Manage reporting form languages and automatic translation

Whistleblowers should be able to submit their report in their native language. On the organisation's “Languages” tab you select the available form languages, activate automatic translation via DeepL and inform the reporting person about it with a note.

Prerequisites

• You have the “edit” permission for the organisation concerned.
• You are on the “Languages” tab of the organisation's detail page.
• For automatic translation you need a valid DeepL API key and the team permissions “Show Automatic translations” and “Edit Automatic translations”.

Select the available languages for the reporting form

The “Available languages” section lists all languages with the status “Yes” (enabled) or “No” (disabled).

1. On the “Languages” tab, in the “Available languages” section, click “Edit”. A side panel opens with the title “Available languages”.
2. Using the checkboxes in the “Languages” field, enable or disable the languages that should be selectable in this organisation's reporting form.
3. Click “Save”.

Newly enabled languages are immediately selectable in the reporting form, and disabled languages disappear from its language switcher. On the organisation's other tabs – such as “Basic data”, “Introductory texts” and “Emails” – additional fields appear for every newly enabled language.

Activate automatic translation via DeepL

The DeepL API key is maintained once per client and applies to all organisations in the team. If no key is stored yet, the “Automatic translations” section shows the note “Please store your DeepL API key to enable automatic translations.” with a link to the settings.

1. In the left menu, navigate to “Settings → Automatic translations”.
2. In the “DeepL API” section, click “Activate DeepL”. A side panel opens with the title “DeepL API”.
3. Enter your key in the “DeepL API key” field. Only then does the “Consent to data transmission” checkbox become clickable.
4. Activate the “Consent to data transmission” checkbox – this confirms that the texts to be translated are sent to DeepL GmbH.
5. Click “Save”. The key is validated; if successful, the panel closes and the status changes to “Enabled”.

Multilingual content such as introductory texts, the email signature, scopes of application and frequently asked questions is then translated into the active languages in the background. The process runs asynchronously, so the translations are available after a short time. If you later switch DeepL off via “Deactivate DeepL”, translations that already exist are retained.

Store the note on automatic translation

1. On the “Languages” tab, in the “Automatic translations” section, click “Edit”. A side panel opens with the title “Note on automatic translation”.
2. Enter the desired text in the “Note on automatic translation” field.
3. If multiple languages are enabled, switch to the respective language version using the language switcher and enter the translated version there.
4. Click “Save”.

Practical tips

• Enable only the languages that are actually spoken by your target group. Each additional language should also have fully translated content stored for it – introductory texts, email signature and the like.
• Use a key from a paid DeepL API account or a DeepL API Free account. Free accounts have a monthly character limit: check your usage regularly in the DeepL dashboard to avoid unexpected translation failures.