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DataLounge

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 organization’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.

File Checksums

  • It is vital that the software files we share with customers are protected against modifications after upload, during the download process (a “man in the middle” attack), or after downloading.
  • To help achieve this, we use file checksums.
  • Learn how to ensure the integrity of your downloaded files in our File Checksums article

Can’t Download?

  • Only the Technical Role may download files from the DataLounge.
  • If clicking on files doesn’t start the download process, you don’t have download access. At the top of the tab you’ll see a list of those people at your organisation who do in the “Need to Download Files?” message. Please speak with them if you need any files downloaded.

Package for your BCS Software Level not shown?

  • The DataLounge is configured by default to show only those packages/files relevant to the version of BCS your organization is using in your test installation(s).
  • To change the version filtered to, see Changing the Software Filter below.

Changing the Software Filter

The DataLounge is configured by default to show only those packages/files relevant to the version of BCS your organization 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 organization’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 organization 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 Organization’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 organization’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 Organization’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 “Systems Manager” link in the notice at the top of the Data Lounge package list:

(Alternatively, select the “Customer” menu, “Systems Manager”, then on the Systems Manager, choose the “Settings” tab)

On the Systems Manager Settings tab (see right):

  • Change the Test or Productive versions by selecting the appropriate BCS version from the Test / Productive “BCS Release” 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

* No “Productive”?

  • If you have a Test-level agreement with QuantityWare, you won’t have any Productive systems with QuantityWare installed.
  • Once a Productive agreement has been created with QuantityWare, Productive software level will be set / editable.

Method 3: View Files for ALL Versions

Not Recommended

  • We do not recommend viewing files for all versions of BCS.
  • The software filter ensures that the CSPs, Notes and Versions made available to you are compatible with your organization’s level of BCS and prevents the installation of notes and CSPs that are incompatible with your BCS installation.

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

Customer Profile Overview

The Customer Profile is the hub of your organization’s information within the QuantityWare Portal. It provides an overview of various pieces of information we hold on your organization 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 organization’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 organization
  • Agreements – View a summary of the current, previous and upcoming agreements / contracts you have with QuantityWare, including the start/expiries, scale, complexity, productive software and status
  • Systems – View a list of all systems in your organization that have QuantityWare usage keys
  • Contacts – View contact details of the people in your organization with roles on the QuantityWare portal
  • Reminders – View a list of people in your organization who receive reminders from the Portal (and the days where reminders are sent), for agreement expiries, usage key expiries and invoices
  • Questionnaires – View a summary of any current and previous Usage Questionnaires submitted for your Customer (if applicable), and open each questionnaire to view all answers and results

Customer Name and Addresses

Since Portal v6.15.0 (released in February 2023), the Portal maintains three names & addresses for your organization:

  • Legal name and addresses – used in contracts, contract addendums, and other legal documentation
  • Payments / invoicing name and address – used for quotes and invoicing sent to your organization
  • Postal name and address – used for posting documentation to your organization

These are displayed in on the Customer tab within the Customer Profile. By default, the Payments and Postal name and address are set to match the Legal name and address.

Making Changes

You can request changes to the Legal, Payment, and/or Postal name and address details we have for your organization.

Required Permission

To request changes, your Portal user must have one of the following Contact Roles:

  • Management
  • Cust Admin

If you do not have either of these Contact Roles, please speak with a colleague at your organization with the relevant Contact Role(s). You can view the roles of each member of your organization via the Contacts Manager.

Saving Changes

You must click the “Request Changes” button in the Action Bar to apply your changes.

This will send your changes will be sent to QuantityWare for review – see Saving Changes below.

Saving Changes

Once you have made all required changes to the name(s) and address(es) for your organization:

  • Click “Request Changes” in the Action Bar

Your 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 Customer Profile will show a read-only list of the existing, active details and the requested details:

In the example above, we performed the following request:

  • Change the Payment Address as follows:
    • Change the Address Line 1 to Finance Department
    • Move the previous Address Line 1 (Zeiloch 1b) to Address Line 2

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 customer detail change request has been processed.

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 Customer Details Changes ticket (see SupportCentre for details on opening tickets)

The Customer Details Changes ticket will be displayed.

  • Click “Cancel Request” in the Action Bar

Contacts Manager

Contacts Manager Overview

Using a Purchaser Organization?

Some customers choose to use an external organization (a “Purchaser“) to manage payments of and/or contracts for QuantityWare BCS. In these cases, the Portal – and the Contacts Manager – extends functionality to support this.

If your organization uses a purchaser organization for either of the above matters, please read our specific Contacts Manager (for Purchasers) guide.

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

When your organization’s customer record is first created in the Portal, only those individuals requested as per the TUKR (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 as below:

Each “Contact” (team member) within your organization, which currently has one or more Roles within the Portal is shown on this screen, along with the Roles they have been granted on the Portal.

Clicking on any of the Contacts’ names will display the Contact’s Customer details, including email address and phone number, and provide more details on the Roles that are available:

Making Changes

When using the Contacts Manager, you can make the following changes:

  • Edit contact details of the Contacts for your organization
  • Edit contact roles assigned to Contacts for your organization
  • Add Contacts for your organization
  • Remove Contacts from your organization

Saving Changes

You must click the “Request Changes” button in the Action Bar to apply your changes.

This will send your changes will be sent to QuantityWare for review – see Saving Changes below.

Edit Contact Details

Each Contact has a specific set of Contact details for the Customer, which can be viewed / edited within the Contacts Manager by expanding a Contact and viewing / editing the appropriate fields below.

Click “Request Changes” in the Action Bar when all required changes have been made.

Edit Contact Roles

Each Role grants a set of permissions related to a job role within an organization.

Roles are added to / removed  from Contacts by simply clicking the relevant check box, either in the Contact summary:

Or in the Contact expanded details:

Multiple Roles can be assigned to one Contact, although we recommend maintaining a clear separation of duties within your organization.

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

Click “Request Changes” in the Action Bar when all required changes have been made.

Role information

Each Role has the following key properties:

  • Who the Role is for
  • The permissions it grants a Contact assigned the Role
  • The automated emails a Contact assigned the Role will receive

To view the above details of each Role by clicking the information icon above each Role column:

To view a list of all Roles’ information, select the “All Roles…” button above or, from a Contact’s details, click the information icon:

Learn more about Roles on the Portal Roles page.

Required Roles

  • Your organization must always have at least one team member assigned to certain roles. This is to ensure all key functions within the Portal can be performed by team members within your organization.
  • Required roles are highlighted in the role columns, and shown at the top of the roles list within each Contact’s details panel.
  • You will not be able to request changes unless each required role has been assigned to at least one Contact.

Adding a Contact

To add a Contact to a Customer, click “Add Contact”, enter their details, and select at least one Role.

Click “Request Changes” in the Action Bar when all required changes have been made.

New Contact Email Address

  • The email address of the first role added for this new contact will be used as their primary email address / username.
  • Take care to ensure this email address is accurate, as otherwise the user will not receive an account activation email once your request has been processed.

