The Reports Tab centralizes report submissions and investigations, providing tools for efficient oversight, communication, and dissemination across stakeholders.
Accessing Reports
Accessing Reports
Select your Channel: On the left-hand sidebar of the Confide platform, click on the drop down list beneath Workflows.
Access Reports: On the left-hand sidebar of the Confide platform, click on the drop down list called Reports. Doing so will also drop down three other tabs: Create Report, Archived Reports, and Transferred Reports.
To access reports, remain on the Reports tab.
Locate Report: Each row is the equivalent of one report.
- Manual Search: Scroll through up to 25 chronological entries per page. Move between the next and previous page by clicking the arrows at the lower left corner.
- Filter Search: Various Filters are available at the upper right corner of the screen.
- Filter by Date: Earliest to latest or latest to earliest
- Filter by Priority: Low, Medium, High, Critical, Default
- Filter by Status: New Report, Under Review, Pending Further Information, Closed, Closed - Reporter Initiated
- Filter by Department
- Filter by Country
- Search Via Tag: Input tag in the text box at the upper right of the screen and click the magnifying glass icon.
Access Case Manager: After locating the row of your chosen report, click the column contents of the third column from the left under Report Reference.
Case Manager
Users can examine details and message reporters as needed, make notes to record investigation data, and manage progress via the sidebar features. This is where users will spend the majority of their time for processing reports and interacting with reporters to work towards successfully closing reports.
Case Manager space can be resized according to the preference of the user by clicking and dragging the arrows left or right.
Detailed Report View
Detailed Report View
At the top part of the page are various fields depicting the following information, not all of which is visible in the Report List. With the exception of Report Reference, none of these data points are to be altered but rather to be added upon.
Date Submitted: Date form or report was submitted
Channel: Through which channel it was submitted (i.e. Whistleblower, Gifts and Entertainment)
Report Reference: Confide Platform assigns a default reference to the reports based on chronological level, however this reference code can be edited by clicking the pencil icon to the right of the field.
Reporter: The name of the reporter or ‘anonymous’
Report Type: The type of Report from the choices set up during the Workflow Customization stage
Country
Status: (New Report, Under Review, Pending Further Information, Closed, Closed - Reporter Initiated)
First Due Date: Date by which Case Manager is expected to attend to the report
Final Due Date: Date by which the case must be resolved
Reporter Last Active: May provide grounds for closing the case if the reporter has been unresponsive to communication for a prolonged period of time.
Details: A large text box which containing an in-depth description of the form’s subject.
Key Functionalities
At the lower part of the page are several tabs allowing the Case Manager to carry out various tasks to aid in closing the report.
Managing Attachments
Managing Attachments
Accessing and Viewing Attachments
The Case Manager may view and download attachments provided by the reporter.
Selecting Attachments. In the case details, locate and click the 'Attachments' tab.
Viewing Reporter Attachments. Within the 'Attachments' tab, click on 'Reporter'.
This action displays all attachments submitted by the reporter. This section will be empty if the reporter did not include attachments.
Uploading Attachments as a Case Manager
Materials may be directly uploaded from device to platform.
Initiating Upload. In the 'Attachments' tab, select 'Case Manager'.
Uploading Files
- Click on 'Choose Files' to begin adding single files from a local device.
- Click on 'Upload Folder' to add an entire folder of local files.
Submitting Attachments
- After selecting the files from your PC, complete the upload.
- The files will now be attached to the case.
Organizing Attachments
Various folders may be created to better organize related materials
Creating Folders. Still under the ‘Case Manager’ tab of the 'Attachments' tab, select 'Create Folder.’
Name Folders. Input folder name in the textbox that pops up.
Populate Folders. Drag and drop items or rearrange them as desired.
Linking External Materials
In the event that it is better for documents to reside in a different location such as a drive due to size, a link may be added for reference.
Initiate Linking. Still under the ‘Case Manager’ tab of the 'Attachments' tab, select 'Add Link.’
Distinguish Link. Put in a name for the link and a short description.
Messaging
Messaging
A built-in messenger that allows the Case Manager to communicate directly with the Reporter and vice versa in order to ask for clarifications, more information, set up meetings etc.
Sending Messages
Open Messenger. In the case details, locate and click the 'Messages' tab.
Viewing Messages. In the 'Messages' tab, you'll see a history of messages sent and received related to the report.
Composing a New Message. Click on 'Compose' to start drafting a new message.
Drafting Your Message. Type your message in the provided text area. Ensure clarity and conciseness in your communication.
