---
title: Submitting and tracking a report
description: Report a concern on the public portal, anonymously or not, then follow the case with the tracking password.
url: "http://illizeo.com/en/centre-aide/whistleblowing-submitting-and-tracking-a-report/"
updated: "2026-11-11"
category: Whistleblowing
---

# Submitting and tracking a report

The reporting portal is the public page through which anyone — employee, former employee, supplier, partner — can report a concern to your organisation, without an Illizeo account and, if they wish, without giving their identity. They then follow their case and exchange with the handler using a tracking password issued on submission. This article describes the journey as the reporter sees it; it is aimed at scheme administrators who share the link, at handlers who want to know what the reporter sees, and can be passed on as it stands to employees.

## Before you start

- The Whistleblowing module must be subscribed in your workspace: that is what opens submission on the portal.
- At least one channel must be **Active**: only active channels are offered in the form. See [Setting up channels and naming handlers](https://illizeo.com/en/centre-aide/whistleblowing-channels-and-handlers/).
- Each channel should have at least one handler: that person receives the case and can reply.
- The person reporting needs no rights: the portal is a public page with no sign-in. They are never identified by an account, even if they are an employee.

## Finding the portal address

The portal address is your Illizeo workspace address followed by **/whistleblowers**. It is shown, ready to copy, under **Settings › Whistleblowing › Organization URL** and at the top of **Settings › Whistleblowing › Channels**. This is the address to share with employees: poster, staff memo, intranet, email signature.

Each channel also has a **dedicated link**, in the form **…/whistleblowers?canal=** followed by the channel’s identifier. Arriving through that link opens the form already set to that channel; the person can still choose another. A link to a closed or unknown channel is simply ignored: submission remains possible.

## Submitting a report

1. Open the portal address. The **Report a concern** header appears, with two tabs: **New report** and **Track my case**.
2. Under **Choose a category**, filter by family if needed, then click the card that matches the situation.
3. The form opens. Check the proposed **Reporting channel** and change it if needed.
4. Fill in the **Report subject** and the **Detailed description**. Both are required.
5. Leave **Anonymous report** switched on to stay anonymous, or switch it off to give an **Email address** (see below).
6. Add **Attachments** if needed: click or drop the files into the area provided.
7. Click **Submit report**.

![Public reporting portal: Report a concern header with the Encrypted, Anonymous and GDPR badges, New report and Track my case tabs, then the Choose a category grid with its family filters and nine cards (Harassment, Discrimination, Fraud, Corruption, Safety, Data breach, Conflict of interest, Illegal activity, Other), each with its description and a Choose button.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/lanceur-alerte-21.en_.png?resize=800%2C964&quality=80&ssl=1)
The reporter starts by choosing a category.

### The categories

The portal offers nine categories: **Harassment**, **Discrimination**, **Fraud**, **Corruption**, **Safety**, **Data breach**, **Conflict of interest**, **Illegal activity** and **Other**. If none fits, the screen suggests choosing “Other” and describing the situation freely. The **Change** button at the top of the form goes back to the grid.

![Report form for the Other category: Change button, Reporting channel field set to Canal interne, Report subject and Detailed description filled with an obviously fictitious test text, Anonymous report switch on, Attachments area “Click or drop your files here · Max 10 MB per file” and Submit report button.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/lanceur-alerte-22.en_.png?resize=688%2C974&quality=80&ssl=1)
The form, here in anonymous mode (fictitious demonstration text).

### Anonymous or identified

- **Anonymous** (the default): no identity is attached to the case. No address is requested, and the handler only sees the label “Anonymous report”.
- **Identified**: by switching off **Anonymous report**, the person enters their **Email address** (required in that case) and ticks the **GDPR consent**, without which submission is refused.

### Attachments

Submission accepts up to 10 files of at most 10 MB each, in PDF, Word, Excel, text, PNG, JPG and WEBP formats. Images (PNG, JPG, WEBP) are re-encoded on storage, which removes their metadata (location, date, device). On an anonymous report, each file is also given a neutral name (“piece-jointe-1”…), as a file name often gives away its author. Documents (PDF, Word, Excel) are not altered: check that their properties do not carry your name.

