QWiki Tag: Portal

TLRF Overview

To receive the initial four (4) week complimentary non-productive “Test” license for any QuantityWare product or products, prospective customers should complete the “Test License Request Form” (TLRF) via the Portal.

You can access the TLRF at https://service.quantityware.com/tlrf, or within the Portal by selecting the “TLRF” item in the navigation menu when not logged in.

The TLRF is split into several sections, each of which is described below:

Important Details

Please read this as this provides important information regarding what your organisation is applying for.

Organisation Details

Complete the details of the legal entity that is requesting the test license keys. These details will be used for any future invoices, POs etc and so must be the official address for your organisation.

Contact Details

The team members you enter here will be granted Portal user accounts (“Contacts”), which are vital to perform various functions, including:

• Communication with the QuantityWare team via the SupportCentre
• Downloading of software, updates and notes
• Obtaining product license keys
• Maintaining organisation data

As described in the TLRF, we require at least one “Management”, “Application” and “Technical” contact:

• Management contact – a person who controls the overall process but is also given full authority in our portal to change / request / delete Contacts. If you wish to define a “Manager” that has overall authority, but will not require any portal access, state this in the “Comments” section of the form. To allow the “Management” actions such as Contact change / request / deletion, add an additional Contact by pressing the “+New Contact” button – giving this person at least the role of “Cust. Admin.”
• Application contact – a person that will have responsibility at the application-level for the quantity conversions within the SAP-system and its business processes.
• Technical Contact – a person who will be responsible for the SAP-Basis technical actions (such as client copies, system maintenance, add-on installation etc.).

Please feel free to define any other additional Contacts as you wish, however this is not essential, and they can be defined later in the business relationship.

Learn more about Roles and the permissions they grant to your organisation’s Contacts on the Portal Roles page.

Target Systems

Here you enter the details of one or two systems that you will be installing a test license of a QuantityWare product on.

If you do not know the details of the system(s) you will be receiving from SAP, please enter a SAP Installation No. of “<abbreviated company name>” (10 characters) and a SID of “ABC”.

In addition to your system details, select the product required (BCP / BCG / CTP / CTG) for each system.

SAP Release

Here you specify the release of SAP you’ll be using for your BCS environment.

This allows us to select the best version of BCS for you, and allows us to provide you with the appropriate software for download in the DataLounge.

License Period

This is the installation date from which the licenses will be required.

Test License Requests are usually processed within two days, however in some circumstances the processing of your request may take longer (if there are queries to resolve).

To guarantee you have access to the full four-weeks of testing, your licenses will be granted a four-week validity from either the date you specified, or the date of process completion, whichever is further in the future.

Request Contact and Comments

The person responsible for making the Test License Request should enter their details in this section and any additional comments they wish to communicate (e.g. the “Manager” / “Cust.Admin.” situation described above).

Confirmations & Submit

To Submit the TLRF, you must first complete the Google Captcha challenge (if shown) and then read and agree to the Data Protection Notice.

If you do not agree to the Data Protection Notice, we cannot accept the disclosure of your data to us and as such cannot process your request.

Click “Submit” to submit your request to QuantityWare. If there are any issues with the data you have entered, or you missed any key data, a message will be shown describing what needs to be changed.

After Submitting your request, it will usually be processed within two German working days.

Systems Manager Overview

The Systems Manager is your hub for viewing and maintaining the system and installation records we have for your organisation and allows you to obtain license keys for each of your QuantityWare systems.

License Rules

To support the automated generation of license keys, the following rules have been put in place:

• License key expiries are directly linked to the current “agreement validity expiry”, which is:
  • For test agreements, the end date of the test agreement
  • For productive agreements, the end date of the last paid-for yearly/quarterly period
    • When the invoice for the next period of your agreement is paid, any previously added systems will automatically have license keys generated / extended accordingly
• SAP Installation numbers are selected from a pre-approved list
  • This reduces the chance of error when adding new systems, and helps speed up system addition
  • You can request new SAP Installations via the Systems Manager (see Requesting a New Installation below)
• You may only add systems up to the system limit
  • This is set based on the scale of your QuantityWare agreement
  • You can request system limit increases if required

Adding Flexibility

Both license expiries above are usually the responsibility of your organisation’s financial representatives. However, to provide some flexibility to your organisation’s technical contacts, the following exceptions have been put in place:

