Database Connect: MySQL and MS SQL

Overview

Database Connect allows an application to connect to an external MySQL or Microsoft SQL Server database. The connector stores the reusable connection details that a database action can use to write application data to the selected external database.

A configured database action can be launched through a workflow action button or a trigger. A scheduled trigger can also run the action on a defined schedule. This supports scenarios such as sending approved records to a reporting database, passing data to another system, or archiving completed records externally.

For the general action workflow, see Workflow: Actions.

For automatic or scheduled execution, see Workflow: Triggers.

Before You Begin

• You must be an App Designer or have equivalent permission to edit the application.
• The destination database must be reachable from GW Apps over the public network or through an approved accessible endpoint.
• Allowlist the GW Apps IP address 34.66.236.74 in the destination network firewall.
• Use a dedicated database account with access only to the required database and tables.
• The current connector dialog identifies INSERT, CREATE, and UPDATE as the required database-user permissions for the tables GW Apps will access.
• Have the database host, port, username, password, and database or schema name ready before starting.

Security: Never use a database administrator account or publish real connection credentials in screenshots, articles, emails, or support tickets. Store production credentials only in the connector’s protected credential fields.

Availability: If Database Connect is not visible in the Application Designer, ask your platform administrator or GW Apps representative to confirm that the feature is available for your environment.

Supported Database Types

Field or option	Description
MySQL	Use for an accessible MySQL database. The common default port is 3306.
Microsoft SQL Server	Use for an accessible Microsoft SQL Server database. The common default port is 1433.

The actual port can differ when the database administrator uses a custom listener or network configuration. Always use the host and port supplied by the database administrator.

Open Database Connect

1. Open the application in edit mode.
2. In the Application Designer navigation, select Database Connect.
3. Select the option to create a new database connector.
4. The New Database Connector dialog opens.

Configure the Connector

Enter the Connector Information

Enter a name that identifies both the system and its purpose. Add a short description so other App Designers understand where the connector is used.

Field or option	Description
Name	A designer-facing name for the saved connector, such as Asset Management MySQL.
Description	A brief explanation of the connected system and intended use.

Network requirement: Add 34.66.236.74 to the destination firewall’s allowlist before testing the connection. Restrict the firewall rule to the database port whenever possible.

Select the Database Type and Endpoint

Field or option	Description
Database Type	Select MySQL or Microsoft SQL Server.
Host	Enter the public host name or IP address of the database server. Do not enter a web page URL or include http:// or https://.
Port	Enter the database listener port. MySQL commonly uses 3306; Microsoft SQL Server commonly uses 1433.

Host format: A host can be a public DNS name such as mysql-demo.example.com or a public IP address approved by your organization. A local name such as localhost normally refers to the GW Apps server rather than your database and should not be used.

Enter the Database Credentials

Field or option	Description
User	The dedicated database login that GW Apps will use.
Password	The password for the database login. Keep the value hidden when capturing screenshots.
Database	The destination database or schema name used to authenticate the connection.

Use the Connector in an Application Process

Creating the connector establishes the reusable connection profile; it does not send data by itself. Configure the related Database Connect action, map the required form values to the destination database fields, and then decide when the action should run.

• Workflow action button: Run the database action when an authorized user selects the configured button at the appropriate workflow stage.
• Action trigger: Run the database action automatically after a supported record event, subject to the trigger’s filters.
• Scheduled trigger: Evaluate eligible records on the configured schedule and run the database action for records that meet the trigger conditions.

For action placement and execution, see Workflow: Actions.

For event-based and scheduled automation, see Workflow: Triggers.

Security and Operational Guidance

• Create a dedicated integration account instead of reusing a human user’s database login.
• Grant access only to the required database objects and operations.
• Restrict inbound network access to the GW Apps IP address and required database port.
• Use encrypted database transport when required by your organization’s security policy and supported by the deployment configuration.
• Coordinate password rotation with the GW Apps connector update so integrations do not fail unexpectedly.
• Test schema, table, and field changes before applying them to a connector used by production actions.
• Monitor the database and GW Apps automation history for failures or unexpected write volumes.

Troubleshooting

Field or option	Description
Connection times out	Confirm that 34.66.236.74 is allowlisted, the host resolves publicly, the selected port is open, and the database accepts remote connections.
Authentication fails	Re-enter the username and password, confirm the login is enabled, and verify that the correct authentication method is supported by the database server.
Database is not found	Confirm the database or schema name, spelling, and the connector user’s access to it.
Connection succeeds but the action fails	Verify the destination table, action mappings, data types, required columns, constraints, and the connector user’s INSERT, CREATE, and UPDATE permissions.
Connection stopped after credential rotation	Update or recreate the connector using the current password, test it, and then retest every action that depends on it.
Database Connect is not visible	Ask the platform administrator or GW Apps representative to confirm feature availability and your Application Designer access.