Removing a Contact

To remove a Contact from a Customer, click on the Contact in the list to view its details, and click the “Delete” button. This will flag the Contact for removal.

Click “Request Changes” in the Action Bar when all required changes have been made.

Contact Data Deletion

  • When a request containing contacts flagged for deletion is processed, the contact’s user record is archived in the Portal and all personal data for the contact is deleted from the Portal database (name, email, job title, contact info etc.).

Saving Changes

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

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

  • Click “Request Changes” in the Action Bar

Your Contact 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 above, we performed the following request:

  • Change Mr Derek Emonstration’s phone number
  • Delete Mr Timothy Ester
  • Add a Cust Admin role to, and remove a Financial role from, Mrs Teresa Echie
  • Add a new contact, Ms Annabelle Greement with an Agreement role

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 / Contract Manager

Agreement Manager Overview

The Agreement Manager provides certain members of your organisation with full details of the agreement / contract QuantityWare has with your organisation. You can use it to download a copy of your contract* and your Proof of Entitlement document*.

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 years of the agreements / contracts you have with QuantityWare, including the status, start/expiries, and software and its scale / complexity.
  • Agreements – View details of each of the agreements / contracts you have with QuantityWare, including the status of any invoices
  • Questionnaires – View your current, and any previous, Usage Questionnaires submitted to QuantityWare for your organisation
  • Documents – Download copies of your contract and Proofs of Entitlement, as available*

* These will be added to the Portal by the QuantityWare team during 2024. If you require a copy of your current contract, or Proof of Entitlement, and these are not yet available on the Agreement Manager, please raise an Agreement ticket to request the required document is added.

Modifying Agreement

As QuantityWare manage the agreement / contract details within the Portal, this screen is read-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.

Using the Portal

Web-Based Management

The QuantityWare Service Portal (“Portal”) allows you to manage the data and usage keys for your organization. It’s a web-based system, which can be accessed from all modern browsers on desktop, tablet and mobile devices.

Navigation Menu

The navigation menu allows you to access the various areas within the Portal, and modify the Portal theme:

Theme Switch

Since V6.15.0 of the Portal (in February 2023), the Theme Switch allows you to switch between the light mode and dark mode with a single click.

Alerts Icon

The Alerts Icon provides you with total number of alerts including QuantityWare notices and your organization’s warnings and/or issues. The number shown describes the total number of alerts, and the icon’s color describes the severity of the most severe alert (see below):

Notice – There is one or more notice from QuantityWare.
Warning – You have an upcoming expiry, or an invoice due.
Issue – Your agreement or usage keys have expired, or an invoice is overdue!

Alerts Pop-Up

Clicking the Alerts Icon will load the Alerts Pop-Up window, which shows all alerts for your organization. Clicking on any one of the alerts shown will expand the alert to show the alert details, and (for warnings / issues) provide details of any action you need to take to prevent/resolve the issue.

Action Bar

On all pages within the portal, the Action Bar is shown at the bottom of the screen.

On specific pages where you need to save or request changes to your data / usage keys, and when responding to tickets, the action bar displays context-specific buttons required to perform those actions.

On almost all screens, a “Back” button is shown. Clicking “Back” will cancel any changes you’ve made and navigate back to the page’s parent page. In addition, the Action Bar shows details on your Portal Session (see Portal Session below) and provides access to a page-specific help document (some pages only).

Portal Session

When you log in to the Portal, a unique “session key” is created for you. This session key is used to ensure that your communication with the Portal is secure and valid.

Your session is set to expire after 60 minutes of inactivity, to prevent issues such as tickets being “locked” by a person’s user account indefinitely (instead, after 60 minutes with no activity, the session expires, and the ticket can be accessed by another person).

Each time you visit a page on the portal your session is refreshed.

The time remaining on your session is visible on the “Action Bar” at the bottom of every screen:

If your session is due to expire within five minutes, a warning dialogue will be shown, which you can use to extend your session. If remaining on a single page, you can manually extend your session at any time by clicking the time remaining in the “Action Bar”, then selecting “Extend Session” in the pop-up dialogue shown (see right).

Accessing the Portal

Obtaining Access

In order to access the Portal, you need to sign up and set your password. See below for details.

Signing Up

When you’re first signed up to the QuantityWare Service Portal (the Portal), you’ll be sent an email, which will specify your username (which is your email address) include a link to activate your account and set your Portal password. If you don’t receive this email, please first check your spam folder and if still not found please contact support@quantityware.com who will assist you.

Once you’ve set a password, your account is active, and you can login to the Portal.

Requesting an Account

Usually, you will be invited to join the Portal when your customer has been added to the Portal.

If you have not been invited to join the portal directly but require access on behalf of a specific customer, please contact the person in the customer organization responsible for maintaining such users.

For security and data privacy reasons we cannot provide non-validated users with access to customer records.

Logging In

  1. Access the QuantityWare Service Portal via https://service.quantityware.com:
    1. Enter your email address / username
    2. Enter your password
    3. Select the correct image from our challenge
    4. Click “Log In”

Failed Logins

You will receive an email for any failed attempt to log in with your account.

If you receive such an email unexpectedly, it is recommended to change your password (see below) and raise a Portal Issue ticket with the QuantityWare team, who can investigate further.

After 10 failed login attempts in a row, your account will be suspended.

In order to remove any suspension you must click the “Request Account Suspension” link in the “account suspended” email you will receive on account suspension.

Resetting Your Password

If you’ve forgotten the password for your account on the QuantityWare Service Portal, you can reset as follows:

  1. On the login screen at https://service.quantityware.com:
    1. Click “Forgot your password?” under the “Log In” button, or
    2. Click the “Forgot Password?” item in the navigation menu
    3. Enter your password
    4. Click “Request Password Reset”

A confirmation message will be displayed, and a password reset email will be sent to the email you specified. The email will contain a link, which will take you to the password reset screen. Enter your password (twice) and confirm to reset your password. You can now log in using your email address and the password you specified.

If you don’t receive the reset email, please first check your spam folder and if still not found please contact support@quantityware.com who will assist you.

Changing Your Password

If you wish to change your password, you can make the change in the My Profile screen. See the My Profile section of this guide for details.

Portal Roles

Roles Overview

To ensure the appropriate separation of duties within your organization, every portal user (“Contact”) can be assigned one or more “Roles” within the portal. The “Role” defines the permissions that a Contact is granted to perform tasks and controls the information to which that Contact has access.

Roles permit access to specific areas of the Portal and grant access to specific functionality across the Portal (e.g. adding / editing system records).

For separation of duties reasons, no Role grants access to all Portal functionality:

  • If the Role(s) assigned to your Contact does not allow access to a particular area of the Portal, you won’t see that area in the navigation menu.
  • If the Role(s) assigned to your Contact only grant “view” access to an area of the Portal, you’ll see a notice stating this and listing those team members in your organization with “edit” access.

Responsibilities and Permissions

Roles are designed to reflect the responsibilities within your organisation.

