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Link Generator & Management - Disclosurely Admin Guide

Create and manage secure reporting portal links with custom settings, language options, usage limits, expiration dates, and department-specific configurations.

Link Generator & Management

Create customized, secure reporting portal links tailored to specific departments, languages, and use cases within your organization.

Overview

The Link Generator allows you to create multiple reporting portal URLs, each with its own configuration. This enables department-specific portals, multi-language submissions, limited-use links for specific campaigns, and temporary access for contractors or third parties.

Access: Dashboard > Settings > Link Generator

Default Reporting URL

Every organization receives a default reporting URL automatically:

https://[your-org-name].disclosurely.com/report

Characteristics:

  • Automatically generated from your organization name
  • Cannot be changed or deleted
  • Always active
  • Supports all languages
  • No usage limits
  • Default landing page for all reporting

Custom Branding: Upgrade to a custom branded domain for professional appearance:

https://reports.yourcompany.com

Learn more: Custom Domains

Department-Specific Portals:

  • Pre-fill department information
  • Route automatically to specific investigators
  • Track submissions by department
  • Example: https://yourorg.disclosurely.com/report?dept=finance

Language-Specific Links:

  • Restrict to specific languages
  • Set default language for region
  • Example: Spanish portal for Latin American operations

Limited-Use Links:

  • One-time access for specific events
  • Temporary contractor access
  • Campaign-specific reporting
  • Controlled capacity management

Testing and Training:

  • Create test links for demos
  • Training environment links
  • QA and staging portals

Step-by-Step:

  1. Navigate to Dashboard > Settings > Link Generator
  2. Click Create New Link
  3. Configure link settings (see below)
  4. Click Generate Link
  5. Copy and distribute link

Basic Settings

Link Name (Required)

  • Internal identifier for your reference
  • Not visible to reporters
  • Examples: "HR Department", "Spanish Portal", "Q1 Campaign"

Description (Optional)

  • Internal notes about link purpose
  • Usage instructions for your team
  • Track campaigns or initiatives

Department/Location (Optional)

  • Pre-fill department field in submission form
  • Auto-route to specific investigators
  • Helpful for tracking and analytics

Language Settings

Available Languages: Choose which languages reporters can use with this link.

Default Language: Set the language displayed when link is first opened.

Supported Languages:

  • English
  • Spanish (Espa�ol)
  • French (Fran�ais)
  • German (Deutsch)
  • Polish (Polski)
  • Swedish (Svenska)
  • Norwegian (Norsk)
  • Portuguese (Portugu�s)
  • Italian (Italiano)
  • Dutch (Nederlands)
  • Danish (Dansk)
  • Greek (��������)

Language Restriction:

  •  Allow all languages
  •  Restrict to specific languages only

Example Use Cases:

  • European office: Enable English, French, German only
  • Latin America office: Spanish and Portuguese only
  • Global hotline: All languages enabled

Usage Limits

Maximum Submissions: Limit how many reports can be submitted through this link.

Options:

  • Unlimited (default)
  • 1 submission (one-time use)
  • 10 submissions (limited campaign)
  • 50 submissions (department quota)
  • 100 submissions (large initiative)
  • Custom number

Use Cases:

  • One-time whistleblower access
  • Specific investigation follow-ups
  • Budget-controlled campaigns
  • Test link with limited capacity

Expiration Settings

Link Expiration Date: Automatically disable link after specific date.

Options:

  • No expiration (default)
  • 7 days
  • 30 days
  • 90 days
  • Custom date

Use Cases:

  • Temporary contractor access
  • Time-limited campaigns
  • Seasonal reporting periods
  • Event-specific reporting

Expiration Behavior:

  • Link displays "Expired" message when accessed
  • Past submissions remain accessible
  • Can be manually reactivated if needed
  • Email notification to admins 7 days before expiration

Advanced Settings

Auto-Assignment Rules:

  • Automatically assign reports from this link to specific investigators
  • Bypass default assignment rules
  • Department-specific routing

Category Restrictions:

  • Limit available categories for this link
  • Pre-select default category
  • Simplify form for specific use cases

Custom Welcome Message:

  • Override default welcome text
  • Department-specific instructions
  • Language-specific guidance

Analytics Tracking:

  • Track link performance
  • Measure campaign effectiveness
  • Source attribution

View All Links: Access all created links in one centralized location.

