A report the reporting office receives on the phone or in a meeting in person is recorded under Wizards → Whistleblower Protection with Record report manually. Identifier and access code are available at once, so the person receives their access to the portal while still in the conversation. You keep the protocol in the form the person’s consent permits and hand it to them for review in the portal.
Record the report
Open the intake
On the Whistleblower protection page click Record report manually; only persons of the reporting office see the button. The page Record report manually reserves a case identifier and an access code when it opens.
Hand over the access data in the conversation
Under Access data you find the Case identifier and the Access code, each with a copy button. Read both to the person and tick Access data handed over in the conversation. The note goes into the case and the protocol when you save; with the data handed over, an interrupted intake stays open in the case list until it is saved.
Enter the intake and the documentation
Under Intake choose the Kind of report (Phone call or Meeting), the Time of the conversation and the Recording person. The deadlines run from that time. Under Documentation tick whether the person consented to an audio recording or a verbatim protocol, and choose the Form of documentation: without consent the Content protocol for a phone call or the note for a meeting. Under Protocol describe the facts with period, persons involved and evidence, as far as mentioned. Subject, professional context and an email address for notifications are optional. Record report creates the case.
Have the protocol reviewed
Hand the protocol over for review
In the case, the section Contact with the reporting person holds the card Phone call or Meeting with form, time, recording person, the declarations on consent and the protocol in versions. While it is a draft, the person does not see it. Hand over for review makes it available to them in the portal, with a deadline by which they can confirm it or ask for a correction.
Process confirmation or correction
If the person confirms the protocol, the card carries Confirmed, and the thread shows an automatic notice. If they ask for a correction, their request appears in the card; work it into a new version with Edit protocol and hand that over again. Earlier versions stay visible. If the deadline passes without a response, note Opportunity lapsed.
Record or withdraw consent later
If the person later agrees to a recording, record that with Record declaration, with date and form. If they withdraw, Note withdrawal records the withdrawal; an audio recording must then be destroyed, the card names when and by whom, and the reporting office rewrites the content protocol.
Meeting in person
Handle a request for a meeting
If the person asks for a meeting, in the portal or another way, the request appears in the card Meeting in person; a request received another way you enter with Record request. Propose a date sends the person time and place, Note acceptance records the agreement, and after the meeting Supply protocol adds the meeting protocol, which the person reviews as with a phone call. The meeting takes place within a reasonable time, with consent also by video conference.
Result: The oral report is a case like any report from the portal, with deadlines from the conversation. The person has their access data, reads the protocol in the portal and has confirmed it or had it corrected; every version and every declaration is kept in the case.