Does the reporting person need an account?

No. The portal is reachable at the portal address without an account. After sending, the person receives a case identifier and an access code to open their case later.

What if the person loses their access code?

The code is shown only once and cannot be recovered in the portal. The person can submit a new report. If the report was recorded orally, the reporting office issues new access data on the case page.

Is a report through the portal really anonymous?

If the organisation accepts anonymous reports, the form asks for no name and the email address is optional. Without an email address the thread in the portal is the only way back; with an address the person receives notifications without content, and the reporting office sees the address. The portal recommends using a private browser window.

Can the person send evidence later?

Yes. In the opened case they attach files to a message to the reporting office. The form points out that files can contain traits such as their own name.

Whistleblower portal · Cenedril Handbuch

Reporting persons reach the internal reporting office at your organisation’s portal address, without an account. They submit a report, receive the case identifier and the access code once, and use them later to open their case, read the messages of the reporting office and reply. This guide shows the reporting office what its counterpart sees; the person needs no manual, the portal explains itself.

Submit a report

Open the portal

The portal address is shown in step 5 of the setup, on the Whistleblower protection page and under Reporting channels. The portal shows the organisation’s logo or name at the top and the heading Submit a report with the sentence that the report is confidential, anonymous if wanted, and that the reporting office acknowledges receipt on time. The link Our whistleblower protection policy opens the signed policy.

The entry of the portal with logo, the promise of confidentiality and the way to the policy.

Choose a scenario

Under What happened? the person chooses one or several scenarios in everyday language, for example Safety rules are bypassed or Invoices or figures are wrong, each with an example. From these Cenedril derives the legal subjects; the person can also search the subject under Which legal subject is it about? (optional). A missing or wrong choice does not hold up the report.

The scenarios in everyday language, each with an example; the person does not have to know the legal subject.

Write the report

Under Your report the person describes what happened, when, where and who was involved, and how they know about it. The hint below asks for necessary details only. Under Other reporting channels the portal names the phone number with hours and the meeting in person, as far as you offer them.

The other reporting channels: phone number with hours and the meeting in person on request.

Stay anonymous or give an address

There is no name field. The Email address for notifications is optional if the organisation accepts anonymous reports. The sentence below explains the consequence: without an address the person stays anonymous, and the thread in the portal is their only way back; with an address they receive notifications without content, and the reporting office sees the address.

The form asks for no name; the email address is optional, and the sentence below names the consequence.

Confirm the privacy information and send

The expandable Privacy information names the controller, the purpose, the legal basis, the recipients, the storage period and the person’s rights. With I have taken note of the privacy information. the button Submit report becomes available.

The privacy information at the time of collection, expanded above the send button.

Access data and getting back in

Keep the access data

After sending, the portal shows Your report has been received with the Case identifier and the Access code and the deadlines for acknowledgement and feedback. Both details are shown only once; the person notes them or copies them with Copy to clipboard. To the case opens the case directly.

The one-time display of the access data after sending, with the two deadlines of the reporting office.

Open the case later

Below the form, Open with identifier and access code leads to getting back in. The person enters the Case identifier and the Access code and clicks Open case. After several failed attempts the portal blocks access for a while.

Getting back in with case identifier and access code, without an account.

In the case

Read state and thread

The opened case shows the state at the top: status, receipt and the deadlines of acknowledgement and feedback, after the acknowledgement with its date. Download the receipt provides a proof of receipt as a PDF. Below it is the thread with the messages of the reporting office, the feedback and automatic notices; redacted passages carry the mark Data redacted.

The case from the reporting person's side: state, deadlines and the receipt for download.

Reply, add evidence, answer requests

Under Message to the reporting office the person answers inquiries and attaches evidence if needed; the reporting office sees the message without a name. If the reporting office asks for consent to a disclosure, the request appears above the thread, and the person gives or refuses it. For an oral report the protocol for review appears there, which they confirm or ask to correct, and if the organisation offers meetings, they can ask for one here.

Read the policy

Through Our whistleblower protection policy the person reads the signed policy with the seal of the signature, in German or English.

The signed policy in the portal, available in German and English.

Result: The reporting office knows every step of its counterpart: from the entry through the form without a name and the one-time access data to the thread, where the person reads messages, replies and reviews protocols. If the channel is switched off, the portal shows the notice that no new reports are currently accepted instead of the form; running cases stay reachable through getting back in.