Information Displayed:

  • Link name and description
  • Current status (Active, Paused, Expired)
  • Usage count (submissions received)
  • Usage limit (if set)
  • Expiration date (if set)
  • Creation date
  • Last used date

Copy Link:

  • Click clipboard icon to copy URL
  • Share via email, intranet, posters, QR codes

Edit Link:

  • Modify settings after creation
  • Update expiration dates
  • Change usage limits
  • Adjust language options

Pause Link:

  • Temporarily disable without deleting
  • Preserve analytics and history
  • Re-enable anytime

Delete Link:

  • Permanently remove link
  • Past submissions remain in system
  • Cannot be undone
  • Confirmation required

View Analytics:

  • Submissions received through this link
  • Usage trends over time
  • Geographic/department breakdown
  • Conversion rates

=� Active:

  • Link is live and accepting submissions
  • Within usage limits
  • Not expired

=� Paused:

  • Temporarily disabled by admin
  • Can be reactivated
  • Displays "Temporarily Unavailable" message

=4 Expired:

  • Past expiration date
  • Can be manually reactivated
  • Past submissions accessible

� Limit Reached:

  • Maximum submissions received
  • Auto-disabled
  • Can increase limit to reactivate

Built-In Testing: Before sharing links widely, test functionality.

How to Test:

  1. Navigate to Link Generator
  2. Find your link in the list
  3. Click Test Link button
  4. Opens in new tab/window
  5. Verify:
    • Correct language displays
    • Department pre-filled (if configured)
    • Welcome message appears correctly
    • Form loads properly
    • Branding is correct

Test Submission:

  • Can make test submissions
  • Flagged as "Test" in system
  • Easy to identify and delete
  • Don't count toward usage limits

Distribution Methods

Digital Distribution

Email:

Subject: New Anonymous Reporting Portal

We've launched a secure, anonymous whistleblowing portal.
Report concerns at: https://yourorg.disclosurely.com/report

All reports are confidential and investigated promptly.

Intranet:

  • Add link to company intranet homepage
  • Create dedicated ethics page
  • Link from HR resources

Employee Portal:

  • Integrate into HRIS or employee self-service
  • Add to digital onboarding materials

Instant Messaging:

  • Slack workspace announcement
  • Microsoft Teams message
  • Internal chat platforms

Physical Distribution

QR Codes:

  1. Click Generate QR Code next to link
  2. Download high-resolution PNG
  3. Print on:
    • Posters (breakrooms, hallways)
    • Employee badges
    • Desk placards
    • Bathroom stalls

Printed Materials:

  • Employee handbooks
  • Code of conduct booklets
  • Policy manuals
  • Orientation packets
  • Payroll inserts

Signage:

  • Office posters
  • Factory floor signs
  • Warehouse bulletin boards
  • Reception areas

Multi-Channel Strategy

Best Practice: Distribute link through multiple channels for maximum awareness.

Recommended Channels:

  1. Email announcement (primary)
  2. Intranet/portal integration (permanent access)
  3. QR code posters (physical locations)
  4. Manager communication (team meetings)
  5. Training sessions (onboarding, annual ethics training)

Use Case Examples

Example 1: Department-Specific Portal

Scenario: Finance department wants dedicated reporting channel.

Configuration:

  • Name: "Finance Department Hotline"
  • Department: Pre-filled as "Finance"
  • Auto-Assignment: CFO or Audit Committee
  • Categories: Limit to Financial Misconduct, Conflicts of Interest
  • Languages: English, Spanish (for diverse workforce)

URL:

https://yourorg.disclosurely.com/report?dept=finance

Benefits:

  • Auto-routes to appropriate investigators
  • Tracks finance-specific trends
  • Simplified category selection
  • Department ownership of ethics

Example 2: Time-Limited Campaign

Scenario: Annual ethics awareness week.