Sending the Message. Once your message is ready, click 'Send' to securely transmit it to the whistleblower.
Translating Messages
Translating Incoming Messages. Click the green “Translate” button found at the top of the conversation.
Translating Outbound Messages.
Click the grey “Translate” button at the top of the text box next to the formatting options.
Select the desired language from the drop down list.
Processes
Processes
Processes standardize protocols on report handling per type by providing detailed checklists and subtasks to easily breakdown the work.
Open Templates. In the case details, locate and click the 'Process' tab.
Choose Template. Click "Use a template" and select from the options.
Fill Template. Assign tasks and begin process.
- Assignees may include Case Managers or the Reporter themselves.
Create Process (Optional). If no Templates exist, click "Blank Process" and manually create and assign tasks.
Notes
Notes
Notes allows case managers to create and maintain notes within a report, crucial for documenting investigative insights, observations and keeping track of the investigation as it progresses. These notes may prove pivotal if the case expands into a more serious investigation involving litigation, regulators or law enforcement.
Using Notes
Open Notes. In the case details, locate and click the 'Notes' tab.
Compose Notes. Click on 'Compose' to start writing your note.
- Enter your observations, insights, or other relevant information into the note field.
Save the Note. After composing your note, click 'Add Note' to save it within the report.
- The note will be timestamped and saved for future reference.
Transcription Calls
For voice calls conducted on the platform in relation to the case, recordings of the call are automatically accessible.
Open Transcription Calls. In the case details, locate and click the 'Notes' tab, then click the 'Transcription Calls' tab below it.
Playback Recording. Click on 'View' to the right of your chosen Transcript. Doing so will open a media player where you can listen back to the recording.
Download Recording. Click 'Download Recording' to download a copy of the transcript to a local device.
Audit Log
Audit Log
Maintains a paper trail of users who accessed (opened) the case or made changes, complete with user name, time stamp and action.
Opening Audit Log In the case details, locate and click the 'Audit Log' tab.
Navigate Audit Log. Scroll up or down to view all entries in chronological order.
Click ‘Load More’ to see earlier audit logs.
Request Information
Request Information
Allows Case Manager to send formal requests to members of the organization who are not onboarded on Confide Platform, and for their responses to be linked to the case files.
Sending a Request
Opening Request Information. In the case details, locate and click the 'Request Information' tab.
Initiate Request. Select the “Send Request” tab.
Designate Recipient. Fill in fields pertaining to Name, Department, Email Address etc.
Draft Message. Using the template, fill in the context using the text box below. This is the message that will appear in the email.
Confirm Input. Click “Send.”
Checking Responses
Check Request Status. Select the “View Request” tab. The response will appear listed and be accessible through the tab. If no response was given, the field will remain empty.
Check Message RFIs. Select the “Message RFIs” tab in case the Request Recipient opted to respond via the Messenger. In the event that they did, it will now open a Messenger instance with the Case Manager, similar to communication between Case Manager and Reporter.
Entities
Entities
Allows the Case Manager to identify key players related to the case and to add them to the platform’s data base. By maintaining proper identification and diligent documentation, it allows Case Manager’s to track recurring Entities across cases and pick up patterns that may otherwise go unnoticed.
Creating Entities
Entities can only be created in relation to a case.
Opening Entities. In the case details, locate and click the 'Entities' tab.
Initiate Entity Creation. Click the “Add New” tab on the upper right of the interface.
Select Entity Type. From the dropdown list, select between People and Organization-External.
- People: Human entities which can include employees, advisors, board members, or key external stakeholders.
- Organization (External): An external entity engaged by the company that may act as vendor, partner, or service provider.
Indicate Parent Information. The Parent is static, non-changing information used for identifying an individual or organization. Fill in the Basic Information such as First Name, Last Name, Department and Employee ID.
Select Sub-Entity Role. The Sub-Entity Role is dependent on their relation to the case and each Sub-Entity requires different information based on their involvement.
There are four Sub-Entity Roles to select from:
- Informed Individual: Informed Individuals or those who have been notified or made aware of the case, but are not directly involved.
- Subject: Individuals identified or implicated in internal investigations.
- Victim: Individuals impacted by the alleged incident or behavior.
- Witnesses: Individuals who observed or were present during events relevant to internal investigations.
Confirm Changes. Click ‘Create & Add to Case’.
Adding Entities
Pre-existing entities can be added to multiple cases.
Initiate Entity Search. Click the “Add Existing” tab on the upper right of the interface.
Select Entity. Scroll and search through the list of existing entities, or type the name into the search bar on top.
