sin Signalethic Whistleblower User Manual
- May 15, 2024
- sin
Table of Contents
sin Signalethic Whistleblower User Manual
Introduction
This manual offers an in-depth exploration of the features and functionalities
of the Signalethic Whistleblowing report management platform.
As companies embrace Whistleblowing report management processes, their
objective is to facilitate and streamline the reporting of alleged and/or
confirmed offenses by employees and collaborators within their organization.
The process outlined here is carefully crafted to protect the confidentiality
of the reporting party while facilitating a comprehensive investigation of
reported wrongdoings.
Accessing the Platform
To access the Signalethic platform, you will need a web browser. The company
you wish to report to should have furnished you with a tailored Signalethic
website link, formatted as .signalethic.it. Upon landing on the Signalethic
webpage specific to the company, you can select your preferred language from a
dropdown menu situated in the top right corner. Furthermore, you will discover
a valuable resource—the Whistleblower User Manual—available in the bottom
right corner of the website. This manual is thoughtfully designed to help you
navigate the platform effectively.
You can select your preferred language from the dropdown menu positioned in
the top right corner.
The Whistleblower User Manual is located at the bottom right corner of the website.
Submitting a Report
You can submit a new report by simply clicking the ‘Submit a report’ button
available on the company’s Signalethic homepage.
This action will open an online form for report submission. Fields not marked
with an asterisk (*) are optional. If you choose to submit a non-anonymous
report, please include your name, surname, and your relationship with the
company at the time of the events. You can also provide your email address to
receive updates on the progress of your report.
You may also reference any other individuals involved in the wrongdoing, such
as those with knowledge of the matter, by entering their names in the “Other
people involved” section, if you choose to do so.
You can indicate the type of wrongdoing associated with the case you wish to
report by choosing it from a dropdown list available in the “wrongdoing”
section of the online form. This step is mandatory
and ensures that your report is directed to the designated Case Owner or Case
Owners assigned by the Company.
Moreover, within the “Subject of the report” section, you will find a
dedicated field (mandatory) where you can provide a description of the
wrongdoing being reported. The online form includes a cautionary note to
whistleblowers, advising them against the inclusion of sensitive or personal
information that is not pertinent to the report. Instead, to add relevant
information such as the identity of any other individuals involved, you are
encouraged to use the designated fields described earlier in the Manual. In
this section, you also have the option to attach files such as PDFs, images,
and documents.
Finally, prior to submitting the report, you should confirm you have
understood that you should a note of the Case ID and Case password.
These two codes, randomly generated by the system, will be essential for
accessing the report at a later stage.
Receiving Updates on your Report
To stay informed about the progress of your report, you can include your email
address in a designated section of the form. You can add this information when
initially submitting your report or at a later stage when checking its status.
If you choose to use this optional feature, you will receive email
notifications regarding any updates to your report.
To sign up for updates, follow these steps:
- Specify the email address where you wish to receive notifications.
- For security purposes, you will need to confirm and validate your email address.
You can modify the registered email address or unsubscribe from updates at any time
Case ID and Case Password
The system will automatically generate and display two codes, both essential
to access an already submitted report:
- A Case ID specific for the submitted report
- The password required to access the report
You can copy the two codes on your device’s clipboard clicking on the “Copy to
clipboard” button.
At this point, the system will generate and make two codes available on video:
- The autogenerated number of the report just entered;
- The password to access the report just entered.
Through the appropriate “Copy to clipboard” function, it is possible to copy the two generated codes to the device’s clipboard.
IMPORTANT: The credentials generated by the system, specifically the
Case ID and Case Password, are of utmost importance, as they are strictly
personal and confidential. These credentials will only be accessible to the
user for copying immediately following the submission of the report and will
not be accessible again, nor will they be transmitted to the user via email or
any other method. Users are strongly encouraged to save and secure these
credentials, which they can copy or transcribe as they deem necessary, as the
Case ID and Case Password cannot be retrieved or accessed at a later time.
If a user decides to submit a new report and, in doing so, acquires new
credentials. This action will result in the loss of access to information and
any progress associated with the previously submitted report.
Accessing and Monitoring Reports
On the platform’s home page, locate the “Access your Report” section. To
access the report, enter the Case ID for the report you want to check along
with the corresponding Case password, and then click the ‘View’ button.
After logging the report, you’ll have access to the information provided
during the submission process. At the bottom of the page, there’s a chat
feature where you can engage with a Case Owner to address any additional
requests, ask questions, or provide responses. This central hub is a
communication tool facilitating interactions between you and the individuals
responsible for managing your case. This chat also serves as a display for
system logs linked to changes in your report’s status.
You can communicate with the Case Owner by entering text in the chat and then
clicking the “Send” button. Additionally, you have the option to upload and
send any supplementary attachments if needed.
Redeeming Credentials for a Report Entered by a Case Owner
In addition to submitting a report via the Signalethic platform, you also have
the following options: Arrange an in-person meeting with the Case Owner(s) who
will document your verbal report. Contact the Case Owner(s) by phone to
provide your report.
Should you opt for an in-person or phone-based report, the Case Owner will
initiate the creation of a new report on your behalf. Furthermore, they will
furnish you with a 16-digit token/code that you can utilize on the Signalethic
platform to redeem the credentials required for accessing your report.
Once you have entered the 16-digit token/code and clicked “Redeem
Credentials,” you will receive the Case ID and Case Password for the report
you submitted in person or over the phone.
Updates to Previous Versions of Signalethic
Version 2
- Introduced the option to include an email address for progress updates on the report.
- Added the capability for the Case Owner to submit a report on behalf of the whistleblower
Version 3
- Multilingual support for enhanced accessibility.
Version 3.1
- Added link to Whistleblower user manual.
Version 4
- Software performance optimization.
Version 4.1
- Software performance optimization.
Version 4.2
- Merged the previosly splitted system messages in the chat.
Version 4.2.1
- Software performance optimization.
Sanmarco Informatica S.p.A
sanmarcoinformatica.com
Via Vittorio Veneto, 153 36040 Grisignano di Zocco – VI
C.F.-P. IVA 01712150240 Cap. Soc. € 300.000,00 iv
R.E.A. VI 179676 T. +39 0444 419333
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