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Implementing ERM | Database Setup

  • Actualizado en Apr 27, 2026
  • Publicado el Apr 24, 2026
  • 2 minuto(s) leído(s)
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Before an implementer begins a customer-specific configuration, a VisualVault System Administrator or L3 Support Agent must complete a series of provisioning steps. These steps establish the ERM solution and hand it off to the implementer in a ready state.

Overview of System Administrator Responsibilities

Task

Description

Create new VisualVault database

Creates new SQL user account (different than a new VisualVault database). Gather all connection values which will go in the ERM application.

Configure the Customer record (General tab)

Enters all connection and credential parameters in the ERM application.

Notify the implementer

Provides the implementer with the customer database, ERM application URL, and any other relevant customer-specific details needed to begin configuration.

Configure the Customer record (General tab)

After creating a new customer database, the System Administrator or L3 Support Agent is responsible to populate the Customer record (General tab) in the ERM application. The General tab contains the API credentials and SQL connection settings that link the ERM application to the customer's database. These values are customer-specific and must be entered by the System Administrator, who has access to the required credentials.

  1. Log in to the ERM application.

  2. In the left navigation panel, click Customers.

  3. Click New to create a new customer record.

  4. The Customer screen opens on the General tab. Confirm the tabs read: General, Audit, Employees, Index Fields, and Employee Files.

Fill in the General tab

Enter the following values on the General tab. All fields marked with an asterisk (*) are required.

Field

Value to Enter

Customer Name *

The customer's full legal or operating name.

Customer Alias *

A short, unique identifier for the customer used internally by ERM — confirm with the implementer.

API URL *

The base URL of the VisualVault API endpoint for this customer environment.

Database Alias *

The alias assigned to the customer's VisualVault database during the clone step.

API Key *

The VisualVault API key for this customer environment — obtained from the VisualVault platform credentials store.

API Secret *

The VisualVault API secret paired with the API Key. Treat as a password.

Primary Color

The customer's primary brand hex color code — can remain default.

Secondary Color

The customer's secondary brand hex color code — can remain default.

Completing the SQL Connection Settings

Scroll down to the SQL Connection Settings section and enter the database connection details for the cloned customer environment.

Field

Value to Enter

User *

The MySQL service account username.

Password *

The MySQL service account password.

Server *

The IP address or hostname of the MySQL server hosting the customer database.

Multi-Subnet Failover *

Select Yes if the MySQL environment uses high-availability or failover. Select No for standard single-instance deployments.

Forms Database *

The name of the MySQL database used for ERM forms data for this customer.

Database Main *

The name of the primary VisualVault MySQL database created during the clone step.

  1. Review all fields and confirm every required field (*) is populated.

  2. Click Save in the bottom-right corner of the screen.

  3. Verify the customer record appears in the Customers list with the correct name and alias.

Note: The API Key, API Secret, or database password credentials are entered by the System Administrator or L3 Support Agent, and remains in the ERM Customer record. The implementer does not require direct access to these values to complete their configuration work.

Handoff to Implementer

Once the customer database is created and the Customer record (General tab) is saved, the System Administrator or L3 Support Agent notifies the implementer that the environment is ready. The communication at handoff must include:

  • Customer database

  • The ERM application URL

  • Confirm that the Customer record has been created and the General tab is complete

  • The customer name and alias as entered in the Customer record

  • Any customer-specific notes or exceptions identified during set-up (if applicable)