• If licenses are about to expire on a test agreement, technical contacts may request a test agreement extension via a special button in the Systems Manager
• If configured for your organisation and if licenses are about to expire on a productive agreement, we allow a one-off 31 day “emergency extension” of all productive licenses. This can be performed with a single click in the Systems Manager
• Special 28-day “trial licenses” can be generated for software that you don’t currently have licensed – for example, for BCG if you currently have a license for BCP
  • These allow you to try out our alternative software solutions alongside your currently licensed software
  • Once generated, you can request extensions of these trial licenses using the “Request Trial License Extension” button within each system’s details

Accessing the Systems Manager

You can access the Systems Manager as follows:

• Click “Customer” in the navigation menu
• Select “Systems Manager”

The Systems Manager will load. The Systems Manager and split into three tabs (the “Systems” tab is shown to the right):

• Summary – View an overview of your organisation’s licenses and installations, the agreement/contract status and the licensed software. Warnings for any expiring/expired licenses and agreement issues will be displayed here clearly.
• Systems – View your list of systems and view the license keys of any BCP / BCG systems. Add new systems and request license extensions (for “trial” systems and when on a test agreement/contract only)
• Installations – View the list of approved Installations for your organisation, delete unused installations and request additional installations

Adding a New System

If you have appropriate access, and your system limit has not yet been hit (if it has, see Requesting a Systems Limit Increase below), you can add new systems and receive license keys using the Systems Manager.

To add a new system within the Systems Manager:

• Click the “Systems” tab
• Click the “+ Add System” button (at the bottom of the existing systems list)

The new system’s details will be displayed, with a default name and software selected (see right):

• Enter a system name (this will help you identify it when viewing the Systems Manager in future)
• Select a Product (BCP, BCG, CTP or CTG) if the default does not match your requirement

• Choose an environment from the list
  
• Select the system’s Installation from the list
  

• Enter the system’s 3-character SID
• Repeat the above steps each system you wish to add
• Click “Save Changes” in the Action Bar

The system details you entered will be validated and, if successful, the Portal will add the systems to its records and generate any BCP or BCG licenses requested.

After a few moments, the page will reload, and a note will be shown to state that the license generation (if applicable) was successful. To view your new licenses, follow the instructions in the View License Details section below.

Viewing a License Key

To view the license key and license details for an existing system within the Systems Manager:

• Click the “Systems” tab
• Click the relevant system (anywhere on the system record)

The system’s record will expand to display the system details and license details.

The license key, expiry date and status are shown to right of the system details (see right).

• Optionally, click the “Copy to Clipboard” link to copy the license key to your device’s clipboard

Licenses keys are only required for BCP and BCG systems. CTG and CTP systems do not require a license key, so the message to the right is displayed when the system details are shown:

License Status

Each system record will display a status icon, which will describe the status of your license to help you easily identify systems with expiring / expired license keys, those with trial license keys etc. All statuses are shown below:

	Valid BCP/BCG license		Valid “trial” BCP/BCG license
	Expiring BCP/BCG license (within next 100 days)		New system (will be added on save)
	Expired BCP/BCG license		System flagged to archive (on save)
	CTP/CTG system

Archiving a System

To archive a system within the Systems Manager:

• Click the “Systems” tab
• Click the relevant system (anywhere on the system record)
• Click the “Archive” button

The system will be marked as “To Archive”. If you didn’t mean to archive the system, click the “Restore” button now – the archival won’t take place until you click “Save Changes”.

• Repeat the above steps or each system you wish to archive
• Click “Save Changes” in the Action Bar

Each system you requested to be archived will be archived immediately.

Requesting a New Installation

Starting with Portal v4.0.0, license keys are generated instantly when a system is added via the Systems Manager. To ensure this process is reliable and to reduce the chance of errors, you can only add systems and generated license keys to those installations made available in a pre-defined list. You can add installations to this list by requesting installations using the process below.

To request one or more new installations within the Systems Manager:

• Click the “Installations” tab
• Click “+ New Installation”

A new blank installation will be added to the Installations list, along with a “Reasons for additional installation(s)” text field.

• Enter your installation number
• Enter a description of your installation
• Repeat the above steps for each installation you require
• Enter a description of your new installation(s) and why these are required. This will help QuantityWare understand your requirement and allow us to make sure your current agreement scale / complexity level is accurate, prior to granting your new installation(s).
• Click “Save Changes”

Your new installations will be validated and, if there are no issues, a ticket will be automatically raised with the QuantityWare team requesting your changes.

After a few moments the page will refresh, and you’ll see a message to confirm that your request has been sent, along with a link to the Ticket itself (should you wish to add any further comments). Additionally, you will receive an email to confirm that your ticket has been raised with the QuantityWare team. You can view the ticket at any time via the SupportCentre.

The QuantityWare team may have queries relating to your request. If they do, they will reply to your ticket and you’ll receive an email notification. You can reply to the ticket via the SupportCentre to respond to any queries.

