Organising categories and case assignment

1. Regulatory Concept & Core Standards

This video's topic is organising categories and case assignment. By the end, you should be able to configure an assignment process that considers conflicts of interest. We will connect the information available, the criterion guiding the decision and the action that must be recorded. Follow the case and compare your answer with the proposed response. The demonstrations in this course use a generic platform and fictional data. Field names depend on the chosen product. The aim is to understand which settings to look for and how to verify the result, keeping technical administration rights separate from access to case content.

Categories help organise cases but must not automatically determine their legal validity. Assignment must consider competence and independence. Sending every report about a department to its manager may expose the whistleblower or assign the case to someone mentioned in it. Automation should support the team while allowing classification reviews and exceptions.

Apply the following rule: Article 3 covers listed EU matters and national extensions, including employment legislation, public service, public receivables and public-prosecution offences learned of through work. Check article 4 exclusions. Protection under articles 5–7 requires the relevant context, reasonable grounds concerning truth and scope at the time of reporting, and the statutory route. The May 2025 amendment removed the former general exclusion for breaches more than two years old.

2. Practical Implementation & Procedure

Create understandable categories and an option for users who cannot classify their report. Define restricted initial triage and an alternative route for conflicts. Test reports involving a manager, the channel officer and several subject matters. Record category changes and reassignment reasons without reproducing sensitive information in unnecessary notifications. Before moving on, turn this procedure into a sequence you could explain to a colleague. Identify the first check, the action that depends on its outcome and the record that allows the decision to be reconstructed. Follow the sequence on screen and identify the point where an error would change the result.

3. Case Study & Compliance Action

A procurement report mentions the department director. The old rule sent every procurement matter to that person. The new configuration sends the case for independent triage and permits assignment only after conflicts have been checked. The functional subject no longer determines the recipient on its own. Now read the case carefully. Separate established facts from information you would still need to confirm. Do not add motives or events that have not been described. This distinction matters when choosing a response proportionate to the information available.

The exercise is as follows: Is it sufficient to send each report to the hierarchical manager of the department selected? Choose an answer and write one sentence explaining it. During the pause, compare your choice with the criteria we have just considered. Also think about the material you would retain to explain the decision later.

No. Check whether that person is mentioned, connected to the facts or affected by another conflict. The process must offer an independent alternative and restrict access while the assessment takes place.

One mistake to avoid is: using automatic rules that disclose the case before checking the recipient's independence.

Now apply the national rule to a second decision. A report is automatically classified as protected because it contains the word corruption. What check is missing?

Read the facts and apply the national scope, context and conditions for protection. A form label helps organise information but does not determine the legal framework. If the case falls outside the regime, identify an appropriate route without unnecessarily disclosing information.