Case Study

Secure Whistleblowing Software & Incident Reporting Portal

A dedicated UK compliance organization needed a highly secure, anonymous incident reporting portal that aligned strictly with national safeguarding and data protection regulations. Existing tools offered no meaningful role separation, lacked genuine anonymous submission capabilities, and failed to align with strict UK safeguarding, whistleblowing, and data protection regulations. They required a purpose-built compliance platform, so they partnered with Artesian Software Technologies.

We designed and delivered a fully custom secure incident reporting portal utilizing Microsoft Power Pages and Dataverse. The platform supports completely anonymous public reporting, a strict five-tier role-based access model, and full incident lifecycle tracking. Integrated Power Automate workflows automatically handle secure user onboarding, notifications, and status updates, ensuring total alignment with UK compliance standards.

Web Portal

Microsoft Power Pages

Data Layer

Microsoft Dataverse

Access Control

Dataverse Security Roles

Frontend Security

Web Roles

Automation

Power Automate

Compliance

UK Safeguarding & Whistleblowing Standards

The Challenge

  • No Anonymous Reporting System: Existing reporting methods required login credentials, which deterred genuine whistleblowers from coming forward.

  • Lack of Incident Lifecycle Tracking: There was no structured workflow to track cases from submission to resolution or maintain an audit trail of actions taken.

  • No Role-Based Access Control (RBAC): Users across multiple organizations lacked securely separated access, risking exposure of highly sensitive data.

  • Missing Compliance Audit Trails: The absence of internal notes and action logs meant the previous system failed to meet UK safeguarding and data protection regulations.

  • Insecure User Onboarding: Open registration posed a severe security risk, as there was no invitation-based process to verify authorized personnel.

Our Solution

  • Power Pages Anonymous Portal: Let users submit complaints and agree to the Terms & Conditions entirely as guests, bypassing the need for account creation.

  • Dataverse RBAC Security Model: Implement strict access control roles (Tenant Admin, Organization Admin, Safeguard, HR/Event Manager, Anonymous Reporter).

  • Live Incident Management Dashboard: Build a controlled workflow to assign, track, close, and reopen cases while maintaining a complete status history.

  • Multi-Step Organization Intake: Manage organizations and internal contacts through a strict, invitation-only registration process to protect data.

  • Power Automate Workflow Automation: Utilize Power Automate to instantly trigger invitation emails, assignment alerts, and lifecycle status updates.

Business Impact

  • Fully Anonymous Reporting Live: Unauthenticated submissions completely removed barriers, allowing users to report sensitive incidents without fear of identification.

  • Complete Incident Visibility: Live dashboards ensure every case is actively tracked across all organizations, preventing reports from falling through the cracks.

  • Strict Data Isolation: The dual-security model guarantees users only view and interact with data strictly relevant to their specific role and organization.

  • UK Compliance Audit Trail: Every status change, assignment, and note is securely logged, providing a verifiable audit trail that meets UK regulations.

  • Zero Manual Coordination: Automated Power Automate notifications save significant operational time by eliminating the need for manual email updates.

Client Testimonial

It was incredibly important for us to have a system where staff could flag concerns completely anonymously, but we also needed to ensure our management team could track those reports securely. The Artesian team hit the nail on the head. The anonymous reporting feature is seamless, the way they separated user access is spot on, and having a clear audit trail gives us the exact compliance confidence we were looking for. — Platform Director

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