After any queries are resolved, the QuantityWare team will confirm their decisions regarding each requested installation. You’ll receive a confirmation email explaining the decision(s), and each installation that was approved will now be available within the Systems Manager, listed in the Installations tab and may have new systems added against it – and licenses generated as required.

Deleting an Installation

You can only delete installations if they are not currently in use by any of the systems for your organisation. Deleting an installation will make it no longer available to any of the systems you add for your organisation, so only delete those you are sure you will no longer require.

To delete an available installation within the Systems Manager:

• Click the “Installation” tab
• Click the “Delete” button for each Installation you wish to remove
• Click “Save Changes” in the Action Bar

Productive License Extensions

Since Portal v4.0.0, the expiry dates of license keys are directly linked to the “agreement validity expiry”, which is:

• For test agreements, the end date of the test agreement
• For productive agreements, the end date of the last paid-for yearly/quarterly period

The reason for license key expiry is usually the responsibility of your organisation’s financial or agreement representatives. i.e. the expiration date of usage agreements defines the expiration date of license keys.

However, to provide some flexibility to your organisation’s technical contacts, the following functions have been put in place:

• If licenses are about to expire on a test agreement, technical contacts may request a test agreement extension
• If configured for your organisation and if licenses are about to expire on a productive agreement, technical contacts may perform a one-off 31 day “emergency extension” of all productive licenses.

Details of both methods are shown below:

Requesting a Test Agreement Extension

When testing QuantityWare software, sometimes the testing can take longer than the 28 days that our test license keys are valid for. As the technical team at your organisation often lead the testing process, we offer the flexibility for technical contacts to request an extension of the test agreement and corresponding license keys.

When viewing the Systems Manager for a customer with a test agreement, you will a message like that on the right on the “Summary” tab:

In the above case, to request a test agreement extension via the Systems Manager:

• Click the “Request Extension” within the “Test Agreement” notice

This will automatically create a draft “Test Agreement Extension” ticket, which will list all existing systems for your organisation (see right).

By default, the requested expiry is set to 28 days from today’s date.

• Modify the “Requested Expiry” date as required
• Optionally, add any supporting documentation using the attachment upload interface in the “Attachments” tab
• Enter the reason for your extension request. You should specify as much detail as possible as more detail will help QuantityWare process your request quickly and reduces the chance of further questions prior to implementation of your request.
• Click “Submit Ticket” in the Action Bar

Your request will be validated and, if there are no issues, the ticket will be submitted to the QuantityWare team.

The QuantityWare team may have queries relating to your request. If they do, they will reply to your ticket and you’ll receive an email notification. You can reply to the ticket via the SupportCentre to respond to any queries.

After any queries are resolved, the QuantityWare team will confirm their decision. You’ll receive a confirmation email explaining the decision, and if your request is approved your agreement will be extended and your license keys will be extended also. All contacts with the technical role will receive an email that the updated license keys are available within the Systems Manager.

Performing an Emergency Productive License Key Extension

If configured for your organisation and if licenses are about to expire on a productive agreement, technical contacts may perform a one-off 31 day “emergency extension” of all productive licenses.

If configured and the licenses are about to expire, you will a message like that on the right on the Systems Manager “Summary” tab:

If you’ve already performed a one-off emergency extension for the current expiry, you will not be able to make another (you’ll see a note stating that you’ve already made the emergency extension).

If you see the message to the right, then to perform an emergency extension within the Systems Manager:

• Click “Customer” in the navigation menu
• Select “Systems Manager”
• Click the “Extend Licenses” within the “Invalid Agreement” notice

The portal will extend all productive licenses on your system to the emergency extension date.

After a few moments, the page will reload, and a note will be shown to state that the emergency license extension was successful. To view your new licenses, follow the instructions in the View License Details section below.

Trial Licenses

If your organisation has a productive license agreement/contract with QuantityWare, this is for one of the following QuantityWare products:

• BCP (Bulk Calculations – Petroleum)
• BCG (Bulk Calculations – Gas)
• BCS (Bulk Calculations Solution, which covers both BCP and BCG)

If you have a BCS license, you may add systems and obtain productive licenses for both the BCP and BCG software. If you have a BCP or BCG license only, then you may only add systems and obtain productive licenses for the BCP or BCG software respectively.

However, we offer a way for you to “try out” our alternative software solutions alongside your currently licensed software. This is performed via a “Trial License” of the non-licensed software.

Trial License Characteristics

• Trial licenses expire 28 days after generation
• Trial license key expiry dates are not linked to your agreement’s validity expiry, so do not automatically extend whenever your agreement validity is extended
• If your organisation chooses to purchase the software you are trying out, and the agreement/contract is modified to support this, any trial licenses for your organisation will be immediately converted to standard productive licenses and extended to the current agreement validity expiry.

