard)
  • RFID — UHF RFID tag batch reading supported
  • Scanning Devices — Compatible with handheld scanners and fixed-mount scanners; NEO SCAN workstations include built-in industrial-grade scanning modules
1What are the server hardware requirements for deploying SMF?

The recommended minimum server specifications for SMF are:

  • Processor — Intel Xeon 8-core or equivalent CPU
  • Memory — Starting from 32GB DDR4 (64GB recommended if managing more than 100,000 material items)
  • Storage — 500GB SSD for system and database installation, plus additional backup storage
  • Network — Gigabit Ethernet, with server and warehouse equipment on the same LAN
  • Operating System — Windows Server 2019 or later, or Linux (CentOS/Ubuntu)

Actual requirements depend on your material data volume and concurrent user count. Our deployment team will provide a tailored hardware configuration based on your specific business scenario.

2What is the typical deployment timeline for SMF?

The deployment timeline depends on the project scope:

  • Standalone Deployment (SMF + hardware, no system integration) — 1-2 weeks, including installation, configuration, testing, and training
  • Integration Deployment (with ERP/MES connectivity) — 4-8 weeks, with interface development and joint testing taking the majority of time
  • Large-Scale Projects (multi-factory, multi-system, custom development) — Assessed based on specific requirements

Neotel provides full project management and technical support to ensure on-time delivery. For integration details, visit the SMF System Integration page.

3How is training arranged during SMF deployment?

Neotel provides a three-tier training program to ensure proficiency at every level:

  • Administrator Training — System configuration, user management, permission settings, backup and recovery (1-2 days)
  • Operator Training — Daily material handling, kitting operations, equipment control (1 day)
  • IT Training — System maintenance, network configuration, troubleshooting, interface management (1-2 days)

Training is available both on-site and remotely. The system also includes built-in user manuals and video tutorials for everyday reference.

4What are the steps for migrating data from a legacy system to SMF?

Data migration follows 5 standard steps:

  • Step 1: Data Audit — Assess the legacy system’s data structure, quality, and volume
  • Step 2: Mapping Template — Define field mapping relationships and data transformation rules
  • Step 3: Trial Import — Import sample data into the test environment to verify completeness and accuracy
  • Step 4: Physical Inventory — Cross-check system data against physical inventory and correct discrepancies
  • Step 5: Full Cutover — Full data import, run old and new systems in parallel, then complete the switchover

The Neotel deployment team assists throughout the entire process, providing data import tools and technical support.

5What are the acceptance criteria after SMF goes live?

SMF project acceptance includes the following key metrics:

  • System Availability — 72 consecutive hours of fault-free operation, availability >99.5%
  • Data Accuracy — Inventory data accuracy >99.9%, zero errors in storage/retrieval records
  • Performance — Page response time <2 seconds, concurrent user capacity meets requirements
  • Feature Completeness — All contractually agreed functional modules pass testing
  • Integration Verification — Data exchange with ERP/MES confirmed error-free (if applicable)
6Does SMF support phased rollout?

Recommended. Neotel suggests a 4-phase progressive rollout to reduce risk and accelerate value realization:

  • Phase 1 — Incoming registration + smart storage (core functions, results in 1-2 weeks)
  • Phase 2 — Kitting scheduling + replenishment integration (connecting to production line needs)
  • Phase 3 — MSD control + data analytics (compliance and optimization)
  • Phase 4 — AGV scheduling + system integration + advanced features

Each phase is independently accepted, ensuring stable operation before moving to the next. Book a demo to learn about the phased implementation plan.

1What data security measures does the SMF system employ?

SMF implements a multi-layered defense-in-depth security framework to ensure end-to-end data protection:

  • Data Encryption — Sensitive database fields are encrypted with AES-256; all data transmission is protected via HTTPS/TLS
  • API Security — All API calls require token-based authentication, preventing unauthorized access
  • Network Isolation — The system is deployed on the customer’s internal LAN, physically isolated from the internet to eliminate external intrusion risks
  • Data Localization — All business data is stored on customer-premises servers — data never leaves the facility, safeguarding core assets
2What are the data backup and recovery mechanisms?

SMF has built-in automatic backup mechanisms to safeguard data:

  • Daily Full Backup — The system automatically performs a full backup during off-peak hours
  • Incremental Backup — Hourly incremental backups minimize the risk of data loss
  • Backup Storage — Supports local disk + NAS dual copies; off-site backup recommended for critical data
  • One-Click Recovery — In the event of a failure, data can be restored within 30 minutes

Backup strategies can be customized according to customer requirements to ensure compliance with enterprise data management standards.

