Tenant Setup & Subscription

qportal is a multi-tenant SaaS application running on SAP Business Technology Platform (BTP). Each organization (tenant) operates in a fully isolated environment — your data is never shared with other tenants.

What is a Tenant?

A tenant corresponds to your organization’s SAP BTP subaccount. When your organization subscribes to qportal, a dedicated database is automatically created and configured for your tenant — fully isolated from all other organizations. You access qportal via a URL unique to your organization.

Your subdomain is determined by your BTP subaccount subdomain (set when the subaccount was created). The qportal team provides the exact URL after your subscription is activated.

Subscribing to qportal

Prerequisite: You need a BTP subaccount (Consumer) with the necessary entitlements. Contact your BTP administrator or the qportal team to start the subscription process.

1. Open your BTP Cockpit and navigate to your subaccount
2. Go to Services → Service Marketplace
3. Search for qportal Audit Management
4. Click Create and follow the subscription wizard
5. After a few minutes, the subscription completes and your tenant URL becomes active

Once subscribed, your organization’s qportal instance is immediately accessible — no additional installation or database setup is required.

Assigning Roles to Users

After subscribing, you need to assign qportal roles to your users in the BTP Cockpit.

Available Roles

Role	Purpose
AuditManager	Plan audits and programs, assign teams, manage audit lifecycle, verify action items
Auditor	Conduct audits, document findings, create action items
Auditee	View own audits, respond to findings, manage own action items
MasterDataAdmin	Maintain reference data (audit types, org units, persons, rating schemes, etc.)
MasterDataViewer	Read-only access to master data (included in all other roles by default)

Assigning a Role

1. In BTP Cockpit, go to your subaccount → Security → Role Collections
2. You will see the qportal role collections (e.g. AuditManager, Auditor, Auditee)
3. Click a role collection and add users via Edit → Users → Add
4. Enter the user’s email address and save

Tip: A user can have multiple roles. For example, an Audit Manager who also administers master data needs both AuditManager and MasterDataAdmin.

The Fiori Launchpad

After logging in, users land on the Fiori Launchpad — a tile-based start page that gives access to all qportal modules. Each module appears as a tile; clicking a tile opens the corresponding application.

The Launchpad is organized into a single group containing all available modules:

Tile	Module
Audits	Plan, start, and close audit engagements
Audit Programs	Group related audits into programs
Action Items	Manage corrective and preventive actions
Question Catalogs	Maintain reusable audit question sets
Org Units	Manage organizational structure
Persons	Manage auditors and auditees
Master Data (various)	Audit types, rating schemes, finding categories, etc.

Tip: Only tiles for applications your role permits will be functional. If a tile appears but you get an authorization error, ask your BTP administrator to check your role assignment.

First Steps After Setup

Once roles are assigned, your users can log in at your tenant URL. We recommend completing this setup in order:

1. Set up Master Data — Have your Master Data Admin configure:

   • Organizational Units (Org Units)
   • Persons (auditors and auditees)
   • Audit Types, Rating Schemes, Finding Categories

2. Create a Question Catalog — Your Audit Manager can create reusable question catalogs for your audit procedures

3. Plan your first Audit — Create an audit, assign the team, and start the audit lifecycle

See the Getting Started guide for an overview of all modules.

Unsubscribing

To remove qportal from your subaccount:

1. In BTP Cockpit, go to Services → Instances and Subscriptions
2. Find the qportal subscription and click the delete icon
3. Confirm the deletion

Warning: Unsubscribing permanently deletes all data in your tenant, including all audits, findings, and action items. This action cannot be undone. Export any data you need to retain before unsubscribing.

FAQ

Can I change my tenant URL? The URL is derived from your BTP subaccount subdomain, which is set at subaccount creation and cannot be changed afterwards.

Is my data isolated from other tenants? Yes. Each tenant has its own dedicated database. There is no shared data between tenants.

Can I import data from an existing system? qportal currently does not provide a bulk import tool. Master data can be set up manually via the administration screens.

How do I add more users? Users are managed via BTP Cockpit role assignments. There is no separate user administration inside qportal — BTP identity management is the authoritative source.