Role Responsibilities Permissions
Agreement Negotiating and signing legal contracts such as NDAs and usage agreements.
  • Manage agreement expiry reminders
  • Raise Agreement and General tickets
  • View customer information
  • Request hosted customers (hoster customers only)
  • Receive automatic reminder emails for Agreement expiry dates
Application Performing configuration, customizing and QA of the quantity conversions.
  • Raise Calculation Issue, Development and General tickets
  • View software listings in the DataLounge (downloading requires Technical role)
  • View customer information
Cust. Admin. Portal user data management in an organization
  • Maintain contacts and roles
  • Manage agreement expiry reminders
  • Manage usage key expiry reminders
  • Raise General tickets
  • View customer information
  • Request hosted customers (hoster customers only)
Financial Payment matters – e.g. receipt and processing of invoices and purchase orders
  • View invoices
  • Manage payment reminders
  • Raise Financial and General tickets
  • View customer information
  • Receive automatic reminder emails for Payment deadlines
Management Usage of BCS within an organization, including sign-off for agreements alongside portal user data management in an organization
  • Maintain contacts and roles
  • Manage agreement expiry reminders
  • Manage usage key expiry reminders
  • View contract/agreement information
  • View invoices
  • View software listings in the DataLounge (downloading requires Technical role)
  • Raise Agreement, Financial, Usage Key Extension, and General tickets
  • View customer information
  • Request hosted customers (hoster customers only)
  • Receive automatic reminder emails for Agreement expiry dates
Procurement Managing relationship between a customer and their purchaser organization (if applicable)
  • Raise General tickets
  • View customer information
Purchaser Supporting a financial or management contact within an organization
  • View invoices
  • Raise Agreement, Financial and General tickets
  • View customer information
Security Security-related issues to quantity conversions and their usage (usually within SAP systems
  • Raise Security and General tickets
  • View software listings in the DataLounge (downloading requires Technical role)
  • View customer information (contacts and systems only)
Technical Technical installation, upgrade or application of fixes requested by Application contacts.
  • View and request system usage keys
  • Maintain systems, SAP installations and CSP/product versions
  • Download software in the DataLounge
  • Manage usage key expiry reminders
  • Raise Installation/Technical, Test Agreement Extension, Usage Key Extension, System Limit Change, and General tickets
  • View customer information
  • Receive automatic reminder emails for Agreement expiry and system usage key expiry dates

You may grant more than one role to any Contact if required, and you may also grant a Role to any number of Contacts.

A granular list of permissions each Role grants is shown in the Roles & Permissions Matrix below.

Assigning Roles

Every Contact registered on the portal is based upon the information provided in the “Test Usage Key Request” (TUKR) form, submitted by the customer. If you are reading this documentation before having submitted your TUKR, see the TUKR section for specific information.

Based on TUKR information, the key roles for the customer are assigned to one or more Contacts.

After initial customer creation, Contacts and their roles can be maintained by those Contacts with the “Management” and “Cust. Admin” roles via the Contacts Manager (see Contacts Manager).

One Contact may have more than one role. Likewise, a role may be granted to more than one Contact. We welcome customers defining more Contacts with specific Roles – helping us to streamline communications between our organizations.

Roles & Permissions Matrix

Below is a grid describing the permissions granted to the various roles available within the Portal:

QuantityWare Portal - Roles and Permissions

Portal Overview

Key Functionality

The QuantityWare Service Portal (“the Portal”) covers several key pieces of functionality:

  • SupportCentre – Secure communication and document transfer with the QuantityWare team
  • DataLounge – Downloading of Software versions, CSPs, Notes and Custom Patches
  • Systems Manager – Request and generation of QuantityWare Usage Keys
  • Customer Profile – Maintenance of Customer and Contact data

Benefits of the Service Portal

The Portal provides the following advantages:

  • Secure (HTTPS-encrypted) communications and document transfer
  • Monitoring by multiple members of the QuantityWare team
  • Easily accessible history of past queries
  • In-line with good business practices (transparency and accountability)
  • Central point for communications, usage key management and software downloads

The portal should be the first place you visit whenever you have a question, issue or requirement relating to QuantityWare or your installation(s) of BCS.

There are several “roles” that are granted to various team members in your organization, which permit / restrict access to various Portal functions. See Portal Roles for more details.

SupportCentre

The SupportCentre is used to securely communicate and share documents between the QuantityWare team and you.

You can raise tickets with us via the SupportCentre for any of the following matters:

  • Agreement/Contract discussions
  • Technical / Installation / Security queries
  • Calculation queries
  • Financial queries (invoicing etc)
  • General queries

In addition to these topics, the SupportCentre is used to track special requests, such as:

  • New SAP Installation Number requests
  • Trial Usage Key / Test Agreement extensions
  • System number limit changes
  • Extensions
  • System limit changes

Learn more about the SupportCentre in the SupportCentre section of this guide.

DataLounge

The DataLounge is a repository of all QuantityWare software versions, CSPs, Notes and Custom Patches.

To help you download the software that’s relevant to your SAP installations, you can configure the Portal to only display the downloads that are appropriate for your QuantityWare Version and CSP level.

Full access to the DataLounge is limited to people at your organization who’ve been assigned the “Technical” role in the Portal.

Learn more about the DataLounge in the DataLounge section of this guide.

Systems Manager

The Systems Manager allows you to obtain usage keys for each of your QuantityWare installations and provides a centralized list of your systems.

Since Portal v4.0.0, QuantityWare Usage Keys are instantly generated for any new Systems that you add (for approved SAP installations, on Productive agreements / contracts). See Usage Key Generation below.

If you’re testing the QuantityWare solution, you can use the Systems Manager to request short-term usage keys.

Full access to the Systems Manager is limited to people at your organization who’ve been assigned the “Technical” role in the Portal.

Learn more in the Systems Manager section of this guide.

Customer

The Customer area of the Portal provides you with a summary of the records we have for your organization, including addresses, agreement / contract / invoicing details, email-based reminder configuration and the people (Contacts) within your organization who can perform specific functions within the Portal.

The above details can be modified – some directly, some via tickets to QuantityWare – by Contacts at your organization with the appropriate roles.

Learn more about the Customer area in the Customer Profile section of this guide.

Alerts & Notices

Alerts

The continued operation of your business is key issue and to prevent any issues surrounding Usage Key expiries we provide a range of alerts and notices to ensure you’re informed of any upcoming expiries or issues.

The following alerts are provided within the Portal:

  • Usage Key expiries – approaching and expired (visible to Technical contacts)
  • Agreement/Contract expiries – approaching and expired (visible to Application / Management / Financial contacts)
  • Raised Invoices – due and overdue (visible to Financial contacts)
  • Notices from QuantityWare (visible to all contacts)

Expiry / invoice alerts above are mirrored via nightly email reminders, which are sent out on key dates prior to expiries / due dates, e.g.: Usage Key emails are sent to all Technical contacts 100 days prior to expiry, then 60, 30, 10, 5 and 1 day(s) prior to expiry – and once expired. You are free to specify further recipients of such e-mails.