Obtaining a Trial License

To obtain a 28-day trial license, just follow the standard steps to add a new system (see Adding a New System above) but select the software that you do not currently have a license for (e.g. if you have a license for BCG, select BCP).

The only difference in process will be that your environment choices are limited to Development and Sandbox / Test.

Extending a Trial License

Trial licenses may be extended on request, as follows:

• Click “Customer” in the navigation menu
• Select “Systems Manager”
• Click the “Systems” tab
• Click the relevant trial system (anywhere on the system record)

The trial system’s record will expand to display the system details and trial license details.

• Click the “Request Trial License Extension” button

This will automatically create a draft “Trial License Extension” ticket, which will list all existing trial systems for your organisation (see right).

By default:

• The “Requested Trial License Extension” will be set to 28 days from now
• The system you selected in the Systems Manager will be selected for extension.
• Optionally, modify the “Requested Trial License Extension” date
• Optionally, select any other trial licenses you wish to extend
• Optionally, add any supporting documentation using the attachment upload interface in the “Attachments” tab
• Enter the reason for your extension request. You should specify as much detail as possible as more detail will help QuantityWare process your request quickly and reduces the chance of further questions prior to implementation of your request.
• Click “Submit Ticket” in the Action Bar

Your request will be validated and, if there are no issues, the ticket will be submitted to the QuantityWare team.

The QuantityWare team may have queries relating to your request. If they do, they will reply to your ticket and you’ll receive an email notification. You can reply to the ticket via the SupportCentre to respond to any queries.

After any queries are resolved, the QuantityWare team will confirm their decision. You’ll receive a confirmation email explaining the decision, and if your request is approved each trial system will have a new, extended trial license key generated. All contacts with the technical role will receive an email that the new license keys are available within the Systems Manager.

Requesting a System Limit Increase

To prevent misuse of the license key generation system, the Portal initially limits the maximum number of system records that can be added for each customer. This is set to a level that matches the “scale” of your organisation’s agreement/contract with QuantityWare and should offer more than enough flexibility to ensure all required systems can be added to the Portal.

If, however, you hit the system limit but need to add further systems, you may request a system limit increase by either raising a ticket with the “System Limit Change” category via the SupportCentre, or via the Systems Manager as below:

• Click the “Systems” tab
• Click “Request System Limit Increase” / “Request an Increase” below your list of existing systems

This will automatically create a draft “Systems Limit Change” ticket, which will display your current limit and the requested limit (see right).

By default, the requested limit is set to one greater than the current limit.

• Modify the “Requested Systems Limit” as required
• Enter the reason for your limit change request. You should specify as much detail as possible as more detail will help QuantityWare process your request quickly and reduces the chance of further questions prior to implementation of your request.
• Click “Submit Ticket” in the Action Bar

Your request will be validated and, if there are no issues, the ticket will be raised.

The QuantityWare team may have queries relating to your request. If they do, they will reply to your ticket and you’ll receive an email notification. You can reply to the ticket via the SupportCentre to respond to any queries.

After any queries are resolved, the QuantityWare team will confirm their decision. You’ll receive a confirmation email explaining the decision, and if your request is approved your system limit will be increased as requested.

SupportCentre Overview

The SupportCentre is single point of contact to communicate with the QuantityWare team – and the method used by the QuantityWare team to communicate with you.

For any QuantityWare queries, please use the SupportCentre to get in touch.

Ticket List

The SupportCentre contains a list of all outstanding tickets belonging to your organisation(s), along with any tickets you’ve begun to raise but are still in draft form.

You can access the Ticket List as follows:

• Click “SupportCentre” in the navigation menu
• Select “Ticket List”

The Ticket List will display. Click on any ticket listed to open it.

You can modify the view as described below:

Submitting a Ticket

To submit a ticket to the QuantityWare team, please follow the steps below:

• Create a new ticket, by doing one of the following:
  • From any screen, select “SupportCentre” in the navigation menu, then select “New Ticket”
  • From the Ticket List, click the “+ New Ticket” button

The “New Ticket” screen will be displayed (see right):

• Select a customer (if applicable – this is only available if you have roles across multiple customers)
• Select a category (see Ticket Category List later in this section)

The screen will refresh, and some additional information will be displayed (see left).

You’ll see a Subject field, along with a Details / Comments text area, and (optionally, depending on the ticket category) a System drop down field.

A new “Submit Ticket” button will be available, and (optionally) you’ll see a tab named “Attachments”.

