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.

Licensed Modules

qportal is organized into individually licensed modules. The modules included in your subscription determine which applications are available to your users after login.

Two modules are currently available:

Module	Covers
Audit	The full audit lifecycle described in this documentation — audit planning, fieldwork, findings, and corrective/preventive action management
Root Cause Analysis	Structured 5-Why and 8D analyses, usable from a finding or entirely standalone

The Root Cause Analysis module is licensed independently of the Audit module and does not require it: a tenant can run standalone analyses — customer complaints, supplier deviations — without ever conducting an audit in qportal. Without the module, its two tiles and its two roles do not appear. qportal is designed to support additional licensed modules over time.

If you are unsure which modules are included in your subscription, contact your BTP administrator or the qportal team.

Subscribing to qportal

Prerequisite: You need a BTP subaccount (Consumer) with the necessary entitlements for the modules you want to license. 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 your licensed qportal modules. Each application appears as a tile; clicking a tile opens the corresponding application.

The Launchpad is organized into groups, one per area. Which groups appear depends on the modules in your subscription:

Tile	Group	Purpose
Audits	Audit Execution	Plan, start, and close audit engagements
Audit Programs	Audit Execution	Group related audits into programs
Findings	Audit Execution	Cross-audit findings monitoring
Findings / Action Analytics	Audit Execution	Trend evaluations for management review
My Actions, Action Workbench	Action Items	Manage corrective and preventive actions
5-Why Analyses, 8D Analyses	Root Cause Analysis	Structured root cause analyses (Root Cause Analysis module)
Question Catalogs	Master Data	Maintain reusable audit question sets
Org Units, Persons	Master Data	Organizational structure, auditors and auditees
Master Data (various)	Master Data	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.

Which modules can I license? The Audit module and the Root Cause Analysis module are currently available and generally accessible to new tenants. They can be licensed together or independently of each other. Contact the qportal team for the current module lineup and pricing.