Notices

Aside from alerts, we provide email notices to you in various circumstances, including:

  • When you raise a support ticket in the Portal
  • When a ticket is assigned to you / comments have been added
  • When new/extended usage keys have been generated (you’ll get this if you have a Technical role)

Usage Key Generation

When you add one or more BCP or BCG systems via the Systems Manager, a QuantityWare usage key is instantly generated as soon as you save your changes.

This is a major change, which streamlines systems maintenance for everyone.

Usage Key Rules

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

  • Usage 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
  • SAP Installation numbers are selected from a specific list
    • This reduces the chance of error when adding new systems and helps speed system addition
    • SAP Installation numbers can be maintained via the Systems Manager
  • Default number of systems within the portal:
    • This is set based on the scale of your QuantityWare agreement
    • You can request system limit increases if required
    • IMPORTANT: You still have no limits to the number of systems that you can request under your usage agreement. This initial restriction is a security measure to prevent eventual misuse of the automatic key-generation functionality

Adding Flexibility

The reason for usage key expiry is usually the responsibility of your organization’s financial or agreement representatives. i.e. the expiration date of usage agreements defines the expiration date of usage keys; however, to provide some flexibility to your organization’s technical contacts, the following exceptions have been put in place:

  • If usage keys 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 organization and if usage keys are about to expire on a productive agreement, we allow a one-off 31 day “emergency extension” of all productive usage keys. This can be performed with a single click in the Systems Manager. This function provides system keys to keep your systems running, it does not extend your agreement validity.
  • Special 28-day “trial usage keys” can be generated for software outside your current agreement – e.g., for BCG if you currently have a productive agreement for BCP
    • This allows you to try out our alternative software solutions alongside your currently contracted software
    • Once generated, you can request extensions of these trial usage keys using the “Request Trial Usage Key Extension” button within each system’s details

Portal Release Notes

v7.5.0 (2024-03-28)

Usage Questionnaire

  • CTP / CTG removed
  • Condensate logic tweaked and renamed to BCP Condensate Supplement Changes
    Hydrogen now “Hydrogen & Industrial Gases Supplement”
  • Questionnaire results enhanced for clearer and more information
  • UQ template PDF improved to support both BCP and BCG answers in one PDF
  • Tweaks to language

Systems Manager

  • CTP / CTG removed
  • You can no longer add systems if the Agreement is valid (previously you could only add CTP / CTG systems when an Agreement was invalid)

General Enhancements

  • Several items of QW Team functionality added
  • Bug fixes

v7.4.0 (2024-02-15)

Proof of Entitlement

  • Proof of Entitlement documents are now automatically generated and shared with Customers on registering the payment of an invoice
  • Once generated, they are available from the Agreements Manager by contacts with either the Agreement or Management roles

Contracts

  • Contracts can now be made available for download via the Agreement Manager
  • Existing Contracts will be uploaded by the QuantityWare team during 2024

General Enhancements

  • UX improvements on the Systems Manager
  • Tickets may no longer be deleted if any files are still attached
  • Several items of QW Team functionality added
  • Bug fixes

v7.3.0 (2023-11-30)

Usage Questionnaire

  • Existing Usage Questionnaires are now visible from a dedicated Questionnaires page within the Customer section of the Portal

Simple Uploads

  • Added a fall-back option for uploading files to a Ticket, in case the standard method is blocked due to certain proxy servers

General Enhancements

  • Several items of QW Team functionality added
  • Bug fixes

v7.2.0 (2023-11-30)

Usage Questionnaire

  • Improvements made for changing product selection (no longer clearing all questions, just those required to be cleared, with contextual messaging shown), to assist with reopened Questionnaire editing.

General Enhancements

  • Bug fixes

v7.1.0 (2023-11-29)

Usage Questionnaire

  • Hydrogen supplement support added to the Usage Questionnaire
  • Improvements made to the layout of the Usage Questionnaire PDFs

Usage Key Copying

  • Improvements to usage key copying feedback made to the Systems Manager

External Access

  • Two-factor code validity time (for those attempting to access the Portal via an external access link) increased from five to 10 minutes, to better support those with slow email services

Customer Data

  • Postal address removed, as was not being used

General Enhancements

  • Several items of QW Team functionality added
  • Session management improvements
  • DocuSign error handling improvements
  • Bug fixes & security enhancements

v7.0.0 (2023-10-06)

Invoicing Improvements

  • You can now download Invoices, Quotes, and Credit Notes via the Payments Manager (formerly Invoices Manager)
  • All Invoices, Quotes, and Credit Notes are now:
    • Generated by the Portal
    • Using a standard template
    • Digitally signed by QuantityWare via DocuSign
  • Invoice Tickets can optionally be shared by QuantityWare with external email addresses for discussion (e.g. for a financial team in your organization without a Portal account), if requested by your organization

Reminders Editing

  • Reminders Manager has been enhanced to allow all types of reminders to be edited on a single screen.

Customer Data

  • Extra Customer fields have been added to the Customer Manager, for invoicing and future Contract Automation: Attention, Department, Email to.

General Enhancements

  • Several items of QW Team functionality added
  • DocuSign API integration
  • Currency API integration
  • Code refactoring to prepare for future major releases
  • Bug fixes & security enhancements

v6.17.0 (2023-06-03)

Agreement Management Enhancements

  • The Portal now better reflects each customer’s agreed product configuration:
    • Products have their own scale / usage (previously scale / usage was shared)
    • Every year of a Usage Agreement can have different products (previously the product / scale / usage was set for an entire agreement)
    • For e.g., a three year Usage Agreement could have:
      • Year 1: BCP (National / Simple)
      • Year 2: BCP (Continental / Standard)
      • Year 3: BCP (Continental / Standard) + BCG (National / Simple)
    • Agreement Manager updated to support above changes, with clearer icons for status
    • Systems Manager updated to support above changes, with summary now showing separate information for BCP and BCG systems

Messaging / Alerts Improvements

  • Customer alerts now show bullet point summaries of a customer’s agreement/invoice, with clearer required actions described
  • Messaging across various screens improved and harmonized

General Enhancements

  • Several items of QW Team functionality added
  • PHP 8.2 support added
  • Several efficiency improvements
  • Code refactoring to prepare for future major releases
  • Bug fixes & security enhancements

v6.16.0 (2023-04-02)

TUKR Enhancements

  • Improved TUKR “Confirmation” section for better clarity, and to obtain confirmation that users understand that QuantityWare Certified Consultants provide BCS configuration support

GDPR Enhancements

  • Merged Cookie Policy and Privacy Policy pages into harmonized Data Protection Policy page
  • This reflects the Data Protection Policy shown on the QuantityWare website, in line with our GDPR procedures

IOS Login

  • Improved iOS login screen support to prevent Safari from attempting to login without completing the Image Captcha

QW Team Enhancements

  • Several items of QW Team functionality added

General Enhancements

  • Full 2038 support
  • Improved the site icon, a.k.a. “favicon” and supporting app icons
  • Several efficiency improvements
  • Bug fixes & security enhancements

v6.15.0 (2023-02-22)