To complete and submit the ticket:

• Set the priority (if required)
• Change the default subject so that it provides a better summary of your enquiry
• Select a system (if applicable – this is only available for certain technical categories of ticket)
• Enter the details of your inquiry.

NOTE: Please make this as descriptive as possible – the more detail you provide, the faster we’ll be able to resolve your issue and it will reduce the chance of us needing to ask you further questions.

Attach any supporting documentation (if applicable) as follows:

• Click the “Attachments” tab
• Click the “+ Add File” button
• Select your file and click “Open” / “Add”.
• The file will be uploaded. Please wait until complete.
• Repeat steps b and c for any additional files you wish to add

Click “Submit Ticket” in the Action bar to submit your ticket to the QuantityWare team.

You’ll receive an email to confirm that your ticket has been submitted. You can view your ticket at any time via the Ticket List. See below for more details regarding viewing – and replying to – tickets.

Ticket Notifications

Whenever any of the following actions occur, you’ll receive an email to your primary email address (this matches the email address you log into the Portal with):

• Ticket raised (by you)
• Ticket assigned to you
• Comment added to ticket (when currently assigned to you)
• Ticket actioned by QuantityWare

Each notification above contains details of any recent changes to the ticket, and a direct link to the ticket.

Opening a Ticket

To open any ticket, either click the link in a notification email for the ticket or perform the following steps:

• Click “SupportCentre” in the navigation menu
• Select “Ticket List”
• Find the ticket you require (using the filters if required)
• Click on the ticket to edit it
  

The ticket will now open, ready for you to view, reply to and/or make changes to. There are various tabs, as shown below:

Each tab provides certain information / functionality:

• Overview – This provides you with a summary of the ticket and the current ticket status
• Edit & Reply – Use this to enter any comments to the ticket, reassign the ticket to the QuantityWare team or colleague, modify the ticket priority or close the ticket
• History – View all comments and changes made to the ticket since raising
• Attachments – Download, add and delete attached files on the ticket
• Delete – Permanently delete the ticket (only available for tickets you have raised)

Editing / Replying to a Ticket

To edit and/or reply to a ticket, perform the following steps:

• Open the Ticket (see “Opening a Ticket”)
• Click the “Edit & Reply” tab

The Edit & Reply tab will be displayed (see below):

• Optionally, change who the ticket should be assigned to using the “Assign to” drop-down list.

• Enter a comment in the “Your Comment” field

• Optionally, change the ticket status (you can close a ticket using this method – or reopen a ticket if required)
• Optionally, if required, click on the Attachments tab and upload any file that may have been requested
• Click “Update Ticket” in the Action Bar (at the bottom of the screen)

The ticket will be updated and reassigned if appropriate. If reassigned, the person who the ticket has been assigned to will be sent a notification email.

After saving the ticket, you will be returned to the Ticket List.

Deleting a Ticket

If you raised a ticket in error and wish to permanently delete it, perform the steps below to delete it.

• Open the Ticket (see Opening a Ticket)
• Click the “Delete” tab
• Click “Delete Ticket”
• Click “OK” in the confirmation dialogue

The ticket will be permanently deleted, and you will be returned to the Ticket List.

Ticket Category List

To help us quickly address your queries, selecting the appropriate ticket category is important. Please see below for a list of the ticket categories available:

• Agreement – Discuss matters relating to agreements / contracts with QuantityWare
• Calculation Error – Report calculation errors, or request assistance in resolving calculation issues
• Consultant Enquiry – Discuss consultant-specific matters. Only available to certified QuantityWare Consultants
• Development – Ask questions relating to the development of QuantityWare-supported solutions
• Financial – Discuss matters relating to invoice payments and financial arrangements
• Installation / Technical – Request assistance with installation and configuration of QuantityWare
• Portal Issue – Report any errors or difficulties you experience when using the Portal
• Security – Discuss issues regarding security
• System Limit Change – Request an increase (or decrease!) of the maximum systems permitted for your organisation in the Portal
• Test Agreement Extension – Request a short extension of licenses on a test agreement (available to those with technical role)
• Trial License Extension – Request a short extension for trial licenses on a productive (usage) agreement (available to those with technical role)
• General / Non-Software – For all other matters

Some tickets can’t be directly accessed via the SupportCentre. These are listed below:

• Contact Changes – To request changes to contacts, use the Contacts Manager (Customer → Contacts Manager) to make the required changes and click “Request Changes”
• Installation Addition – To request additional installations, use the Systems Manager (Customer → Systems Manager) to add your desired installations, add a reason for the addition and click “Save Changes”

Reminders Manager Overview

The Reminders Manager provides you with the ability to add / remove members of your organisation to and from the automated reminder emails sent from the QuantityWare Portal. It also allows the addition of extra dates for reminders, in case additional reminders are required (e.g. an “early reminder” for agreement expiration in case of long lead times for renewal within your organisation.

