Document the case details of a report – matter and background

You bring a report to a complete state in a single pass: designation and priority, the content-related details of the violation, and your supplementary assessment of cause and consequences. All three sections sit in the “Information” tab on the report’s detail page.

Prerequisites

• You have permission to edit the report (edit permission).
• You are on the detail page of the report in question, in the “Information” tab.

Set the designation and priority

1. In the “General” section, click “Edit”. The “General” side panel opens.
2. Enter the name of the case in the “Designation” field.
3. Under “Priority”, choose between “Low”, “Normal”, “High” and “Very High”.
4. Click “Save”, or click “Cancel” to close without changes.

Record the details of the violation

These details form the core of the report. If the report arrived through the whistleblower portal, they are already pre-filled; for manually created reports, you enter them here.

1. In the “Details of the violation” section, click “Edit”. The side panel of the same name opens.
2. Describe the incident as free text in the “Description” field.
3. Fill in “Date of the event”, “Where did it happen?” and “Who was involved?”. If your organisation has enabled an additional custom field in the form, complete that as well.
4. Click “Save”.

Add the supporting information

Here you document assessments that do not come from the whistleblower but arise in the course of processing.

1. In the “Supporting information” section, click “Edit”.
2. Complete the fields “Description of the cause”, “Description of how it was discovered” and “Description of the likely consequences”.
3. Under “Were other authorities or the police informed?”, record whether and whom you have involved.
4. Click “Save”.

In all text fields of the last two panels, you can insert predefined wording via “Insert text block”. The blocks themselves are maintained in the “Text blocks” module under “Settings”.

Practical tips

• Assign a concise designation that makes the matter clearly recognisable – it appears in the report overview and makes the case easier to find again.
• Every change to these sections appears as an entry in the “Activities and Messages” tab, for example “Priority changed from No priority to Very High.” – so every case handler can see when a given detail was recorded.
• Work through the three sections one after the other. If you add the supporting information only later, the assessment of cause and consequences is missing at exactly the moment measures are decided.