Set up the Whistleblower Channel in Buk

Learn how to set up the Whistleblower Channel in Buk to receive and manage reports securely, confidentially, and in alignment with current regulations. This process must be carried out by an administrator with the appropriate permissions.

Prerequisites

• Have the Add-on contractedWhistleblower Channel.

• Have permission fromModule Administrator, assigned from theUsers and Profiles.

• To create quick actions and publish the URL from the Buk Portal, the Communications module is required.

1. Access and permissions configuration

Before starting, define who will manage the channel. Go to Settings > Users and Profiles > Profiles and find the module section to assign levels:

1. Modification:Allows managing, responding to, and administering reports (required for the channel manager).

2. Read:Allows viewing reports and statuses without making changes.

3. No access:The module will not be visible.

2. Module access

   In the side menu, selectOrganizational Development, click onWhistleblower Channeland go to the tabSettings.

    

3. Category management (Report Types)

   In the tabReport Types, you can manage which options the user will see:

    

   • Show or hide:Click theeyeicon in theActionscolumn. If the icon is crossed out, the category will be inactive and will not appear on the form.

• Create new category:Click+ New report type(top right corner) and assign a clear name.

Important considerations

• Default categories:Buk includes standard categories based on legal regulations. We recommend reviewing them before hiding them.

• Immediate update:Any change in visibility or creation of categories will be reflected in real time in the Whistleblower Channel link.

4. Mandatory fields 

To define which information is mandatory for each category:

1. In the tabReport Types, click onEdit(pencil icon) on the chosen category.

2. InRequired fields, toggle the switches: First and last name, Email or Identification number.

3. Click onUpdate report type.

Important considerations

• Anonymous reports:If you allow anonymous reports, make sure these fields areoptionalso as not to block the form submission.

• Consistency:Changes made will only affect the selected report type, allowing you to have different rules for each case.

5. Creating custom attributes

Add additional fields to the reporting form to request specific information that is not included by default. This configuration allows you to adapt the tool to your organization's requirements.

To add custom information, follow these steps:

1. In the main menu, go toAdministration(or the gear icon) and selectCustom Attributes.

   

2. Click the button+ New custom attribute.

3. Fill in the configuration fields:

   • Entity:SelectWhistleblower Channel.

   • Name:Enter the title that the reporter will see (e.g.: "Witnesses").

   • Value type:Choose the response format (Text, Numeric, Dropdown list, Date or File).

   • Required:Turn on the switch if you need this field to be mandatory to submit the report.

4. Click onSave.

Important considerations

• Immediate visibility:Once saved, the new field will automatically appear at the end of the reporting form for all categories.

• Field order:Custom attributes are displayed in the order they were created. We recommend planning the structure before saving them.

• Privacy:Avoid requesting sensitive data that could compromise anonymity if your channel allows anonymous reports.

6. Distribution and access to the form

Once the channel is configured, the next step is to share the URL with your employees and stakeholders so they can submit their reports.

1. Within the module, go to theForm URL.

2. Click the buttonCopy URL.

3. Paste this link in your official communication channels (Intranet, corporate emails, or internal regulations).

Quick access recommendation:To facilitate report submission, we suggest creating aQuick Actionin theCommunications Portal. This way, the employee will find the direct access as soon as they log in to Buk.

To do this you must have contracted the Communications and Recognitions module of Buk

Important considerations

• External access:Remember that the URL is public. This allows people external to the organization (suppliers or clients) to also file reports if your policy ofcompliance.

• Privacy:Make sure the link is in a visible location but preserves the user's discretion when accessing it.

Next step 

• Have you already received a report? Learn how to manage it and track it in our article:[Manage the Whistleblower Channel].

• You can also share with your team the article: [How to submit a report?].

🤖 This article was translated using artificial intelligence. View original article.