Select Sub-Entity Role. The Sub-Entity Role is dependent on their relation to the case and each Sub-Entity requires different information based on their involvement.
Confirm Changes. Click ‘Add to Case’.
8.2 Sidebar
Case Data Sidebar
Case Data Sidebar
Confide's customizable Case Data visible in the Sidebar allows you to capture specific data points for driving effective analytics and reporting.
Access Case Data Sidebar. Go to the righthand sidebar or click the expand icon at the topmost right corner.
Making Updates in Case Actions. Locate the field you wish to update
- Due Date: For managing case timelines.
- Status: Set the current stage of investigation it is in.
- Report Type: Classify or reclassify the report.
- Priority: Set and adjust impact levels.
- Assignee: Add pertinent personnel including primary and secondary Case Managers that are authorized to edit the Case Data.
- Assigned Department: Department this case is pertinent to.
- Etc.
Apply Changes. After making the necessary amendments in the sidebar, click on 'Update'. This action will save and reflect the changes made to the report.
Requesting Approval for Other Users
Users who are not the primary assignee of the case may request approval to modify Case Data in the Side Bar.
1. Request Approval. Click '+Request Approval' on the top of the Case Data Bar.
2. Detail Request. Using the text box that pops up, draft a message to the primary case handler.
3. Send Request. Click 'Send.' A request together with your message will appear in the primary case handler's inbox.
4. Follow Up (Optional). Approval requests can be resent as needed and will display the name of the pending approver. Simply repeat the process and click 'Resend.'
Other Actions Sidebar
Other Actions are available through the Case Manager that can allow the user to set meetings, label and reorganize a case.
Access Other Actions: At the upper portion of the Sidebar, click 'Other Actions' next to an arrow.
Instant Meeting
Instant Meeting
The Platform comes with a built-in meeting space allowing for video communication between the Case Manager and reporter.
Host Instant Meeting. Click the button that says "Instant Meeting" at the top of the Other Actions Side Bar. Doing so will open a pop up with a link.
Share the Link. Copy and send this meeting link to the reporter via the Case Manager messenger.
Start the Meeting. Click 'Start Meeting.' Doing so will open a separate window containing a meeting space accessible via the copied link.
Proceed with Meeting. Allow access to your mic and camera as needed.
Schedule a Meet
Schedule a Meet
You can invite an off-platform guest on a scheduled meet. Once invited, a link will be sent via email.
Host Scheduled Meet. Click the dropdown arrow button beside "Instant Meeting" and select "Schedule a Meet" from the options.
Select Meet Type. Choose between Video Call or voice Call.
Select Time and Date. Choose a date from the calendar and a time increment from the dropdown list.
Input Recipient Information. Fill in the guest's email.
Confirm Invitation. Click 'Schedule Meeting' and a link will be generated similar to the Instant Meeting link.
Case Identifiers
Case Identifiers
Reports can be highlighted for easy identification based on two statuses.
"Do Not Purge": Indicates that the report should not be deleted or purged from the system, ensuring its retention for a specified period.
"Privileged": Denotes that the report contains confidential or legally protected information, restricting access to authorized personnel only. This is generally done in conjunction with adding your legal counsel to the report.
Choose Case Identifier: Scroll down and toggle "Do Not Purge" and/ or "Privileged". After selecting the status, the report will be marked accordingly:
- Red for "Do not Purge."
- Blue for "Privileged."
- Red/blue gradient for both
Case Lock
Case Lock
The Other Actions Sidebar offers a quick and easy method for restricting access on sensitive cases by making them visible only to admins and the assigned case handler.
Enable Case Lock: Scroll down and toggle "Only admins & you can view this case."
Add to Register
Add to Register
Manage your organisation's governance registers by filling appropriate cases.
Add to Register: Scroll down and click "Add to Register."
Select Register. Click the dropdown list and choose the appropriate register.
Download Report
Download Report
The platform allows users to conveniently collate and export data per case while customizing which specific date that would like to be included.
Initiate Request: Scroll down and click "Download Report." A pop up window will appear with fields for customization.
Customize Report: Customize your export request by filling in the information fields.
- Report Title: Input desired title in the text box
- Report Logo: Select the option of including the Confide Logo, your company Logo, or No Logo
Customize Contents: Select if you wish to download the full report or if you wish to only include certain segments from Case Details, Messages, Notes, Case Data, Entities, Audit Log, Files etc.
Save Preferences: Click "Save Preferences" to save your customizations.
