This article explains how to send and answer reports on Comms and docs > Reports from employees. Employees with Communication Module Employee Permission send reports; users with Communication Module Administrator Permission define report types and answer reports.
A report is a suggestion, complaint or piece of information an employee sends to HR. The employee can hide their identity by sending it as Anonymous.
Before you start
There must be at least one active report type. The report types that come with the installation are ready to use; the admin adds more.
Step by step
Employee: sending a report
In the left menu, go to Comms and docs > Reports from employees and click Add Report. You can also open the same window with Create > Report in the left menu.
In the window that opens:
Report Type (required): Choose the subject of your report. Only active types are listed.
Report Message (required): Write your report.
Anonymous: When on, the people answering the report don't see your name.
Click Save.
Your report appears in the Reports list with status Await Reply. Until it is answered you can change it with Edit or remove it with Delete from the row's Actions menu. When an answer arrives, the status becomes Replied and you read it with Show Answer.
Admin: adding a report type
On the Report Management screen, click Add Report Type.
Fill in Report Type Title (required, up to 50 characters), Report Code (required, up to 10 characters; shown as an abbreviation on the type card) and Report Type Detail (required, up to 250 characters). With Visibility Status on, the type is listed in employees' report form.
Click Save.
You can use Edit and Delete from the type card's menu. Report types that come with the installation can't be edited or deleted. A type that has reports can't be deleted either; the warning "This type has reports, so it cannot be deleted." appears, and you can hide the type from employees' form by turning Visibility Status off.
Admin: answering a report
Choose Employee in the Myself / Employee cards at the top of the page. Reports of employees in the branches you are responsible for are listed; for anonymous reports the Sender column shows Anonymous. Click a type in the Report Types list on the left to limit the list to that type. In the row above the list you can search the messages, use the Sender, Report Date and Report Status filters (the search and the filters work as one criterion, picking one clears the others) and Sort by sender, type, date or status (ascending, descending, off).
From the Actions menu of a report with status Await Reply, choose Answer.
Write your answer in Answer (required) and click Save.
Result
The report becomes Replied and the employee reads the answer in their own list with Show Answer. When a report is answered, the employee gets the in-app notification "Your report was answered" (for an anonymous report only the person who wrote it does); no email is sent. Admins are not notified of new reports; follow them on the Report screen.
Common problems
Symptom: The report type list is empty and I can't send a report.
Cause: There is no active report type.
Solution: Ask your HR administrator to add a report type.
Symptom: The edit and delete options of a type are grey.
Cause: The type is a default type that came with the installation.
Solution: If you need a different type, add a new one.
Symptom: As an admin I can't see some reports.
Cause: The Employee view only shows reports of employees in the branches you are responsible for.
Solution: Check your branch permission (Managing permissions).