The Cases section acts as your central hub for managing all incoming reports. It gives you a clear overview of your case volume while allowing you to quickly access and act on individual cases.
On this page, you can monitor activity, stay on top of deadlines, and ensure cases are handled in a timely and compliant way.
Understanding the Cases Dashboard
At the top of the page, you get a quick breakdown of your current workload:
Total Cases: The total number of reports
New Cases: Newly submitted reports that require attention
Open Cases: Cases currently being handled or investigated
Closed Cases: Cases that have been resolved
This helps you prioritize where to focus.
Using Search and Filters
To find specific cases or organize your view, you can use the following tools:
Quick Search
Enter a Case ID to search for a specific case
Filter
Narrow your view by:
State (e.g., New, Received, Under Investigation, etc.)
Reporting channels
Department
Categories
Assigned to
💡 This is useful when you are working with multiple cases and need to focus on a specific group.
Advanced search
Use Advanced search when you need to perform more detailed searches across all cases. This allows you to:
Search across all case data
Combine search terms with filters for more precise results
Quickly locate specific reports when handling large volumes of cases
When you open Advanced search, you can enter keywords and refine your results using filters like state, category, or assigned users.
🔍 Local Search: Your search will be done locally on your computer because of encryption. We can't see your search data, so the confidentiality of cases is maintained
🔍 Entry Logging: Each time you search, we'll log this activity in the relevant cases. This helps keep a transparent record of all search activities.
Period Selector
Filter reports by specific date ranges or view all time.
Tracking deadlines and activity
The case table gives you a clear overview of each report and its current status.
Each row represents a case, with the following key details:
ID: Unique identifier for the case
Subject: The title or main topic of the report
Category: How the case is classified
State: Current status of the case (e.g. New, Received)
Severity: Priority level used to assess urgency
Next deadline: Time remaining to meet compliance requirements
Last activity: When the case was last updated or interacted with
💡 Deadlines shown in red indicate overdue actions, helping you quickly identify cases that require immediate attention.
Manage cases from the Options menu
From the Options menu, you can create, import, or export cases.
Add case manually
Use Add case manually when you need to register a case that was not submitted through a reporting channel.
💡This is useful if a report was received through another source, such as email, phone, or in person.
When creating a case manually, you can:
Select the reporting channel
Set the date and source of the report
Add subject and description
Assign a category
Include reporter details (if available)
Upload supporting files
You can also choose to reveal a passphrase, allowing secure follow-up communication with the whistleblower.
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You can read more about customizing the available fields on your reporting form here.
Import cases
Use Import cases to upload multiple cases at once using an Excel (XLSX) file.
The process includes:
Selecting a reporting channel
Downloading a template file
Filling in the case data
Uploading the completed file
Only up to 100 rows can be imported at a time. Do not change the column headers in the template, as this will cause errors
💡 This is useful when migrating cases from another system or adding multiple historical cases.
Export cases
Use Export cases to download your existing cases as an Excel (XLSX) file.
This allows you to:
Share case data externally
Perform additional analysis
Keep offline records if needed
We’re here to support you. If you have questions reach out to us directly via the Messenger icon in the bottom right corner of your screen, or send us an email at support@whistleblowersoftware.com