Confirm all items in this section are in place before beginning implementation.
Software and Subscription
Requirement | Details |
VisualVault Platform | VisualVault Version 6 |
Subscription — ERM v2.1 (Base Solution) | Customers must purchase a subscription for ERM v2.1 before implementation begins. |
Subscription — ERM Add-on (if applicable) | Customers must purchase a subscription for ERM Add-ons (Audits, advanced Retention Management, etc) before enabling them in the ERM application. If add-on features are not purchased, then these features will not be available. |
Provisioning Request
Submitting a Support Change Control Form (S-CCF)
Before any database configuration work begins, Professional Services must initiate the provisioning request through the formal change control process.
Create a Support Change Control Form (S-CCF) (see Sample S-CCF below).
Open a support ticket with VisualVault and attach the completed S-CCF.
Wait for confirmation from VisualVault System Administration or L3 Support Agent that the setup is complete before proceeding to configuration.
Sample S-CCF
Change Name: New VisualVault database with ERM Customer for [Customer Name]
Change Scope: 2 Customer Database
Change Description: This is a request for a VV System Administration or L3 Support Agent to setup a new VV database with ERM Customer. The task includes creating a new SQL user account, creating a Customer within the ERM application, and populating the Customer record on the General tab. Additionally, notify the VV Implementer and provide them with the VV site URL, ERM application URL, and any other pertinent customer-specific details or particular exceptions. Refer to https://docs.visualvault.com/docs/erm-database-setup
Systems Effected: VisualVault Customer and database, ERM Customer
Testing: Testing of creating a new database has been completed with QA of the VisualVault Product. Testing of creating a new ERM Customer record has been completed with QA of the ERM application.
Test Plan: After creation, verify database connection is active. Create ACF for VisualVault Implementer's user account to gain access.
Rollback Plan: Delete the newly created VV customer/database, and delete the Customer in the ERM app.
Note: Plan for lead time to request the new VV database and ERM Customer setup, at least 5 business days. Emergency or Retroactive CCFs should be extremely rare in standard operating procedures (see SOP-0003b).
Third-Party Dependencies
IdP (Identity Provider)
Obtain the following values from the customer’s IdP administrator before beginning Single Sign On (SSO) integration (optional).
Identity Provider Entity Id — the unique identifier for the IdP (e.g., https://sts.windows.net/<tenant-id>/)
Identity Provider Metadata URL — the federation metadata URL published by the IdP
Identity Provider Login URL — the SAML SSO endpoint URL (e.g., https://login.microsoftonline.com/<tenant-id>/saml2)
Identity Provider Certificate — the signing certificate used to validate SAML assertions from the IdP
sFTP (Secure File Transfer Protocol)
Obtain the following values from the customer before beginning SFTP integration (optional).
SFTP Server Details — Hostname or IP address, port number, and directory paths for file storage.
Authentication Credentials — A dedicated service user account, specifically either a username and password, or an SSH key pair (public/private key).
Network Security — Static IP addresses from both systems allowed (whitelisted) through firewalls.
Data Specifications — Confirmation of file format (e.g., CSV, JSON), file naming conventions, and file size limitations.
Action Plan — Defined data transfer schedule (automated vs. manual) and file movement (upload/download) instructions.