Customer Addresses

  • Improved granularity of Customer name & address recording, by now maintaining three separate names & addresses for each Customer:
    • Legal name and address – used in contracts, contract addendums, and other legal documentation
    • Payments / invoicing name and address – used for quotes and invoicing sent to your organization
    • Postal name and address – used for posting documentation to your organization
  • Added ability for Customer Contacts to request changes to the above addresses via the Customer Profile, which raises a Customer Details Request ticket
    • This is limited to Contacts with “Management” or “Cust Admin” roles

Dark Mode

  • Added dark mode theme to the Portal
  • Can be switched dynamically by clicking the sun/moon icon in the navigation bar

Post-Login Alerts

  • Added summary of Customer alerts to the post-login popups
    • This replaces a simpler “You have alerts” message, which then required an additional click to view the alerts

External Access

  • Improved messaging on 2FA screen to make required actions clearer
  • Improved messaging on warning screen, shown if a logged-in Portal Contact is trying to access the Portal via an “external access” link (e.g. a Usage Questionnaire approval link)
    • This provides a button, which allows the Contact to instantly log out and try to access the link again with a single click

QW Team Enhancements

  • Several items of QW Team functionality added

General Enhancements

  • Several efficiency improvements
  • Code refactoring to prepare for future major releases
  • Bug fixes & security enhancements

v6.14.0 (2023-01-04)

Customer Address 2

  • Added a second Address line to all Customer addresses

QW Team Enhancements

  • Several items of QW Team functionality added

General Enhancements

  • Bug fixes & security enhancements

v6.13.0 (2022-12-03)

QW Team Enhancements

  • Several items of QW Team functionality added

General Enhancements

  • Bug fixes & security enhancements

v6.12.0 (2022-10-27)

GDPR Enhancements

  • Moved Google Fonts from remote to local hosting (no calls to any third parties, e.g. Google)
  • Replaced Google ReCaptcha with locally-hosted, QuantityWare-written Image Captcha plugin (no calls to any third parties, e.g. Google) on the following pages:
    • Login page
    • TUKR
    • Usage Questionnaire
  • There are now no third party cookies / tracking (e.g. Google) used on the Portal

Thanks to the excellent, affordable, and GDPR-compliant Contact Form 7 Image Captcha Pro. We use this on the QuantityWare web site, and wrote our Portal-based Image Captcha plugin to mirror the functionality outside WordPress.

v6.11.0 (2022-10-05)

QW Team Enhancements

  • Several items of QW Team functionality added

General Enhancements

  • Bug fixes & security enhancements

v6.10.0 (2022-09-23)

System Manager Restrictions

  • Prevent ability to add a Productive system to the Systems Manager if the Customer does not have a Productive Agreement

General Enhancements

  • Other QW Team functionality added
  • Code clean-up
  • Several bug fixes & security enhancements

v6.9.0 (2022-06-22)

Ticket PDF Downloads

  • Added ability to download a PDF copy of a Ticket
    • This provides an offline record of a Ticket and its history, required in some organizations for record keeping
  • Simple filtering/sorting added
    • Messages can optionally be filtered to show replies, or replies and downloads only
    • Messages are sorted by date, either ascending or descending
  • More details are available on the SupportCentre Guide

Navigation Enhancements

  • Improved pop-up “Action Buttons” dialogue on mobile view to prevent confusion between “Close” (pop up) and “Back” (to the previous page)
    • Close button is now a red icon + cross, moved to the corner of the popup
    • Back button now states the name of the page that will be returned to
  • Tweaked page breadcrumbs for better consistency at top-level pages

PDF Generation Enhancements

  • Reduced Usage Questionnaire PDF generation speed by approximately 30%

Customizing Downloaded File Names

  • You can now choose to include the Ticket number in the file name of each downloaded attachment.
  • This is configurable in the My Profile page, via the new Settings tab.

General Enhancements

  • Tweaked ordering of packages in DataLounge to order by date, then name, to help users better understand patch order
  • Disabled SAPStore functionality on Usage Questionnaire
  • SupportCentre list position remembered when clicking the browser “back” button when viewing a Ticket
  • Additional QW troubleshooting tools added
  • Other QW Team functionality added
  • Bug fixes & security enhancements

v6.8.0 (2022-01-20)

Email Enhancements

  • Email formatting has been improved for better readability and stronger branding
  • Ticket emails tweaked to make required actions clearer / more accessible

Copied Contacts Enhancements

  • In the “Copied Contacts” dialogue in a ticket, those contacts who are following the ticket themselves and the contact currently assigned the ticket are indicated
  • If a contact chooses to stop following a ticket, and they have been copied on it, they will receive a warning to provide the opportunity to remove themselves from the copied contacts list also.

General Enhancements

  • Future theming features added for testing by QW Team prior to wider release
  • Additional QW troubleshooting tools added
  • Other QW Team functionality added
  • Bug fixes & security enhancements

v6.7.0 (2021-12-16)

Purchaser Support

  • Added support for organizations outsourcing financial and/or contractual matters to an external “Purchaser” organization
  • When a Customer has a Purchaser assigned:
    • Contacts are set as Customer or Purchaser Contacts
    • To support separation of duties, Financial/Contractual Roles may only be assigned to Purchaser Contacts. Other Roles may only be assigned to Customer Contacts
    • Tickets raised by Customer Contacts are not visible to Purchaser Contacts, and vice versa, unless specifically shared

Customer Country Selection

  • Customer countries are now selected from a drop-down list, rather than in free-text
  • This will support future Portal functionality, and provides an easier and more accurate and consistent method to maintain Customer data
  • All existing Customer country data has been converted

Password Reset – Logic + Messaging Improvements

  • Improved code expiry logic to prevent issues experienced by some users with Password Reset
  • Improved password reset email content for easier reading

External Access – Messaging Improvements

  • Added contextual information to “Access Denied” external access page, to better explain reason for denial of access (e.g. “External access has expired”)
  • Added link to login to portal to “Access Denied”  external access page, to aid login for any existing Portal Users clicking on an expired external access link
  • Improved email content for easier reading

General Enhancements

  • Various QW Team functionality added
  • Customer/Primary email synchronization added
  • “Foundational” roles added to support Purchaser Contacts
  • Bug fixes & security enhancements

v6.6.0 (2021-09-08)

External Access – Two Factor Auth Enhancements

  • Simplified the language displayed on the “Enter Code” input form
  • Removed possibility for multiple codes to be generated in a short period, to prevent confusion regarding which code should be entered

SAPStore Support

  • Added SAPStore pricing to the Usage Questionnaire, to reflect the new ability to purchase BCS via SAPStore

Attachment Sharing Comment

  • When a QW Team member shares a Ticket attachment with an external email address, the comment entered by the QW Team member is included in the “File Shared” comment added to the Ticket.

