Once you have appointed the persons who should be manage incoming cases you must invite them to Whistlelink. There are four different user roles in the system: Owner, Admin, Case handler and Viewer. Below is a description of what capabilities each role has.
You invite and manage users under User Management, which you´ll find in the main menu. You can add, edit or remove users. To add a new user click on the Add new user button and fill out the necessary details in the pop-up window. An email invitation will be sent and the account has to be activated within 36 hours. To increase the security make sure to turn on two-factor authentication.
The reporting page comes with a standard text but you have the option to customize it. Decide what you want to communicate, then simply replace it. If you have more than one language, repeat the process for each language.
Examples of what could be added to the Start page
Go to Whistleblowing site from the main menu, click on Start page. Hover over the text you wish to edit, click the edit icon and start making you changes in the pop-up window. To add a new block or URL, hover over a text block and click on the green plus sign. You can also re-arrange your elements by clicking on the arrows up or down.
Once you are happy with your edits, make sure to publish your site. Click the Publish button on the right side of the page to make your edits available. Next to that button you can view the published site.
The report form comes with a set of standard questions and most users typically make changes to it. Choose to keep the existing questions, change them or add and remove questions as you like. Keep in mind that the more questions the report form has, the easier it will be to triage the report. The questions will help you to determine out for example;
Go to Whistleblowing site from the main menu, click on Report Form. Hover over the question you wish to edit, click the edit icon and start making you changes in the pop-up window. To add a new element, click on the green plus sign. You can also re-arrange your elements by clicking on the arrows up or down.
Once you are happy with your edits, make sure to publish your site. Click the Update button on the right side of the page to make your edits visible. Next to that button you can view the published site.
Once Voice Message is enabled, an icon will appear on the report form. The reporting person will be able to choose if they want to report by recording an audio message, or through the standard questionnaire. The duration of the voice recording can be up to 10 minutes long and it will create a new case in the case management module.
Voice Message is by default disabled. To allow for Voice messages, go to Whistleblowing Site – Settings – Site information to enable Voice Message. Make sure you publish your changes. Click the Update button on the right side pf the page to make your edits visible.
On the right hand side of the Start page information about additional ways of reporting (by phone and post/email) can be added. In some countries, several options for reporting (oral, written and in-person meeting) have to be provided.
Go to Whistleblowing Site – Settings – Reporting channels. Mark the checkboxes and fill in the information. Make sure you publish your changes. Click the Update button on the right side pf the page to make your edits visible.
Now you are soon ready to go live with the reporting channel. Just some more fine tuning suggestions from us! Below are some additional ways of personalize your setup.
Each reporting page comes with a primary language. Depending on the plan, more languages can be added.
Go to Whistleblowing Site – Settings – Languages. Mark the languages and “move them” with the arrow. Make sure you publish your changes. Click the Update button on the right side pf the page to make your edits visible. Please note that any new text blocks or questions added will need to be translated into the languages you’ve added.
The reporting page can be personalized with a custom logo. Depending on the plan a header image and headline color can also be added.
Go to Whistleblowing Site – Settings – Branding to personalize the design. Make sure you publish your changes. Click the Update button on the right side pf the page to make your edits visible.
For organisations that receive a higher volume of cases, Case Message templates will make good sense and save both time and efforts. Case Messages allows you to create messages that you can use when communicating with the reporting person.
To add a new template go to Whistleblowing Site – Settings – Case Message. Click on the button Add new template and save once the message is created. The template can also be translated into additional languages. To use a template in communication with the reporting person, click on the dropdown element visible in a case under Messages.
Go to Whistleblowing Site – Settings – Reporting channels. Mark the checkboxes and fill in the information. Make sure you publish your changes. Click the Update button on the right side pf the page to make your edits visible.
Internal categories are simply a way categorize cases. A case remain Uncategorized until a case user has choses a category. It is the Internal Categories that affects the statistics, which means that the category picked by the reporting person is just an indication of what category it might be.
To edit, add or delete Internal categories, go to Settings – Internal Categories.
Making sure information is secure and protected and managed in accordance with regulations is crucial.
A closed case remain accessible until it gets deleted. During that period it can be re-opened and all information is readable for anyone with access to the case. A deleted case can no longer be viewed or re-opened. According to GDPR regulations cases must deleted within certain timeframes.
As default in Whistlelink, a closed case is saved for 12 months before it is deleted. To change this go to Settings – Compliance.
Make sure personal user accounts are protected by enabling two-factor authentication. This can be forced on an organisational level under User Management or something each individual user can decide upon.
Before you communicate your new reporting channel, run a quick test case.
Go to your Whistlelink site (i.e. companyname.whistlelink.com), complete a report form and submit it.
Then log in to your Whistlelink dashboard and check you can see the report you just submitted. Also, check the designated Owners and Administrators received a notification about a new report. If not, make sure all e-mail addresses are correct in the system.
Nice to meet you!
VI TRÄFFAR DIG GÄRNA
Piacere di conoscervi
Z PRZYJEMNOŚCIĄ SPOTKAMY SIĘ Z TOBĄ
NE BUCURĂM DE CUNOȘTINȚĂ
ENCATADOS DE CONOCERTE
WIR FREUEN UNS AUF SIE!
ENCHANTÉ DE VOUS CONNAÎTRE !
HAPPY TO MEET YOU!
Whistlelink values your privacy. We will only contact you about our solutions. You may unsubscribe at any time.
HAPPY TO MEET YOU!
Whistlelink values your privacy. We will only contact you about our solutions.
You may unsubscribe at any time. For more info, please review our Privacy Policy
