Organisation – Store an e-mail signature

An organisation-specific e-mail signature closes every outgoing email to whistleblowers with the contact details of the responsible office. You store it directly on the organisation detail page, in the “Emails” tab.

Prerequisites

• You are on the detail page of the organisation the signature should apply to.
• You have the “edit” permission for that organisation.
• You have the signature text at hand – for multilingual reporting channels, in every enabled language.

Step by step

1. Open the organisation detail page and switch to the “Emails” tab. The “E-mail signature” field shows the currently stored signature as plain text.
2. Click “Edit”. A side panel opens with the organisation title.
3. Edit the “E-mail signature” field and enter the closing text you want, for example the name of the responsible office, the organisation and one way to get in touch.
4. If multiple languages are enabled, use the language switcher to move between the language versions and maintain each one individually.
5. Click “Save”.

What happens next

• From now on, the new signature is appended to the end of every email this organisation sends to whistleblowers.
• Other organisations stay untouched – the signature applies only to the organisation in which you maintained it.

How this differs from other texts

• The sending text of the confirmation of receipt is not part of the signature; it is maintained in the “Incoming reports” tab.
• The content shown in the reporting form is controlled through the “Frequently asked questions” and “Scopes of application” tabs, not through the signature.

Practical tip: the signature is plain text and appears under every message in the dialogue with whistleblowers. Keep it short and name only the contact routes through which the responsible office can genuinely be reached. For multilingual reporting channels, check each language version once more via the language switcher after saving – a language version left empty otherwise only becomes apparent during ongoing correspondence.