Reminder Types

There are three types of reminder sent by the Portal:

License Expiries

• These are warnings of any license keys that are approaching their expiry date – or those that have now expired.
• When the license key of a QuantityWare installation expires, that QuantityWare instance will cease to function! These warnings provide a vital reminder to ensure you arrange license extensions before such an even occurs.
• People at your organisation with the “Technical” role in the Portal will automatically receive these alerts.

Agreement Expiry

• These are warnings relating to the upcoming expiration – or expiry – of your agreement/contract with QuantityWare.
• When an agreement/contract with QuantityWare expires, portal functionality will be severely limited, and you will no longer be able to request License Keys for existing or new systems.
• People at your organisation with the “Application”, “Management” or “Financial” roles in the Portal will automatically receive these alerts.

Payment Due

• These are notifications sent when any invoice is raised for your agreement/contract with QuantityWare, further reminders as the due date for an invoice approaches and alerts if an invoice becomes overdue.
• When an invoice is overdue with QuantityWare, this renders the related agreement/contract invalid. In such a scenario, portal functionality will be severely limited, and you will no longer be able to request License Keys for existing or new systems.
• People at your organisation with the “Financial” role in the Portal will automatically receive these alerts.

Accessing the Reminders Manager

You can access the Reminders Manager as follows:

• Click “Customer” in the navigation menu
• Select “Reminders Manager”

Select a Reminder Type

Depending on your role, the screen will display between one and three of the reminder type links in the screen shot to the right:

Each reminder type link, when clicked, will take you to the Reminder Editor for that reminder type.

View the Reminder Editor

The Reminder Editor page is identical in format for each of the reminder types and is split into two tabs:

• Timings – Manage the days before each event (e.g. invoice due date, license expiry date) at which reminder emails will be sent out to recipients
• Recipients – Manage the list of the recipients for each reminder email sent for this reminder type – both automatic/fixed recipients and those optionally added

Depending on your role, you may be able to make changes to the reminder timings and recipients.

Editing Optional Reminder Dates

There are either two optional reminder dates that you can specify:

• “Super Early”– send a reminder up to 200 days before the expiry (agreement / license expiries only)
• “Follow Up” – send an additional reminder between the early reminder and the 30-day reminder.

To modify either of these dates:

• Select your desired extra date(s) for the “Super Early” and/or “Follow Up”
• Click “Save Changes” in the Action Bar

Your changes will be saved, and the page will be reloaded.

Editing Reminder Recipients

Each reminder type has a list of recipients automatically specified by QuantityWare, who will always receive reminder emails. These are configured base on their role within the Portal.

If you wish to add additional recipients, either select other “Contacts” (colleagues’ portal accounts) manually enter additional email addresses:

• Click the “Recipients” tab
• To add a Contact Recipient:
  • Select “Role” from the “Type” list
  • Select a contact
• To add an Email Recipient:
  • Select “Email” from the “Type” list
  • Enter the email address you wish to add
• To delete a Recipient:
  • Click “Delete” for each recipient to delete
  • Click “Restore” to cancel the deletion (prior to saving)
• Click “Save Changes” in the Action Bar

Your changes will be saved, and the page will be reloaded.

My Profile Overview

My Profile is the hub of your personal information within the QuantityWare Portal. It provides you with an overview of the information we hold on you alongside your system settings and allows you to modify all of these.

Accessing My Profile

You can access the Customer Profile as follows:

• Click your name in the navigation menu (to the top right)
• Select “My Profile”

The screen is split into various tabs:

• My Portal Details – View and edit your name contact details, and change your Portal username and password
• My Roles – View a list of all roles you have across all organisations

Edit Your Details

To edit your details, follow these steps:

• Edit your login details if required

• Edit your contact details if required
• Click “Save Changes” in the Action Bar

Invoices Manager Overview

The Invoices Manager provides your organisation’s financial team members with a single place to view all the QuantityWare invoices, a summary of the agreement / contract with QuantityWare and a summary of those who will receive payment due reminders.

