Configuring the scheme

The reporting scheme’s settings are under Settings › Whistleblowing. This article covers the confirmation message sent to the reporter, the acknowledgement deadline, and the Organization page: legal identity, primary administrator, Data Protection Officer (DPO), domain and addresses, appearance. Channels and handlers have their own article, as do retention and anonymisation. It is aimed at scheme administrators.

Before you start #

• The Whistleblowing module must be subscribed and open to your account.
• The settings pages open with the Settings — General right (Access level at least), carried by default by the Administrator role; it also allows you to change everything.
• Without that general right, section rights allow you to change only part of it:
  • Settings — Notifications: the confirmation message;
  • Settings — Compliance (GDPR / EU 2019/1937): the acknowledgement deadline and the retention period;
  • Tenant — Configure DPO: the primary administrator and the DPO;
  • Tenant — Branding (logo/colors): the appearance;
  • Tenant — Custom domain: the custom domain and its verification.
• These rights are set under Manage Employees › Employee Roles.

The settings hub #

Open Settings › Whistleblowing. Each tile leads to a page, with a Configure link: Organization URL, Confirmation Message, Managers, Legal Deadlines, Data Privacy, Organization, Channels and My Access. A tile does not appear if you are not allowed to open its page.

Writing the confirmation message #

The confirmation message is posted automatically in the reporter’s secure messaging as soon as they submit their report. It counts as the acknowledgement of receipt: the case is then marked as acknowledged, on the submission date.

1. Open Settings › Whistleblowing › Confirmation Message.
2. Switch on Enable automatic message. The editor appears.
3. Choose the language with Français or English and write the text in the Editor. The Reset to default button offers a template to adapt.
4. Insert variables by clicking them if needed: {{ref}} (the case reference), {{category}} and {{channel}} in English; {{ref}}, {{categorie}} and {{canal}} in French.
5. Check the result in Preview (demo values).
6. Click Save changes. The message “Settings saved” confirms.

The message is sent in the language the reporter used on the portal (French or English). Write both versions: a message that is enabled but empty is not sent, and the case stays waiting for the handler’s acknowledgement. An identified reporter also receives the acknowledgement by email.

If the automatic message is disabled #

No acknowledgement is sent on submission. The handler must then send it from the case, using the Acknowledgement badge; the text set here is used if there is one, a standard text otherwise. See Handling a whistleblowing case.

Setting the acknowledgement deadline #

1. Open Settings › Whistleblowing › Legal Deadlines.
2. Enter the Acknowledgement deadline (days), from 1 to 7 days.
3. Click Save changes.

As the screen points out, EU Directive 2019/1937 provides for an acknowledgement within 7 days: beyond that, saving is refused. The deadline for feedback to the reporter is 90 days; it is shown on the dashboard and in the reporter’s view (“Reply within 90d”). Handlers are alerted in the module’s bell when a deadline is close or overdue.

Filling in the organisation #

Open Settings › Whistleblowing › Organization. The header shows your company’s name and legal form, and the Platform active badge. The page has three tabs; the Save button at the top right saves all three. The message “Configuration saved” confirms.

Organisation tab #

• Legal identity (Company name, Legal form, Country, Registration number, Address): it comes from your Illizeo workspace’s company record, where it is logged and versioned. Change it there: the module reads it automatically.
• Primary administrator: Name and Email of the person responsible for the scheme.
• Data Protection Officer (DPO): DPO name, DPO email, Designation date and Acknowledgement of their assignment. The badge changes from Not designated to Designated once filled in.

Domain & URLs tab #

• Illizeo URL: your workspace address and your Tenant ID, with a copy button.
• Custom domain: enter your own domain (for example alerte.mycompany.com) for the portal, then click Verify DNS. The screen shows the DNS records to configure (CNAME and TXT); propagation can take up to 48 hours. Once verified, the domain is marked Verified.
• Channel URLs: each channel’s dedicated link, with a copy button.

Appearance tab #

• Application name: the scheme name presented to reporters.
• Logo: import a PNG or JPG image (landscape format recommended); the Crop logo window lets you adjust the area, output size and ratio before you Apply.
• Primary color: choose one of the eight colours offered or a Custom color.
• Footer: text intended for the bottom of the portal.

The Live preview shows the chosen name and colour.

Good to know #

• On the Confirmation Message, Legal Deadlines and Data Privacy pages, the Save changes button only covers the settings on that page. Channel assignments and anonymisations are saved immediately.
• The portal subdomain is your workspace identifier: it is inherited and cannot be changed.
• The module does not configure connectors (Teams, Jira…): integrations are set up in the app store.
• Permissions are not managed in the module: they go through Manage Employees › Employee Roles.
• For channels, see Setting up channels and naming handlers; for retention, see Analytics, export and data privacy.

Frequently asked questions #

The Save button is greyed out. Why? #

Your role does not carry the right to change every setting shown on the page. The Settings — General right opens them all; otherwise, you need the right for the section concerned.

Can the acknowledgement deadline be set to 10 days? #

No: 7 days is a cap. The screen says so, citing EU Directive 2019/1937, and refuses any higher value.

Is the confirmation message sent for cases already submitted? #

No, it only applies to reports submitted after it is enabled. For a case already received without an acknowledgement, the handler sends it from the case.