Whistleblower for Admins

Through Kenjo you will be able to setup the Whistleblower feature, have an overview of the cases within your company and process any case assigned to you.

Content:

• Feature activation
• Settings
  • Categories
  • Automations
  • Transfer cases
• Overview
  • Global status
  • Your whistleblower cases
  • Your whistleblower categories
• Processing reported cases
• What can be updated in a whistleblower case?

Feature activation

First, activate the Whistleblower feature in Settings> Features> Whistleblower just like any other feature just need to click on the grey button and it will turn blue.

Note: To enable this feature, you must be an Admin or HR admin.

After activating it, Admins and employees assigned to a category or case will be able to see the new functionality on the sidebar menu. 

Important: Go to Settings and make sure that the company logo and company name have been entered correctly beforehand. This will play an important role later on, as it will be visible to whistleblowers.

Settings

By going to Whistleblower > Settings you will be able to configure all relevant aspects of the feature.

Categories

Whistleblower categories determine the type of cases reported by whistleblowers. There are 15 categories default categories but you can add more by clicking on [+] Create whistleblower category.

Categories always need to have at least one owner and for the default categories, this will be whomever first activated the whistleblower feature.

For any category created after, the Category responsible(s) will need to be defined during the creation process:

You can change this responsibility for each category by editing the categories that Kenjo has prepared in advance by clicking on the three dots to the right of said category and selecting Change responsible for this category.

On the Edit whistleblower category prompt, you will be able to remove the current responsible and/or add new employees to this category.

Click on Update category and you will have successfully changed the responsibility.

Automations

Many activities can be configured through automations so that tasks are done automatically without manual involvement.

Toggle Enable automations for the Whistleblower feature to be able to set up automatic email responses.

Through this feature, you will be able to trigger an automated notification to the whistleblower and/or the category responsible once a report has been created or updated. 

Transfer cases

Through this section, you will be able to transfer cases from one assignee to another based on the current assignee or category or change the assignee of a specific case.

Click on the Transfer cases button to the right, to prompt the Transfer whistleblower cases wizard that will guide you through the process:

Overview

The overview section will allow anyone with rights to the whistleblower feature, to manage and review whichever cases they are authorized to see.

Global status

This section is only available for Admin and HR admin roles and provides a general view of all whistleblower cases in your organization, split into the key metrics around this feature:

• Number of Open cases
• Number of Cases updated in the last 7 days
• Number of Cases created in the last 30 days
• Number of Cases closed in the last 30 days

Additionally, any cases at risk will be highlighted in red, for you to be aware of the critical scenarios that require attention.

In the upper right corner you can see the URL to the Whistleblower portal that should be shared with the employees:

Your whistleblower cases

Here you can view the cases assigned to you.

With the default sorting, cases with unread comments are displayed first. Then, cases are sorted alphabetically (from top to bottom) in the following order:

1. Unread comments (cases with unread comments are always at the top)

2. Overdue cases

3. Cases at risk (overdue within 15 days)

4. Ongoing cases

5. Cases Solved

6. Archived Cases (archived cases are always listed below)

If there are cases with unread comments, they will be displayed in bold at the top and a small icon will appear next to the subject.

Please note that cases cannot be deleted for legal reasons. Only archiving is possible. Cases that have been archived and resolved are considered "closed" cases due to their final status. This means that no new comments can be added to them. However, a closed case can be reopened at any time, by the admin, the category responsible or the whistleblower.

By clicking on the Case number or on the Subject, you will be able to see the details of any cases assigned to you.

Your whistleblower categories

In this section, you will be able to see a list of all categories assigned to you.

Processing reported cases

As previously stated, by clicking on the Case number or on the Subject of any case you will access the Whistleblower case details and be able to see a detailed summary of each report, including the Description originally provided by the whistleblower and any Attachments deemed relevant by this person.

The Case conversation section will allow you to communicate with the whistleblower and you will be able to leave any Internal notes on the right. These notes will only be accessible by the Responsible(s) of the report.

What can be updated in a whistleblower case?

The whistleblower can only submit comments and attachments to the case through the Whistleblower Portal. The case responsible(s) can also change the status and severity of a case and add internal notes, directly through the Whistleblower case details section in Kenjo.

Additionally, on the top right section, the case responsible(s) will be able to click Show history which will display the case history, where the following events will be recorded along with their timestamp:

• A case is created.
• A new comment is submitted by a case responsible or the whistleblower.
• Whistleblower opens the case.
• Any change on the case responsible(s).
• Any change in the case status by the case responsible(s).