File a Report

Overview

Filing a report turns staff knowledge into an auditable record. The goal is not to write the longest possible narrative; the goal is to preserve enough accurate context for another authorized reviewer to understand the incident, evidence, action, and appeal path.

Workflow

flowchart TD
  gather["Gather facts and evidence"] --> scope["Confirm active partner scope"]
  scope --> fields["Complete New Report field groups"]
  fields --> action["Record local action and appeal process"]
  action --> warning{"Cross-community recommendation?"}
  warning -- Yes --> review["Confirm evidence supports network review"]
  warning -- No --> sign["Sign officer declaration"]
  review --> sign
  sign --> submit["Submit report"]
  submit --> detail["Verify Report Detail"]
  click fields "../surfaces/new-report/" "Open New Report docs"
  click detail "../surfaces/report-detail/" "Open Report Detail docs"

Inputs to complete

Field group	Required operator decision
Severity and status	How urgent is the case and what lifecycle state should it start in?
Incident details	What happened, when, where, and in what organizational context?
Reported person	Which identity signals are relevant and reasonably verified?
Victim	What affected-person information is necessary and consent-safe?
Violations	Which categories are supported by facts, and what happened in order?
Evidence and prior history	What source material or older records support the report?
Witnesses	Who can corroborate, and how can staff reach them if needed?
Actions taken	What did staff do, when, and what restriction or monitoring state exists?
Appeal process	How can the subject request review?
Cross-community recommendation	Does the case need FPH-admin network review?
Reporting officer and signature	Who is formally filing the report?

Verification after submit

Open Report Detail and verify:

• Report number exists and is the one used in handoffs.
• Severity and status match the intended starting state.
• Markdown fields render correctly.
• Action notes and appeal process are present.
• Local watchlist/ban state matches the filing intent.
• Revision history includes the created entry.

End-to-end operator runbook

1. Prepare sources: Collect screenshots, links, witness names, timestamps, and current safety actions.
2. Fill narrow facts: Add only identity and contact details needed for review.
3. Write the reason: Put the decision reason in violation detail, action notes, and appeal process as appropriate.
4. Submit carefully: Let validation catch missing fields and signature.
5. Verify output: Use Detail as the proof that filing succeeded.

Common mistakes

Do not file a minimal report just to reserve a report number. If the record is not ready, use staff notes outside the Report System until facts can be entered responsibly.