General Enhancements

  • Various QW Team functionality added
  • Bug fixes

v6.5.0 (2021-08-27)

SAP_BASIS / BCS Release Specification

  • Added requirement for Customers to specify both BCS Release and SAP_BASIS for Test / Productive environments
  • This information is required to allow QuantityWare to provide better, more targeted support
  • SAP_BASIS and BCS Release are now entered via the Systems Manager (moved from Customer Profile)
  • If an older and unsupported BCS Release is specified, a warning will be shown with a link to upgrade documentation

TUKR Changes

  • Support for creating long-term “Demo Agreements” (available pending discussion) has been added to the TUKR
  • On activating / rejecting a TUKR, the requestor now receives an email to state this has occurred
  • Various language tweaks

General Enhancements

  • Various QW Team functionality added
  • Bug fixes

v6.4.0 (2021-07-28)

Broadcast Email Enhancements

Improved formatting of Portal “Broadcast” emails

    • Header image shown at top of email
    • Text formatting improved
    • Button support added

This will support future emails to Contacts regarding items such as BCS releases and quarterly standards / QuantityWare updates

General Enhancements

  • Bug fixes

v6.3.0 (2021-07-22)

SupportCentre Attachments

Enhanced the SupportCentre file attachment functionality:

  • Multiple files can be selected + downloaded in zip form
  • Files can be shared by QuantityWare with external email addresses, for secure file transfer with, for example, an invoicing department in an organization that has no specific Portal account
  • Shares can be viewed by Customer Contacts
  • UI enhanced to allow for sorting, multiple file removal and viewing of shares and additional file information

Usage Questionnaire “SMall Customer” Support

Added logic to the Usage Questionnaire to apply the Small Customer Special Usage Fee if the organization’s profile supports it:

  • If an organization is calculated to require one BCS Product only, with National scale and Simple usage, a “Small Customer” question is asked
    • The “Small Customer” question requires the SAP Seats and BOEPD Processed to be provided
  • If the “Small Customer” question is answered with SAP Seats and BOEPD Processed below a certain level, the Small Customer Special Usage Fee is automatically applied to the results
  • The question and, if applicable, discount is included in the downloadable PDF of results

IP Address Change Warning

Portal sessions are tied to a Contact account and the user’s device’s IP Address. If the device’s IP Address changes, the session is considered invalid.

Previously a generic “session expired/invalid” alert was shown in this case, however a new “Your IP Address Has Changed!” alert is shown:

  • Explains that client IP has changed and session is no longer valid on the device
  • Advises the possible cause of this (VPN join / disconnect, or a company network issue)
  • Explains that changing IP address back to the previous will allow the session to continue

Two Factor Authentication Improvements

Tweaked the Two Factor Authentication logic as follows:

  • A new code can only be requested after the currently generated code expires
  • Codes are valid for five minutes (up from two minutes)

This resolves confusion and issues in the following circumstance, as experienced by a user:

  • Code email takes a while to be received by a user
  • User assumes email didn’t send and requests another code
  • User receives the original email, containing the now-replaced code
  • User uses the original email, and the code fails (as it has been superseded by the not-yet received email)

General Enhancements

  • Pop up menu support enhanced on mobile/small screen devices
  • Various QW Team functionality added
  • Font Awesome / TinyMCE upgraded
  • Bug fixes

v6.2.0 (2021-05-12)

Usage Questionnaire / TUKR Links

Added the ability for a QW Admin to send a link to a TUKR for an organization with an approved Usage Questionnaire:

  • This automatically completes the organization and requestor details based on the Usage Questionnaire details
  • Allows for easy, fast completion of the TUKR to obtain Test BCS Usage Keys

General Enhancements

  • Halved Usage Questionnaire PDF generation time
  • Various QW Team functionality added
  • Bug fixes

v6.1.0 (2021-04-23)

Portal Welcome Emails

Added new “Welcome to the Portal” / “You have been assigned new Roles” emails to the Portal. These are sent when a Contact is added to the Portal, or one or more Roles have been assigned to a Contact respectively.

  • “New Contact” email content:
    • Welcome to the Portal
    • Link to set password
    • Overview of Portal benefits
    • List of Contact Roles
    • Descriptions of each assigned Contact Role
  • “Roles Added” email content:
    • Intro to explain new Roles added
    • List of Contact Roles
    • Descriptions of each assigned Contact Role
    • Reminder of Portal benefits

SupportCentre Enhancements

  • Added Ticket overview / information to Ticket Update emails
  • Added pop-up messages to alert a Contact viewing a Ticket that actions have been made on the Ticket that require a refresh to view (e.g. a Usage Questionnaire re-opening)
  • Added each Contact’s Roles to the “Copy Contacts” dialogue (for easier selection of Contacts with specific roles in an organization), and added “(you)” after the name of the Contact using the Portal for clarity

General Enhancements

  • Improved “request extension” button functionality on Systems Manager for Test Agreements
  • Various QW Team functionality added
  • PHP 8.0 support added
  • Bug fixes

v6.0.0 (2021-03-20)

SUpportCentre “Conversations”

The Support Centre has been enhanced with new “Conversations” functionality, which provides the following improvements:

  • Ticket Lock Removal
    • Multiple Contacts can edit a Ticket simultaneously
  • Dynamic Replies / Editing
    • On sending a reply to a Ticket, or changing the status of a Ticket, any Contacts viewing the Ticket will be immediately notified
  • Enhanced Email Notifications
    • Contact details are now stored at Customer, not Role, level
    • This makes data entry / maintenance easier, and permits the simplified Role selection above
  • “Following” Tickets
    • Users may choose to “Follow” a Ticket, meaning they will receive notifications of all changes on the Ticket, even if it is not currently assigned to them
    • On raising a Ticket, or replying to a Ticket, following is automatically enabled. This can subsequently be disabled within the Ticket
  • “Copying” Contacts
    • If desired, a Contact may “copy” other Contacts from their Customer on a Ticket
    • As with following, a copied Contact will receive notifications of all changes on a Ticket, regardless of assignment
    • Any Portal Contact on the Customer may add/remove themselves or others from the copied list
    • Only Portal Contacts may be copied currently
  • Better Drag & Drop support
    • Multiple files may be dragged-and-dropped into a Ticket
    • Only the “reply” area of an opened ticket may have files dragged into it
      • This resolves an issue where dragging a file into the Ticket when the “reply” tab is not currently shown would upload the file to the “hidden” tab with no visual confirmation
  • UI Improvements
    • Reply UI designed to require less scrolling on mobile
    • Better on-screen notifications for changes occurring
    • Contextual messaging for “special” Tickets
    • New “Ticket status” icon / area added to page header

External Access

  • Standardized “External Access” model created
  • Supports two-factor authentication (2FA)
  • Logging of successful/failed accesses added
  • Currently used for Usage Questionnaire, but will be used in new Portal functionality added in late 2021

Usage Questionnaire

  • Submitted Usage Questionnaires can be discussed with QuantityWare within the Portal
    • This is using the new External Access system, alongside the new Conversations system
  • Questionnaires can be reopened for editing (rather than requiring a replacement Questionnaire to be submitted)
  • Questionnaires can be confirmed without first assigning to a Portal Customer

General Enhancements

  • Various QW Team functionality added
  • Code cleanup
  • Bug fixes

v5.2.0 (2020-12-01)

Ticket Auto-Closure Display

  • Added the date of the automatic closure of a Ticket to the Ticket Overview

v5.1.0 (2020-11-21)

