Implementing ERM | Configuration

Employee Records Management (ERM) is an application hosted and maintained by VisualVault. There is no installer package to download or deploy. Once the VisualVault database set-up is completed, the Implementer completes all customer-specific configuration through the ERM application itself.

Navigating to Customers

Access the Employees screen from the Employee Dashboard using the left navigation menu.

1. Log in to VisualVault with your credentials.

2. Open the ERM application. The application opens to the Employee Dashboard homepage.

3. Select Customers from the left navigation menu.

   1. On the Customers list screen, open the customer record with the name provided by System Administration/L3 Support.

The Customer record opens to the General tab. The tabs across the top are: General, Index Fields, and Employee Files.

Configuring a Customer

General

ERM uses a Customer record to store all customer-specific connection and branding parameters. The Customer record links the ERM application to the correct VisualVault database.

System Administration is responsible to fill in the required fields (marked with an asterisk) on the General tab.

Note: Implementers do not modify fields set up by System Administration. Implementers may modify the fields: Primary Color, Secondary Color.

SQL Connection Settings

The SQL Connection Settings section on the General tab configures the direct database connection ERM uses to read and write customer data. Required fields (set up by System Administration) are marked with an asterisk (*) in the interface.

Note: Implementers do not modify fields set up by System Administration.

Saving the Customer Record

1. Review all fields on the General tab and confirm every required field (*) is populated.

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

3. If the save is successful, the screen refreshes and the customer record remains open. If validation errors appear, correct the flagged fields and click Save again.

Index Fields

Index Fields enable search, retrieval, and retention management across the ERM solution. An ERM Field Name maps one-to-one with a selected VV Index Field.

Navigating to the Index Fields tab

1. In the left navigation panel, click Customers.

2. On the Customers list screen, click the customer record to open it.

3. Navigate to the Index Fields tab.

Configuring Index Fields

1. Add index fields and enter which VV index fields each one should map to.

2. Click Relate to Folders.

3. Click Save.

Employee Files

Employee Files configurations affect how employee‑related documents are organized and stored within the document library. The settings defined here determine folder structure, templates, and exceptions used across the ERM application. Implementers may reconfigure this page if/when a customer adds new employee document categories, the document repository structure changes, or additional compliance or audit requirements are introduced.

Navigating to the Employee Files tab

1. In the left navigation panel, click Customers.

2. On the Customers list screen, click the customer record to open it.

3. Navigate to the Employee Files tab.

Configuring Employees

1. Define the root folder locations for HR and employee documents.

2. Specify where employee templates and exception documents are stored.

3. Standardize sub‑folder structures for employee records.

4. Click Save.

Settings

Both Implementers and Administrators have access to configurable Settings within ERM, including the categories Roles and Permissions, Document Types, and Configuration.