Maintain an organisation's basic data – reporting office and form URL

An organisation's basic data determine who is named as the responsible entity in the public reporting form, what whistleblowers learn about the reporting office, and at which internet address the reporting form can be reached. Everything maintained here appears directly in the reporting form.

Prerequisites

• You have the “edit” permission for the organisation.
• You are on the detail page of the organisation, “Basic data” tab.
• For multilingual entries, the additional languages have already been enabled in the “Languages” tab.

What the “Basic data” tab contains

• “Organisation” – the name of the organisation.
• “Note” – an internal note that is only visible in the settings.
• “Registration form URL” – the public address of the reporting form; it is generated automatically and is read-only.
• “Labelling of the internet address” – the readable part of the URL, for example my-company instead of a UUID.
• “Responsible organisation” – free text about the responsible entity, shown in the reporting form.
• “Details of the reporting office” – free text about the ombudsperson or the internal reporting office team.
• “Link to the data protection notice” and “Link to the legal notice” – the URLs of the organisation's corresponding pages.

Step by step

1. Open the detail page of the organisation and switch to the “Basic data” tab.
2. Click “Edit”. A side panel opens with the title “Organisations”.
3. Under “Organisation”, enter the name the organisation is managed under.
4. Add a “Note” for internal use if required. It is only displayed in the organisation settings.
5. Under “Labelling of the internet address”, enter a descriptive label so that the address of the reporting form is easier to communicate. The “Registration form URL” field itself is read-only.
6. Under “Responsible organisation”, describe the responsible entity – as a rule the organisation that operates the reporting form, optionally with a specific contact person.
7. Under “Details of the reporting office”, state who processes the incoming reports, for example an internal team or an external ombudsperson.
8. Under “Link to the data protection notice” and “Link to the legal notice”, enter the internet addresses at which whistleblowers can access this information.
9. If multiple languages are enabled for the organisation, use the language switcher at the top right to switch between the language versions of the “Responsible organisation” and “Details of the reporting office” fields.
10. Click “Save”.

What happens next

• The detail page updates automatically with the new values.
• Changes to the “Labelling of the internet address” take effect immediately: the previous URL no longer forwards to the reporting form.

Therefore define the labelling of the internet address before you roll the reporting form out. If you change it later, replace every link, QR code and printed notice you have already distributed – otherwise the old references lead nowhere.