ERM | Settings

ERM Settings provides administrators with access to three configurable categories: Role and Permissions, Document Types, and Configuration.

Objective

The Settings screen enables administrators to maintain and configure the ERM application to match their organization's needs. It provides a single location for managing who can access application resources, defining the document types in use, and adjusting application-level display and search settings.

Navigating to Settings

Log in to VisualVault and navigate to the ERM application to access the Settings screen.

1. Log in to your VisualVault account.

2. Navigate to the ERM application.

3. Click Settings in the left navigation panel.

When you arrive, the Settings screen displays three configuration cards: Role and Permissions, Document Types, and Configuration.

🔍 Troubleshooting Note: If Settings does not appear in the left navigation panel, your account has not been assigned the Administrator role. Contact your administrator to request access.

How to use

Role and Permissions

The Role and Permissions screen is where administrators manage roles, assign users, configure resource access, and organize departments. Click the Role and Permissions card from the Settings screen to open it.

When you arrive, the Roles and Permissions screen displays the Roles tab by default. The roles list shows the following columns:

Note: This information covers Roles & Permissions for Modular Solutions, which controls screen and feature-level access within a Modular Solution at the resource level. This is distinct from Roles & Permissions in VisualVault Core, which controls document and folder-level access. The two systems work together — Modular Solution Roles & Permissions do not replace Core Roles & Permissions, but extended by them. For more information, see Roles & Permissions in VisualVault Core.

Managing Roles

Creating a Role

1. From the Roles tab, click + Create New Role in the upper right.

2. Enter a role name and description.

3. Click Save. The Role Modal opens to continue configuring the role.

Editing a Role

1. From the Roles tab, click the name of a user-created role to open it in the Role Modal.

2. Make your changes across the available tabs (see Configuring a Role below).

3. Save your changes.

Note: System roles open in read-only mode where applicable. Their settings can be inspected but not changed.

Duplicating a Role

1. From the Roles tab, select the checkbox next to the role you want to duplicate.

2. Click Duplicate in the upper right.

Deleting a Role

1. From the Roles tab, select the checkbox next to one or more user-created roles.

2. Click Delete in the upper right.

Note: System roles cannot be deleted. The Delete action is only available for user-created roles.

Configuring a Role

When you create or open a role, the Role Modal provides tabs for configuring module access, resource permissions, and admin capabilities.

Module Access

1. In the Role Modal, select the Module Access tab.

2. Use the toggles to control which top-level modules the role can see in the left navigation panel.

3. Toggle a module off to hide it from users assigned to this role. This also blocks all underlying resource permissions for that module at runtime.

🔍 Troubleshooting Note: If a user reports they cannot access a resource even though it appears enabled in Resource Permissions, confirm the corresponding module is toggled on in Module Access. A disabled module blocks all underlying permissions regardless of resource-level settings.

Resource Permissions

1. In the Role Modal, select the Resource Permissions tab.

2. Use the permissions grid to grant or revoke actions for each resource. Resources are grouped by area (for example, Dashboard, Contracts, Opportunities, Template Library, Roles and Permissions, Settings).

3. Select the checkboxes for the actions you want to grant. Available actions include View, Create, Edit, Delete, Export, and Upload, depending on the resource.

4. Use group header checkboxes where available to quickly grant or revoke an action across all resources in a group.

Note: Some resources do not support every action. Unavailable actions appear as non-interactive or display a dash. System roles are read-only in this tab.

Admin Capabilities

1. In the Role Modal, select the Admin Capabilities tab.

2. Enable any of the following capabilities as needed.

User Assignments

1. From the Roles and Permissions screen, click the User Assignments tab.

2. Locate the user using the search field or pagination controls.

3. Click Manage Roles to open the User Roles modal.

4. Add or remove roles as needed.

Note: Changes to user role assignments take effect immediately and impact the user's effective permissions.

Resource Permissions

1. From the Roles and Permissions screen, click the Resource Permissions tab.

2. Use the filters and search to locate a resource.

3. Click Manage Permissions to open the Add Roles to Resource modal.

4. Add or remove user-created roles for that resource.

Note: System roles may be visible in this view but cannot be removed.

Permissions Test

The Permissions Test tab allows administrators to review the effective permissions of any user — useful for diagnosing access issues.

1. From the Roles and Permissions screen, click the Permissions Test tab.

2. Select a user from the dropdown. The screen displays:

   • All roles currently assigned to the selected user.