## Keeping the tracking password

Once the report is sent, the **Report submitted** screen shows the **Tracking password**. It is the only key to the case: it is shown once and can be neither resent nor regenerated, as Illizeo keeps only its fingerprint. The **Copy** button copies it to the clipboard; **New report** starts a blank form.

![Report submitted screen: green tick, sentence asking to keep the password, Tracking password box whose value is blurred in the screenshot, note “Keep it safe, it will not be shown again.”, Copy and New report buttons.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/lanceur-alerte-23.en_.png?resize=688%2C698&quality=80&ssl=1)
The tracking password is shown only once (blurred here).

Depending on your organisation’s settings, an automatic confirmation message is posted straight away in the case’s messaging, in the language of the form; an identified reporter also receives it by email. The channel’s handlers are notified of the new case in Illizeo (the module’s bell) and by email; that email contains metadata only (reference, category, priority, channel), never the account of the facts.

## Tracking the case

1. On the portal, open the **Track my case** tab.
2. Under **Access my case**, paste the **Tracking password**.
3. Click **Access my case**. An unknown password displays “Invalid tracking password”.

![Track my case tab: Access my case box, subtitle “Enter your tracking password”, empty Tracking password field, Access my case button and help text explaining that the password lets you track the case and exchange with the case manager while staying anonymous.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/lanceur-alerte-24.en_.png?resize=688%2C578&quality=80&ssl=1)
The password is enough: no account, no reference to enter.

The case view shows:

- the subject, the reference, the channel and the **Anonymous** label where relevant;
- **Case progress** over five steps, with a sentence explaining the current step and the response deadline;
- the **Information** block: reference, channel, category, submission and update dates, and the **Case manager** (“Awaiting assignment…” until someone takes the case);
- **Secure messaging**, where the handler’s messages appear, along with any files they attached, ready to download.

![A case seen by the reporter: banner with the subject of the test report, its reference, the Canal interne channel and the Anonymous label, Log out button; case progress at the New step with the message “Your report has been received” and the Reply within 90d badge; Information block; empty Secure messaging with “No message yet” and a reply area with a Send button.](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/lanceur-alerte-25.en_.png?resize=688%2C976&quality=80&ssl=1)
The reporter follows progress and replies to the handler, still without identifying themselves.

### Replying to the handler

1. Type your message in the reply area.
2. Click **Send**. The message goes anonymously: no author is recorded on the reporter’s side.

The handler is told that a reply has arrived, without the text leaving the messaging. When the case is closed, messaging closes: the history remains readable, but no further messages can be sent. Click **Log out** to leave the case.

## Good to know

- The portal never asks for an account: that is what lets people outside the company report and remain anonymous, as provided by EU Directive 2019/1937 cited on screen.
- The tracking password is shown only once. If lost, it cannot be recovered: submit a new report mentioning the previous one.
- Submission is rate-limited to protect the portal: if sending fails, wait a minute and try again.
- Tracking a case already submitted remains possible even if the module subscription has changed since.
- If the organisation anonymises a case, its tracking password is erased: the reporter permanently loses access to the case. See [Analytics, export and data privacy](https://illizeo.com/en/centre-aide/whistleblowing-reports-and-gdpr/).

## Frequently asked questions

### The form says no channel is open. What should I do?

The message “No reporting channel is open at the moment” means that no channel is active. A scheme administrator needs to activate one under **Settings › Whistleblowing › Channels**.

### Can the handler see who reported?

Not if the report is anonymous: the case carries no identity and the reporter’s messages have no author. If the person chose to give their email address, the handler can see it.

### Can a file be added after submission?

Attachments are submitted with the report. Afterwards, the reporter can add details in writing through the messaging; the handler, for their part, can send them documents.

### How long until a reply?

The case view shows the response deadline (for example “Reply within 90d”). The acknowledgement of receipt must be sent within the period set by the organisation, 7 days at most.

### *Similaire*