Quick Reference

The File by Proxy feature in IntegrityCounts allows authorized managers or investigators to enter a report on behalf of someone who submitted their concern through another channel, such as email, phone, or an in-person conversation.

Recording these reports centrally ensures every concern is documented, tracked, and included in your organization's reporting data, regardless of how it was originally received.

How to File a Case by Proxy

Step 1: Click File by Proxy

From the Case Manager Dashboard, click the File by Proxy button in the top right area of the page.

Step 2: Complete the Intake Form

Fill out the report form just as a reporter would. You will be asked to provide:

• A description of the concern
• Department and location (if applicable)
• Case type(s)
• Date of occurrence
• Individuals involved (if known)
• Any supporting attachments

Step 3: Set the Anonymity Level

Choose the anonymity level on behalf of the reporter:

• Strictly Anonymous: No identifying information is recorded
• Anonymous from Organization: Identity is known to the third party (Whistleblower Security) but hidden from the organization
• Not Anonymous: Reporter's identity is visible to case managers

If the original reporter requested anonymity, respect their preference when filing the proxy case.

Step 4: Submit

Click Submit to create the case. It appears in Case Manager immediately and follows the same workflow as any other report.

When to Use File by Proxy

• An employee reports a concern verbally to a manager or HR
• A concern is received via email outside the IntegrityCounts platform
• A hotline call comes in through a channel not directly connected to the system
• A historical concern needs to be documented retroactively

Filing by proxy ensures these reports are not lost and are included in your case data and Insights analytics.

How Proxy Cases Appear in Case Manager

Proxy cases are flagged in the dashboard with a Proxy indicator. You can filter by proxy status using Case Manager Filters to see all proxy-filed cases at a glance. This helps distinguish reports that came through the formal reporting channel from those entered manually.