   • A resource-by-resource table showing the user's effective permissions based on the union of all assigned roles.

   • Any special permissions, shown as granted or not granted.

3. Click Refresh to ensure the display reflects any recent changes to role or resource configurations.

Departments

1. From the Roles and Permissions screen, click the Departments tab.

2. Use the filters and search to locate a department name.

3. Click Manage Roles to open the Roles for Department modal.

4. Add or remove user-created roles for that department.

Note: System roles may be visible in this view but cannot be removed.

Document Types

The Document Types screen is where administrators create and manage the document types available throughout the ERM application. Click the Document Types card from the Settings screen to open it.

When you arrive, the Document Types screen displays a list of all existing document types with the following columns:

Note: Document types configured here map to index fields in the VisualVault Document Library where employee records are stored. This mapping is automatic and requires no additional action from the administrator.

Creating a Document Type

1. From the Document Types screen, click + New Document Type in the upper right.

2. In the New Document Type modal, complete the following fields:

   Field	Required	Description
   Name	Yes	The name of the document type as it will appear throughout the application.
   Description	No	A brief description of the document type's purpose.
   Status	Yes	Toggle to Enabled or Disabled. Enabled document types are visible and available for upload; disabled types are hidden from users and unavailable for upload. Defaults to Enabled.
   Roles	No	Type to search for and add roles that should have access to this document type. Click Add after selecting each role.

3. Click Save. The new document type appears in the list.

Editing a Document Type

1. From the Document Types screen, click the name of the document type you want to edit.

2. Update the fields as needed in the modal.

3. Click Save.

Duplicating a Document Type

1. From the Document Types screen, select the checkbox next to the document type you want to duplicate.

2. Click Duplicate in the upper right.

Deleting a Document Type

1. From the Document Types screen, select the checkbox next to one or more document types.

2. Click Delete in the upper right.

Note: A document type can be deleted even if its Usage status is In Use. Deleting a document type that is currently associated with employee records will remove it from those records. Confirm your intention before proceeding.

Configuration

The Configuration screen is where administrators customize the Internal Audit tab appearance on Audit records and configure the search fields available on the Employees page. Click the Configuration card from the Settings screen to open it.

The Configuration screen is divided into two sections: Internal Audit Tab Settings and Employee Search Settings.

Internal Audit Tab Settings

The Internal Audit Tab Settings section controls the display name and grid color coding of the Internal Audit tab on Audit records.

Tab Name

1. In the Tab name field, enter the label you want to display on the Internal Audit tab of Audit records.

Note: The default value is Internal Audit. Update this field to reflect your organization's preferred terminology.

Grid Colors

The Grid colors settings control how cells in the Internal Audit tab grid are color-coded based on keywords. When a cell contains a matching keyword, it displays in the associated color.

1. In the Not Missing Documents Keywords field, enter the keywords that indicate a document is present and in good standing. Separate multiple keywords with a comma and no space (e.g., good,complete,received). Click the color swatch to select the color that cells containing these keywords will display.

2. In the Missing Documents Keywords field, enter the keywords that indicate a document is missing. Separate multiple keywords with a comma and no space (e.g., missing,absent,not received). Click the color swatch to select the color that cells containing these keywords will display.

Note: Keywords must be separated by a comma with no space. For example: good,complete not good, complete.

Employee Search Settings

The Employee Search Settings section controls which search fields are available on the Employees page. Administrators can add, edit, reorder, and delete search fields here.

Adding a Search Field

1. In the Add Search Fields area, complete the following fields:

   Field	Description
   Field Label	The label that appears on the Employees page search field (e.g., Search, Employee Name).
   Field Type	The input type for the search field. Select from: Text, Number, Date, Dropdown, Email, Phone, or Checkbox.
   Mapping to Database Fields	The database field or fields this search field queries (e.g., firstName, lastName, department). Separate multiple fields with a comma.

2. Click Add Field. The new field appears in the Fields Layout area below.

Managing the Fields Layout

The Fields Layout area displays all currently configured search fields. Each field shows its label and the database field it maps to.

• Reorder fields — drag a field to a new position to change the order in which it appears on the Employees page.

• Edit a field — click the edit icon next to a field to update its label, type, or database mapping.

• Delete a field — click the delete icon next to a field to remove it.

Saving Configuration Changes

After making any changes in the Configuration screen, click Save in the lower right to apply them. Click Cancel to discard your changes.

Reference

• ERM | Frequently Asked Questions