Create a report manually – reports received by phone or in person

Reports reach your internal reporting office not only through the whistleblower portal, but also by telephone, in person, or by letter. This guide shows how to create such a report manually in the admin area of preeco | hinweisgeber and then complete it, so that it follows the same processing path as a portal report.

Under the German Whistleblower Protection Act (HinSchG), reports received outside the portal must also be documented and processed in a traceable way.

Prerequisites

• You have permission to create reports (create permission for the Reports module). The “New” button is only visible if you do.
• To add the content afterwards, you also need edit permission for the report.
• At least one organisation exists in your team that the report can be assigned to.

Step by step: create the report

1. In the left-hand navigation, go to “Reports”.
2. In the “Reports” section, click “New” at the top right. The “New report” side panel opens.
3. In the “Organisation” section, use the “Organisation” select field to choose the responsible organisation. “Please select” is preset; choosing an organisation is mandatory and controls which users can view the report later on.
4. Click “New”. You are taken straight to the detail page of the new report. It carries the designation “Report” followed by its automatically generated report ID (e.g. Report ba9d5fb258), has the status “New”, and today’s date of receipt. Click “Cancel” to close the panel without creating a report.

Add the matter afterwards

Only the organisation is defined at creation. You record everything from the conversation afterwards on the detail page.

1. Switch to the “Information” tab and click “Edit” in the “General” section. Enter a meaningful “Designation” and set the “Priority” (“Low”, “Normal”, “High”, “Very High”). Click “Save”.
2. In the same tab, click “Edit” in the “Details of the violation” section and fill in “Description”, “Date of the event”, “Where did it happen?” and “Who was involved?”. Use “Insert text block” to reuse predefined wording. Click “Save”.
3. Set the thematic classification: switch to the “Scopes of application” tab, click “Edit” in the “Scope of application” section, select the appropriate scope, activate “Confirm change” and save. The scope of application determines which procedural steps are offered for processing.
4. If you have call notes, minutes, or an audio recording of the conversation, switch to the “Files” tab, click “New”, upload the file in the “Files” field and click “Save”.

Each of these changes is recorded in the “Activities and Messages” tab as a processing step taken by your reporting office.

Practical tips

• Use “New” only for reports that reach your team through channels other than the whistleblower portal. Portal reports appear in the same overview automatically – creating them manually would lead to duplicate entries.
• Set the scope of application as early as possible: changing it later is destructive, and the steps already completed are lost.