Configuration:

  • Name: "Ethics Week 2024"
  • Expiration: 7 days (duration of campaign)
  • Custom Message: "During Ethics Week, we encourage all employees to speak up..."
  • Tracking: Campaign analytics enabled

Benefits:

  • Measures campaign effectiveness
  • Temporary spike handling
  • Auto-expires after event
  • Dedicated tracking

Example 3: Multi-Language Regional Portals

Scenario: Global company with regional operations.

Configuration:

EMEA Portal:

  • Languages: English, French, German, Polish
  • Default: English
  • Department: Pre-filled as "EMEA"

LATAM Portal:

  • Languages: Spanish, Portuguese
  • Default: Spanish
  • Department: Pre-filled as "LATAM"

APAC Portal:

  • Languages: English, simplified translations
  • Default: English
  • Department: Pre-filled as "APAC"

Benefits:

  • Region-appropriate languages
  • Cultural sensitivity
  • Geographic tracking
  • Localized compliance

Example 4: Third-Party Contractor Access

Scenario: Temporary contractors need reporting access.

Configuration:

  • Name: "Contractor Portal - Q1 2024"
  • Expiration: 90 days (contract duration)
  • Usage Limit: 50 submissions
  • Custom Message: "For contractors and temporary workers..."
  • Assignment: Vendor management team

Benefits:

  • Automatic expiration
  • Limited capacity
  • Separate from employee portal
  • Vendor management oversight

Analytics and Reporting

Submissions by Link:

  • Track which links receive most submissions
  • Measure campaign effectiveness
  • Identify popular channels

Conversion Rates:

  • Link views vs. submissions
  • Engagement measurement
  • Optimize distribution strategy

Geographic Distribution:

  • Where submissions originate
  • Regional trends
  • Location-based patterns

Time-Based Analysis:

  • Peak submission times by link
  • Seasonal patterns
  • Campaign timing optimization

Available Exports:

  • CSV: Raw data for analysis
  • PDF: Formatted report with charts
  • Excel: Detailed breakdown with pivot tables

Metrics Included:

  • Link name and configuration
  • Total submissions
  • Submissions over time
  • Department breakdown
  • Category distribution
  • Language usage

Best Practices

 Use descriptive names:

  • L Bad: "Link 1", "New Link", "Test"
  •  Good: "HR Department Portal", "Spanish LATAM", "Q4 Ethics Campaign"

 Include purpose or audience:

  • "Finance - SOX Reporting"
  • "Contractors - Vendor Ethics"
  • "All Staff - General Hotline"

 Add date for time-limited links:

  • "Annual Training - 2024"
  • "Q1 Campaign - Jan-Mar"
  • "Contractor Access - Spring 2024"

Security Considerations

 Limit link sharing:

  • Only distribute to intended audience
  • Avoid public posting
  • Use password protection if needed

 Regular audits:

  • Review active links quarterly
  • Delete unused links
  • Update expiration dates
  • Monitor for misuse

 Access controls:

  • Limit who can create links (Admin+ role)
  • Log all link creation and modifications
  • Alert on suspicious link usage

 Clean up old links:

  • Delete expired links regularly
  • Archive campaign links post-completion
  • Keep active list manageable

 Monitor usage:

  • Set email alerts for unusual activity
  • Track zero-submission links (not being used)
  • Adjust limits based on actual usage

 Update configurations:

  • Refresh expiration dates for ongoing links
  • Adjust language options as needed
  • Update auto-assignment as team changes

Troubleshooting

Link not working?

  • Check if link is paused or expired
  • Verify usage limit not reached
  • Ensure correct URL copied
  • Test in incognito/private browsing mode

Wrong language displaying?

  • Verify language is enabled in link settings
  • Check browser language settings (may auto-detect)
  • Update default language in configuration

Reports not auto-assigning?

  • Confirm auto-assignment rule is configured
  • Verify assigned user has appropriate role
  • Check for conflicting assignment rules
  • Review assignment rule logs

QR code not scanning?

  • Ensure sufficient size (minimum 2x2 inches)
  • Check printer quality
  • Verify adequate contrast
  • Test with multiple QR reader apps

Analytics not showing submissions?

  • Allow 24 hours for data processing
  • Verify date range selection
  • Check filter settings
  • Ensure you have analytics permissions

Support

Questions about link management?

Link Generator & Management - Disclosurely Admin Guide | Disclosurely Docs