3Does SMF provide operation audit tracking?

Yes. SMF records comprehensive audit logs:

  • Coverage — User login/logout, material storage/retrieval, configuration changes, permission adjustments, and all critical operations
  • Log Content — Timestamp, operator, IP address, action details, and before/after values
  • Tamper-Proof — Audit logs are read-only and cannot be deleted or modified
  • Retention Period — Default 2-year retention, extendable based on compliance requirements

Audit logs support multi-dimensional search and export by time, user, action type, and more.

4Does SMF comply with industry regulatory requirements?

SMF is designed and implemented in accordance with multiple industry standards:

  • ISO 9001 — Quality management system, ensuring standardized development and delivery processes
  • IATF 16949 — Automotive industry quality management standard, supporting compliance needs of automotive electronics customers
  • J-STD-033 — Moisture-sensitive device management standard; SMF includes a complete built-in MSD control workflow
  • IPC-1782 — Component traceability standard, supporting full lifecycle traceability

Learn more about industry-specific solutions at our Solutions Center.

5What access control and authentication mechanisms does SMF offer?

SMF supports multi-layered access control to meet enterprise-grade security requirements:

  • Password Policies — Enforced complexity requirements, periodic rotation, and no reuse of historical passwords
  • LDAP/AD Integration — Supports integration with enterprise directory services for SSO (Single Sign-On)
  • Session Management — Automatic logout on timeout, preventing security risks from unattended sessions
  • IP Whitelisting — Restrict access to specific IP ranges or devices only
  • Account Lockout — Automatic account lockout after consecutive failed login attempts to prevent brute-force attacks
1Can SMF support multi-factory / multi-warehouse management?

Absolutely. SMF uses a multi-site architecture designed for enterprise groups:

  • Independent Operation — Each factory/warehouse’s local SMF instance runs independently; network interruptions do not affect local operations
  • Data Synchronization — When the network recovers, data from each site is automatically synced to the central management platform
  • Unified Dashboard — Headquarters can monitor all factories’ inventory, equipment status, and operational data in real time
  • Cross-Site Transfers — Supports inter-factory material transfers and inventory optimization for global resource allocation
2How do I add new functional modules to SMF?

Adding new modules is straightforward:

  • License Activation — After obtaining a new module license key, activate it directly in the system administration interface
  • No Reinstallation — Modules load as plugins without affecting existing functions or data
  • Quick Activation — Available for use within 1 hour after activation, including initial configuration and permission setup
  • Zero Downtime — Module activation does not interrupt system operation
3What is the version upgrade process for SMF?

SMF follows a standardized version upgrade strategy:

  • Annual Major Releases — 1-2 major versions per year, including new features and architecture improvements
  • Quarterly Patches — Security patches and bug fixes released quarterly
  • Upgrade Duration — Major upgrades typically require 1-2 hours of downtime; patches can be hot-deployed
  • Rollback Support — A snapshot is automatically created before upgrading; quick rollback is available if issues arise

Upgrades are guided by Neotel engineers either remotely or on-site, ensuring a safe and controlled process.

4What are the performance limits of the SMF system?

Typical performance parameters for a single SMF instance (with recommended hardware):

  • Material Management — Single instance supports 100,000+ material SKUs
  • Concurrent Users — 50+ users operating simultaneously
  • Device Connections — Single instance manages 20+ devices (SMD BOX, NEO SCAN, etc.)
  • Transaction Processing — 1,000+ operations/minute (storage, retrieval, scanning, queries, etc.)

Larger-scale requirements can be met through distributed deployment and load balancing, with linear scaling based on hardware resources.

5What is the future roadmap for SMF?

SMF continues to evolve, with key future developments including:

  • AI-Powered Prediction — Predicting material consumption trends based on historical data, with intelligent purchasing and kitting recommendations
  • Predictive Maintenance — Leveraging equipment operation data to anticipate maintenance needs and reduce unplanned downtime
  • Enhanced Mobile Experience — Richer mobile capabilities supporting on-site inspections and mobile approvals
  • Extended AGV Collaboration — Smarter multi-AGV coordinated scheduling and path optimization

If you have suggestions or feature requests for SMF’s future, please contact us — your feedback directly influences the product roadmap.

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