Accessing the Invoices Manager

You can access the Invoices Manager as follows:

• Click “Customer” in the navigation menu
• Select “Invoices Manager”

The screen is split into three tabs:

• Invoices – View the details of every invoice that’s been paid, due for payment, or scheduled for future payment for your current, past and future agreements / contracts with QuantityWare
• Customer Info – View a summary of the current, previous and upcoming agreements / contracts you have with QuantityWare, including the start/expiries, scale, complexity, licensed software and status
• Reminders – View a list of people in your organisation who receive payment due reminders from the Portal (and the days where reminders are sent)

Modifying Invoices

As QuantityWare manage the invoices details within the Portal, this screen is view-only. If you wish to discuss any outstanding (or future) invoices with the QuantityWare team, please raise a ticket in the SupportCentre, with the category “Financial”, detailing your inquiry.

DataLounge Overview

The DataLounge contains our repository of all QuantityWare software versions, CSPs, Notes and Custom Patches. You can use the DataLounge to download these files and their supplemental information (tech notes, installation instructions etc).

Accessing the DataLounge

You can access the DataLounge as follows:

• Click “DataLounge” in the navigation menu

The screen is split into two tabs:

• Software – View and download the available software for your organisation’s BCS software level (e.g. 30B)
• Software Filter – view and edit the BCS software level to filter the Software list to (by default this is set to the version of BCS on your test installations)

Downloading a File

To download a file from the DataLounge:

• Click on the relevant package listed (e.g. “30B QuantityWare “Notes” Transports”, see right)

The package will expand to reveal all the downloadable files, along with a package description and descriptions of each file.

• For each file to download:
• Read the description
• Optionally click on any supporting document links in the description
• Click the file name (e.g. “NOTE-0071-30x.SAR”)
• Read the warning notice
• Click “OK”if you agree

The file will be downloaded to your device.

Changing the Software Filter

The DataLounge is configured by default to show only those packages/files relevant to the version of BCS your organisation is using in your test installation(s), according to our records.

This ensures that the CSPs, Notes and Versions made available to you are compatible with your organisation’s level of BCS and prevents the installation of notes and CSPs that are incompatible with your BCS installation.

If the filter applied does not match the actual version of BCS your organisation has deployed to your test installation(s), or you wish to download files for your productive BCS installation(s), which are running on a different version of BCS, you can change the software filter via one of three methods:

• Method 1: Switch between Test and Productive Version
• Method 2: Change your Organisation’s Test or Productive Version
• Method 3: View Files for ALL Versions (NOT RECOMMENDED)

Instructions for all three methods are shown on the next page.

Method 1: Switch between Test and Productive Version

To switch the software filter from your organisation’s Test BCS version to its Productive version (and vice-versa):

• Click the “Software Filter” tab
• Select the software level to filter to (Test or Productive Level)

The DataLounge will be refreshed immediately and the filter applied to the Software list.

Method 2: Change your Organisation’s Test or Productive Version

If our record of your BCS version is inaccurate for either your Test or Productive BCS installations, you can change this permanently as follows:

• Click the “Customer” menu
• Select “Customer Profile”

The Customer Profile will load

• Click the “Software” tab
• Change the Test or Productive software levels by selecting the appropriate BCS version from the “Test” or “Productive” drop down lists, respectively. *
• Click “Save Changes”

Your changes will be saved, and the screen will refresh.

• Return to the DataLounge to view files for your newly specified software version

Method 3: View Files for ALL Versions

To view files for all version of BCS:

• Click the “Software Filter” tab
• Click “View all notes / previous version”
• Read the confirmation notice
• Click “OK” if you wish to go ahead

The DataLounge will reload immediately, showing a list of software for ALL BCS versions.

Customer Profile Overview

The Customer Profile is the hub of your organisation’s information within the QuantityWare Portal. It provides an overview of various pieces of information we hold on your organisation and provides links to the various customer data management screens that allow you to keep your systems, contacts, reminders and contract up to date.

If you have appropriate access, you can use the Customer Profile to set your organisation’s BCS software level, which is used as a filter in the DataLounge so that only relevant software / CSPs / notes are presented to you.

Accessing the Customer Profile

You can access the Customer Profile as follows:

• Click “Customer” in the navigation menu
• Select “Customer Profile”

The Customer Profile will be displayed, as shown to the right:

Depending on your portal role, some of the above tabs may not be available. Each tab provides certain information / functionality:

• Summary – View the name and address that we have on record for your organisation
• Software – View (and edit) the level of BCS (or BCP/BCG) your test and productive systems are using. This is used as a filter in the DataLounge so that only relevant software / CSPs / notes are presented to you
• Agreements – View a summary of the current, previous and upcoming agreements / contracts you have with QuantityWare, including the start/expiries, scale, complexity, licensed software and status
• Systems – View a list of all systems in your organisation that have QuantityWare licenses
• Contacts – View contact details of the people in your organisation with roles on the QuantityWare portal
• Reminders – View a list of people in your organisation who receive reminders from the Portal (and the days where reminders are sent), for agreement expiries, license expiries and invoices

Contacts Manger Overview

The Contacts Manager provides your organisation’s management and customer administration team members with a method to grant or revoke roles to other team members within your organisation.

