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Anonymising a case: how it works and what it means

When can a case manager anonymise a case?

Anonymisation is not available at every stage of the workflow.

  • It becomes available as soon as a case is moved to the "Closed" status.
  • It remains available once the case is "Archived".  
While a case is in "Pending", "Processing", or "Processed" status, anonymisation is not accessible. The option only appears from "Closed" status onwards.

When a case is "Closed", anonymisation is available even if some features are still active, such as the processing module or tasks.

⚠️ This means one case manager could anonymise content while another is still working on it. This requires coordination between case managers. Before running anonymisation, make sure the relevant content is no longer being edited.

Important: Only case managers with the relevant permissions can anonymise a case.

Why anonymise a case?

Anonymisation removes or masks personal data from a case, names, contact details, and similar information. It is a data protection measure that allows a case to be retained without exposing sensitive information.

How to anonymise a case

An interactive demo is available below. Click "Start" to launch the step-by-step guide and follow along at your own pace.

👉 Tip: use full-screen mode for a better experience.

  1. Open a case in "Closed" or "Archived" status.

  2. In the case header, click the "Anonymise" button.

  3. An "Anonymise the report" tab opens.

  4. Select the section to process: case details, processing module, or tasks.

  5. In the "Search" field, enter the personal data you want to replace. To search for multiple terms at once, separate them with a ";".

  6. In the "Replace by" field, enter the replacement value (e.g. replace "Smith" with "***").

  7. Click "Search" to see how many instances will be replaced in each section.

  8. Click "Anonymise" to confirm and apply the changes.

Anonymising documents

The built-in anonymisation tool does not apply to attached documents (PDFs, Word files, images, etc.).

  • When a case is closed, the platform creates a dedicated folder (the Archive folder) where you can upload anonymised documents.

  •  

    To do this, download the existing documents, anonymise them using an external tool (PDF editor, word processor, etc.), then upload the anonymised version to the Archive folder.

     

  • This must be done while the case is still in "Closed" status.

IMPORTANT: When a case is archived, all files outside the Archive folder are automatically deleted. Only documents already in the Archive folder will be kept


Example

In the case content: a case contains the name "Smith" in the case details, processing module, or tasks. Use the built-in tool to replace "Smith" with "***".

In an attached PDF: download the document, remove the name using an external tool, then upload the anonymised version to the Archive folder created at closure. Once the case is archived, only the anonymised report will remain.