How do I register transcript approval?

To help you comply with the EU Whistleblowing Directive, the reporter will be given the option to pre-approve the transcript of their voice messages before sending them, when the following conditions are met:

1. The report is sent via the SpeakUp app

2. The settings allow AI Speech to Text transcription

With these conditions, the reporter can read the transcript and approve it before sending. Below you can see an example of an approved transcript. You can recognise it by the tick icon on the right of the message. By hovering over the icon, you will see the date the transcript was approved. This information is also logged on the Issue History. 

For phone reports, it is not possible for the reporters to read the transcript and therefore not possible to approve it either. If the reporter is not anonymous, you can organise internally to share the transcript with the reporters for their approval.

When reporters don’t pre-approve the transcript of their message, either via phone or via app, you can manually register the transcript approval, if required by the policies of your organisation. There will be different choices to be made based on the channel settings.

To manually register transcript approval - when the feature “receive voice file” is disabled:

1. On reporter’s message, click on the three dots, then on “Register transcript approval”:

    

   

1. 1. If upon further communication, the reporter approves the transcript of their message, you can simply select the option “Approval given” and save. File storage management is not required, as the system will handle this automatically.

   2. If the reporter does not approve the transcript of their message, you have two options:

      1. Remove transcript of voice file (Recommended): the transcript will be deleted immediately. To ensure maximum compliance, it is recommended to remove the message and close the case.

      2. Keep transcript of voice file: the message content will be handled according to your Data Retention policies.

To manually register transcript approval - when the feature “receive voice file” is enabled:

1.  On reporter’s message, click on the three dots, then on “Register transcript approval”: 
    

   1. If upon further communication, the reporter approves the transcript of their message, you can choose between two options, based on your organisation’s policies:

      1. Store only the transcript (recommended): when choosing this option, the audio file will be deleted immediately.

      2. Store both the transcript and the voice file: both will be stored until your Data Retention policies come into place.

   2. If the reporter does not approve the transcript of their message, you have three options:

      1. Store only the voice file (recommended): the transcript will be deleted immediately. You can add an approved version of the transcript as an attached document to the Issue, for example.

      2. Store only the transcript: the audio file will be deleted immediately.

      3. Store both the transcript and the voice file: both will be stored until your Data Retention policies come into place.