Usage Key Extensions

  • Enhanced the self-performed emergency Usage Key extension logic with a clearer, more consistent policy
  • Added an “Emergency Extension Ticket” so Contacts who have already performed an emergency Usage Key extension can request a further extension from QuantityWare

General Enhancements

  • Clearer messaging for Agreement / Usage Key expiries
  • Various QW Team functionality added
  • Code cleanup
  • Bug fixes

v5.0.0 (2020-10-24)

New Contacts Manager

The Contacts Manager has been redesigned, and provides the following improvements:

  • New UI
    • Contact Roles are shown in a grid, with rows as columns, and Contacts as rows
    • In most cases, all Contacts can be viewed without scrolling on page load
    • Each Contact can be “expanded” to allow their Customer Contact information to be viewed/edited, and to view more details of their selected Roles
    • Mobile support has been enhanced for an easier experience
  • Simplified Role selection
    • To add/remove a Role to/from a Contact, just select the appropriate check box for that Role and Contact
    • For each Contact, Roles are now shown as a list of check boxes
  • Simplified Contact data entry
    • Contact details are now stored at Customer, not Role, level
    • This makes data entry / maintenance easier, and permits the simplified Role selection above
  • Enhanced feedback
    • Data validation occurs as you edit Contacts, so issues are easier to catch
    • Changes are highlighted as you edit Contacts, to help catch any mistakes prior to saving
    • The number of Contacts assigned to each Role is displayed at the top of each Role column
    • Required roles (for which at least one Contact must be assigned) are clearly displayed, and show in error if no Contacts are assigned
  • On-screen help
    • An information icon is shown on each Role column, which when selected will display information about the Role, including:
      • Contact’s responsibilities
      • Portal permissions granted
      • Automated expiry/reminder emails received
    • An information icon is shown in each Contact’s expanded details, which when selected will display a list of all Roles’ information

General Enhancements

  • “Saved changes successfully” notifications appear as pop-ups to help reduce scrolling
  • Reminders page has been modified to support new Contacts Manager system
  • Various QW Team functionality added
  • Roles/permissions system enhancements
  • Code cleanup
  • Bug fixes

v4.15.0 (2020-07-24)

Ticket Priority Changes

General Enhancements

  • Portal status monitoring added
  • Bug fixes

v4.14.0 (2020-07-24)

Usage Key Terminology

To accurately reflect the nature of the agreements between QuantityWare and our customers, the following changes have been made:

  • Licenses are now named “Usage Keys” throughout the Portal.
  • License Questionnaire is now named “Usage Questionnaire”
  • Test License Request Form is now named “Test Usage Key Request” (TUKR)

General Enhancements

  • Bug fixes and UI tweaks

v4.13.0 (2020-05-26)

Security Enhancements

  • Portal accounts are now suspended after consecutive failed logins, requiring an suspension removal request to restore access
  • Portal users are emailed if a failed login occurs against their account
  • Password requirements enhanced
  • ReCaptcha v3 (with fall-back to v2) added to login screen

Contact Titles

  • New Portal accounts now require a title (e.g. “Mr”, “Mrs”, “Mx”)
  • This is visible within the Contacts Manager and within tickets, further enhancing our customer communications
  • Existing Portal user may select a title for their account via the “My Profile” screen

General Enhancements

  • Login screen UI improvements
  • Tickets raised by QW on behalf of a customer contact may now be closed by that customer’s users
  • Improvements to messaging clarity
  • Various QW Team functionality added
  • Several bug fixes and performance tweaks

v4.12.0 (2020-03-06)

General Enhancements

  • Dashboard tweaks to allow resizing of button grid
  • Various QW Team functionality added
  • Several bug fixes and performance tweaks

v4.11.0 (2020-02-07)

Improved Alerts and Messaging

  • Added post-login alert popups
  • These alerts can related to actions required for a customer, or informational messages from QuantityWare
  • This provides better visibility to upcoming issues, allowing faster resolution of issues

Confidential Replies

  • Added ability to mark a ticket reply as containing confidential information
  • This prevents the reply contents being added to that ticket’s notification emails (e.g. “New Comment Added” or “Ticket Assigned To You”)

Login Security

  • Changing an account’s primary email / user name now requires approval from QuantityWare
  • This is to protect against fraud, preventing the unauthorized transfer of a Portal account from one person to another

Separation of Duties

  • Contacts Manager now recommends that customer roles are shared across at least two people

Other

  • Improvements to “Content Template” functionality for QW Team
  • Various other QW Team functionality added
  • Bug fixes

v4.10.0 (2019-11-23)

Usage (License) Questionnaire

  • Added new “online” Questionnaire processing
  • This allows for secure online submission, approval/rejection and processing of Questionnaires

Help Improvements

  • Added a link to a relevant page on the QWiki Portal Guide from each page of the Portal, via a new “Help” icon in the footer bar
  • Added a link to the FAQs from the Support menu
  • Display useful information when raising certain ticket types, to help with speed of processing tickets

Ticket Auto-Closure

  • Tickets of certain categories will now automatically close after long periods of inactivity
  • A week prior to closure, warning emails will be sent out in case a user wishes to keep a ticket open
  • Optionally, tickets can be flagged to “remain open”
  • If closed, tickets can be opened by replying to them

First / Last Name Split

  • Contact names are now split into first and last name(s) to aid our communications with our users

Session restrictions

  • Users may only be logged in from one location at a time
  • This helps secure our users’ accounts, and prevents misuse

Editor Upgrade

  • Upgraded the editor from TinyMCE 4 to TinyMCE 5

UI Improvements

  • Replaced standard browser pop up dialogs with custom, more flexible dialogs
  • This allows for:
    • Text styling in popups for better clarity
    • Context-specific buttons (e.g. “Submit”/”Safe Draft” vs “OK”/”Cancel”)
    • “Theming” of the popup to clearly differentiate questions, warnings and issues

Contact Change Ticket History

  • Changes activated in Contact Changes tickets are now visible in closed Contact Changes tickets
  • This makes it clear to users and the QW Team as to which changes were made

Other

  • Beta “Content Template” functionality added for QW Team
  • Various other QW Team functionality added
  • Bug fixes

v4.9.0 (2019-07-09)

File Integrity / Checksums

  • For added security, checksums are now added for all new/existing files on the Portal:
    • Ticket attachments
    • DataLounge downloads
    • Training files
  • These are generated when first uploading a file to the Portal.
  • To use the checksum functionality:
    • Copy the checksum to the clipboard by clicking the “checksum” icon by any file.
    • Download the file.
    • Generate a checksum with third party software based on the file.
    • Compare the checksums – if they match, the file has not been modified since QW / a contact uploaded the file to the Portal.
  • Algorithm used: SHA-512

Other

  • Bug fixes

v4.8.0 (2019-07-09)

General Enhancements

  • Various bug fixes and performance tweaks

v4.7.0 (2019-06-26)

Ticket History

  • Improved look and feel of Ticket History
    • Easier identification of comments from a contact, a contacts’ colleagues and QW
    • Icons to clearly show different action types
    • Original ticket description added to start of ticket history
    • Comments-only history added to below “Reply” text area