When your organisation’s customer record is first created in the Portal, only those individuals requested as per the TLRF (or via discussions with QuantityWare) are granted roles in the Portal. This screen allows those with “Management” or “Cust. Admin.” Roles to delegate roles to other trusted team members (and revoke roles from team members no longer requiring access).

Accessing the Contacts Manager

You can access the Contacts Manager as follows:

• Click “Customer” in the navigation menu
• Select “Contacts Manager”

The screen is loaded and is displayed as shown to the right.

Each “Contact” (team member) within your organisation, which currently has one or more roles within the Portal is shown on this screen.

Specific contact details are provided for each of the contact’s roles. This can be useful if a team member represents more than one department, and they wish to use that department’s shared phone number / email address for any inquiries from QuantityWare.

Roles can be added / removed from the Contacts listed, and additional team members may be added if required (see Requesting Contact Role Changes below).

Further details on Portal roles and the access provided for each are shown in Portal Roles.

Requesting Contact Role Changes

The Contacts Manager allows you with the flexibility to request any changes to your organisation’s contact roles – from editing existing contact roles to adding new team members and removing team members form the Portal.

To make your request, you first perform any changes to the contact records (editing existing contact’s roles, adding new contacts, deleting contacts) and then raise the request based on these changes.

Details of these steps are shown below.

Editing an Existing Contact’s Roles

For each contact listed, you may add, remove and alter roles using the various fields available, as shown below:

Adding a New Contact

To add new contact:

• Click the “+ New Contact” button at the bottom of the existing roles list

The new contact record will be displayed (see right).

• Enter the name of the team member
• Click “+ New Role” to add a role to the contact
• Follow the guide in “Edit and Existing Contact’s Role” above edit / add new roles

Deleting a Contact

To delete a contact, remove all the roles assigned to that contact, either one-by one using the “Delete” button, or all-in-one by clicking the “Delete Contact” button.

To cancel the deletion, click “Restore” / “Restore Contact” (as appropriate) before requesting your changes.

Making the Request

Once you have made all required changes to the contact roles for your organisation:

• Click “Request Changes” in the Action Bar

Your contact role changes will be validated and, if there are no issues, a ticket will be automatically raised with the QuantityWare team requesting your changes.

After a few moments the page will refresh, and you’ll see a message to confirm that your request has been sent, along with a link to the Ticket itself (should you wish to add any further comments). Additionally, you will receive an email to confirm that your ticket has been raised with the QuantityWare team. You can view the ticket at any time via the SupportCentre.

Request Processing

Whilst waiting for the request to be confirmed, the Contacts Manager will show a read-only list of the existing, active contact roles and the requested contact roles.

In the example to the right, we performed the following request:

• Add a new contact, Teresa Echie with a Technical role
• Add a Management role to Felicity Inance
• Delete Simon Quage
• Change Timothy Ester’s phone number

The QuantityWare team may have queries relating to your request. If they do, they will reply to your ticket and you’ll receive an email notification. You can reply to the ticket via the SupportCentre to respond to any queries. After any queries are resolved, the QuantityWare team will confirm the implementation of the request.

You’ll receive a confirmation email when the contact roles change request has been implemented. Any new team members included in your request will have Portal user accounts created, and a “welcome” email will be sent to their email address (with a link to activate their account).

Canceling the Request

If you made an error in your original request, you can either add a comment to the ticket to explain the error and request a change or cancel the request before raising a new one. To cancel the request:

• Open your Contact Changes ticket (see SupportCentre for details on opening tickets)

The Contact Changes ticket will be displayed.

• Click “Cancel Request” in the Action Bar

Agreement Manager Overview

The Agreement Manager provides certain members of your organisation with full details of the agreement / contract QuantityWare has with your organisation.

Accessing the Agreement Manager

You can access the Agreement Manager as follows:

• Click “Customer” in the navigation menu
• Select “Agreement Manager”

The screen is split into two tabs:

• Overview – View a summary of the current, previous and upcoming agreements / contracts you have with QuantityWare, including the start/expiries, scale, complexity, licensed software and status
• Agreements – View details of each of the agreements / contracts you have with QuantityWare, including the status of any invoices

Modifying Agreement

As QuantityWare manage the agreement / contract details within the Portal, this screen is view-only. If you wish to discuss your agreement with the QuantityWare team, please raise a ticket in the SupportCentre, with the category “Agreement”, detailing your inquiry.