Confirm Request: Click "Request PDF Export." The Platform will process the request and generate the downloadable PDF.
Download PDF: Once ready, a download button will appear in the Export History at the bottom of the window. Click it and you will begin downloading the .zip file.
Transferring Reports
Transferring Reports
Certain Workflows contain similarities (i.e. Whistleblowing and Grievances, Whistleblowing and Fraud) resulting in some reporters using the wrong report channel. Our Platform easily allows admins to relocate a report to the proper Workflow to ensure it is handled correctly.
Transfer Report. Scroll down the available actions and click "Transfer Report." Doing so will automatically move the report to the Transferred Reports tab.
Set Transfer Location. Click the dropdown on the right and select the correct Workflow. Upon being transferred to the Workflow, the report will register as a new report with a new report reference.
Hide from Current Workflow (Optional). Click the toggle beneath the workflow drop down of the Other Actions pop up. Doing so will remove the original submission of the report from the old list of reports.
Accessing Transferred Reports
Accessing Transferred Reports
Select your Channel: On the left-hand sidebar of the Confide platform, click on the drop down list beneath Workflows.
Access Transferred Reports: On the left-hand sidebar of the Confide platform, click on the drop down list called Reports. Click the third tab, Transferred Reports.
Interview Planner
Interview Planner
We provide a nifty space for interviewers to prepare in advance for upcoming meetings by noting down their questions to tackle in the call.
Open Planner. Scroll down the available actions and click "Interview Planner."
Populate Planner. Type in a question in the text box at the bottom and click 'Add Question.' The question will become visible on the planner.
Re-arrange Questions (Optional). Click and drag the ::: symbol beside each question to change its sequence.
Exit Planner. Click 'Close' at the upper right corner.
Add Comment
Add Comment
Seamlessly bring to attention or bump cases for updates using comments. Comments will not be included in report downloads.
Open Comments. Scroll down the available actions and click "Add Comment."
Draft Comments. In the new window, click “+Add Comment” and type in your comment. Use the @ sign to tag another user.
Send Comment. Click the dark blue paper airplane icon at the bottom right of the text box.
Move to Archive
Move to Archive
In order to clear space from the Report List, Cases that have long since been concluded or will no longer be worked on may be sent to a separate location to await deletion.
Archive Report. Scroll down the available actions and click "Move to Archive." Doing so will automatically move the report to the Archived Reports tab.
Unarchiving a Report (Optional). When a report is currently archived, the "Move to Archive" tab will be automatically converted to "Unarchive" in the list of actions. Click it to return the report to the report list.
Accessing Archived Reports
Accessing Archived Reports
Select your Channel: On the left-hand sidebar of the Confide platform, click on the drop down list beneath Workflows.
Access Archived Reports: On the left-hand sidebar of the Confide platform, click on the drop down list called Reports. Click the second tab, Archived Reports.
Mark as Test
Mark as Test
Identify test reports that were used for training or troubleshooting the platform. Reports marked as Tests will not affect Analytics.
Mark as Test: Scroll down and click "Mark as Test." You can undo it using the same method.
Redact Information
Redact Information
In instances where highly sensitive information needs to be protected from unauthorized access, Confide provides a redaction feature within the case manager. This feature allows users to redact specific parts of a report, rendering them "blacked out" and invisible to stakeholders other than the assigned case manager and administrators.
Initiate Redaction: Scroll down and click "Redact Information." The report description will enter redaction mode, allowing you to select and black out sensitive information as needed.
Select Redactions: Highlight the text you intend to redact.
Choose Redaction Type. Choose between 'Redact' and 'Remove all redacted text.'
- 'Redact' blacks out the text
- 'Remove all redacted text' deletes it from view
Confirm Changes: Click "Apply Changes."
Final Report
Create a Final Report to document a case's investigation leading up to its findings upon closing the case.
Create Final Report
Create Final Report
Initiate Final Report. Scroll all the way down and click "Create" beneath "Final Report." This will open a pop up text box.
Select Template. From the list of options, select the desired format.
Draft Initial Report. Manually draft the report according to your company's policies.
- Document Ai (Optional):You may prompt the AI to summarize the case based on all the related information.
- Insert Evidence (Optional): You may include previews of available evidence in .jpg or .pdf format by clicking 'Evidence' at the upper right.
Save Report. Once you are satisfied, click 'Send' at the upper right of the Final Report.
Fill in the recipient details for higher ups or those who are required to sign off/ approve a Final Report. The Final Report can be sent to a maximum of three (3) recipients. At least one (1) must be an Acknowledger.