Software Ticket Type

  • Added “General / Software” ticket type, for general, non-technical queries regarding the QuantityWare software

Other

  • Bug fixes

v4.6.0 (2019-04-03)

Performance Enhancements

  • Dramatically improved the performance across the Portal (specifically on the ticket list and in processing of certain ticket types)

Other

  • Internal enhancements to Tech Notes
  • Internal bug fixes

v4.5.0 (2019-03-30)

Ticket Locking Enhancements

  • Major improvements to Ticket Locking, allowing for near-instant unlocking and allowing those viewing a “locked” ticket to edit it as soon as it’s unlocked
  • Added “View Mode” to tickets to allow a user to view a ticket without locking it:
    • Accessed from the Ticket List by right-clicking a ticket and selecting “View Ticket”
    • View-by-default is enabled by clicking the pencil icon to the top right of the ticket list and selecting “View by default”

Other Ticket Improvements

  • Ticket list columns combined and reordered for a cleaner, clearer list.
  • Ticket list dates modified to show updated/raised dates in a “friendlier” format
  • Ticket list attachments indicator / filter added
  • Ticket list rows per page / refresh time integrated into main list (separate filters section removed) with instant-update (no page refresh required)
  • Closed tickets are automatically reopened if replied to

Portal Issue Ticket

  • A new ticket type, “Portal Issues” has been added
  • Use this ticket to report any issues found with the Portal so we can act on them quickly

Systems / Installations

  • Systems Manager / TLRF updated to support client-restricted installations:
    • On these installations, BCS usage keys are provided for single clients on system, rather than for every client on a system
    • Client-restricted installations are useful for those customers running QuantityWare on an installation shared with other companies
    • Default to non-client-restricted, as in most cases this restriction is not required / desired
  • System name is now required for new systems added on the Systems Manager

Other

  • SMS notifications functionality added for QW Team (internal testing)
  • Internal bug fixes

v4.4.0 (2019-01-29)

Privacy

  • Updated data protection notice on TLRF to link to full privacy policy page

Other

  • Minor UI tweaks for Customer alerts
  • Improved ticket lock/unlock functionality (to better remove locks on browser close)
  • Bug fixes

v4.3.0 (2018-12-14)

Usage (License) Questionnaire

  • BCP / CTP Condensate added to Questionnaire
  • This allows Customers to select BCG / CTG on the Questionnaire and, if required, have BCP Condensate automatically added to their configuration
  • BCP / CTP Condensate is an affordable, customized version of the full BCP / CTP solution, which focused solely on Condensate products, and very useful if a Customer only processes gas products and condensate (which acts and is classed as a liquid)
  • Improved Questionnaire PDF output / support for all UTF8 characters

Other

  • Bug fixes

v4.2.0 (2018-11-28)

Training Courses

  • Added interactive Training Courses / training documentation downloads to DataLounge (for Certified Consultant course participants)

File Downloads

  • Support all file names with spaces in all browsers (resolving Firefox issue)

BCS / SAP Versions

  • Added selection of “SAP Version” to the Test Usage Key Request (Test License Request Form), which helps set the appropriate BCS version for which to provide downloads for new Customers

System Usage Keys

  • In the Systems Manager, only show Usage Keys that’re still valid (i.e. hide expired Keys)

Other

  • Bug fixes

v4.1.0 (2018-10-09)

SAP Versions

  • Added SAP Version selection to Test Usage Key Request (Test License Request Form)
  • Depending on the SAP Version specified, the matching BCS Software level is automatically selected for a Customer to ensure the appropriate set of software updates is displayed in the DataLounge

v4.0.0 (2018-10-01)

Automatic Usage Key Generation

  • When you add one or more BCP or BCG systems via the Systems Manager, a QuantityWare usage key is instantly generated as soon as you save your changes
  • This is a major change, which streamlines systems maintenance for everyone. Read More

Tabbed Interface

  • Provides fast and easy access to information within the Portal by splitting up the content of each screen into logical tabs

Systems Manager Improvements

  • Systems are displayed as “summary rows”, which when clicked expand into further details
  • Provides “at a glance” overview of all systems

Other

  • UI / error feedback improvements
  • Bug fixes

Service Portal Guide

Welcome

This is your hub for information regarding usage of the QuantityWare Service Portal (the “Portal”). Every area of the Portal is covered within our online guide, and you can browse this via the contents below.

Visit the QuantityWare Service Portal

Portal Overview

  • Portal Overview
    • Key Functionality
    • Benefits of the Service Portal
    • SupportCentre
    • DataLounge
    • Systems Manager
    • Customer
    • Alerts & Notices
    • Usage Key Generation
  • Accessing the Portal
    • Signing Up
    • Requesting An Account
    • Logging In
    • Resetting Your Password
    • Changing Your Password
  • Using the Portal
    • Navigation Menu
    • Alerts Icon
    • Alerts Pop-Up
    • Action Bar
    • Portal Session
  • Roles & Permissions
    • Role Permissions
    • Role Assignment
    • Permissions Matrix
  • Purchasers
    • Purchaser Functionality
    • Adding a Purchaser
    • Removing a Purchaser
  • Portal Release Notes
    • Release Notes (V4 onwards)

Portal Areas

  • Agreement / Contract Manager
    • Accessing the Agreement Manager
    • Modifying Agreement
  • Contacts Manager
    • Accessing the Contacts Manager
    • Editing Contacts
    • Adding a Contact
    • Removing a Contact
    • Requesting Contact Role Changes
  • Customer Profile
    • Accessing the Customer Profile
    • Customer Name and Addresses
    • Making Changes
  • DataLounge
    • Accessing the DataLounge
    • Downloading a File
    • Changing the Software Filter
  • Payments Manager
    • Accessing the Payments Manager
    • Downloading Financial Documents
    • Discussing Invoices
  • My Profile
    • Accessing My Profile
    • Changing Your Contact Details / Password
    • Requesting a New User Name
  • Reminders Manager
    • Reminder Types
    • Accessing the Reminders Manager
    • Select a Reminder Type
    • View the Reminder Editor
    • Editing Optional Reminder Dates
    • Editing Reminder Recipients
  • SupportCentre
    • Ticket List
    • Submitting a Ticket
    • Ticket Notifications
    • Opening a Ticket
    • Editing / Replying to a Ticket
    • Deleting a Ticket
    • Ticket Category List
  • Systems Manager
    • Accessing the Systems Manager
    • Adding a New System
    • Viewing a Usage Key
    • Archiving a System
    • Requesting a New Installation
    • Deleting an Installation
    • Productive Usage Key Extensions
    • Trial Usage Keys
    • Requesting a System Limit Increase
  • TUKR
    • Overview
    • Important Details
    • Organisation Details
    • Contact Details
    • Target Systems
    • Usage Key Period
    • Request Contact and Comments
    • Confirmations & Submit
  • Usage Questionnaire
    • Overview
    • When to Complete
    • How to Complete
    • Next Steps
    • Viewing Completed Questionnaires

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