Whistleblowing System - Manage Reports

When a person submits a report via the whistleblowing portal link, you, as the whistleblowing contact person, will be notified by email.

Request an access link or go directly to HR WORKS via the menu "Personnel Administration/Whistleblowing System". Then, open the "Reports" menu, where you can manage all incoming reports.

New reports are automatically named according to their submission date. You will also see an overview showing through which portal and in which language the report was submitted, who is responsible for processing it, which attributes (if any) are assigned, the current processing status, and the next upcoming deadline.

You can redact parts of the report that are not relevant to clarifying the facts. Additionally, you can add a comment explaining the reason for the redaction.

3. Communication in the Report

 Two tabs are available for internal and external communication.

 

Internal Communication

n the "Internal Documentation" tab, you can record the internal processing of the report. Use this area, for example, to create a to-do list with the next steps. You can either write a custom text or use an existing template and attach documents. After saving, the entry is added to the report and is visible to other authorized contact persons.

Note: Whistleblowers do not have access to internal documentation.

 

Whistleblower Reply

In the "Whitsleblower Reply" tab, you can communicate with the whistleblower. Here, you can send messages, such as an acknowledgment of receipt. Each message is automatically documented in the report.

 

The whistleblower must proactively log in to the whistleblower system using their personal password and the personal URL  to check for responses.

 

For security reasons, no contact details of the whistleblower are stored; therefore, communication does not take place directly via email.

 

Note: The whistleblower receives their personal URL and individual password when submitting the report. For more information, click here. 

 

 

4. Organization of the Report

In the report editing interface, you can define whether you want to be notified by email about this report.

 

You can also adjust the status of the report and assign a title or case number. To ensure meaningful statistical analysis, you can assign attributes to the report.

 

 

If you want to invite additional people relevant to the report’s processing, click “Add Person”.

 

Deadlines

In the category settings, deadlines are defined for acknowledgment of receipt, feedback, and deletion of reports. Document in the report which processing steps have already been completed.

 

When the deletion of a report is initiated, all contact persons involved in the processing are informed. This prevents accidental or incorrect deletion. Reports are permanently deleted after the defined retention period expires.

Note: For more information about setting deadlines, see this article on the portal settings of the whistleblowing system.

 

Export Report

You can export the entire history of the report.

Note: For more information about report evaluation, see this article on the general settings of the whistleblowing system.