If your survey uses a customized distribution URL please review the following information. In other words, if you have changed the default URL from: “https://osu.az1.qualtrics.com/jfe/form/surveyID“, this change will impact you.

The change is regarding how Qualtrics handles survey links using a Qualtrics subdomain that is not associated with our organization. The default subdomain for our instance of Qualtrics is “osu”.

What is the change?

Qualtrics will begin introducing a redirect page to survey respondents who access a survey link with a Qualtrics subdomain that is not associated with your organization.

What is a URL subdomain? The subdomain is the portion of the URL that appears before Qualtrics.com. 

How do I know what my approved subdomain is? The base of the URL you see when you log into Qualtrics is the proper subdomain to use when sending out a survey. For example, if you log in to Qualtrics at the URL “brand123.qualtrics.com” or “brand123.pdx1.qualtrics.com”, your survey links should begin with that URL. This support page has more information about finding your organization’s subdomain.

What happens if I use something different? If a user on “brand123.qualtrics.com” sends a survey with the URL “https://newname.qualtrics.com/jfe/form/SV_abc123def456”, survey takers will receive a redirect page letting them know that they are being redirected to the correct link. After the redirect, the survey will display in the browser as “https://brand123.qualtrics.com/jfe/form/SV_abc123def456”.

What action do I need to take?

1. For future surveys, do not intentionally modify a survey’s URL. Using the URL that is automatically provided when creating your survey’s distribution will ensure that the subdomain included in the URL is correct. Using this default URL will prevent a redirect page from appearing.
2. For existing live surveys that are not using your organization’s proper subdomain, replace the subdomain in the existing URL if possible.

Note: There are certain custom URLs that are valid which will not trigger a redirect page.

1. Qualtrics supports a variety of generic URLs that can be used without a Redirect. These are particularly helpful in instances such as research studies where you need to hide your brand name. These generic URLs include:
   1. research.qualtrics.com
   2. s.qualtrics.com
   3. survey.qualtrics.com
   4. surveys.qualtrics.com
   5. {datacenter}.qualtrics.com
2. Vanity URLs (URLS that don’t contain qualtrics.com in them) will continue to work as expected.

Surveys with the incorrect subdomain will begin receiving redirect pages starting on December 15th, 2024.

What if I have questions?

If you have a question about the redirect page for survey subdomains, please visit the Vanity URLs  support page. It’s also always worth checking the XM Community to see if any other users have the same question. If you’d rather speak to a specialist, our Support Team is always ready to assist. To contact them, please file a support request from your Customer Success Hub or contact the Brand Admin OTDI-SurveySupport@osu.edu.

What action do I need to take?

There are no other actions needed from you. During the maintenance window, you may experience an error while accessing the Qualtrics platform. Any scheduled survey and email distributions will be delayed, but will resume once the migration is complete.

What if I have questions?

If you are still experiencing connectivity issues after the maintenance window has ended, please log into the Customer Success Hub to reach out to our support team.

Thank you

New DMARC Requirements that Impact Qualtrics Workflow

What actions are needed?

For existing and new workflows that use the email task, the From Address must be updated to use one of the following domains. The email task will fail if this change is not made.

• survey.osu.edu (Preferred)
• osumc.edu
• qemailserver.com
• qualtrics-survey.com
• qualtrics-research.com

All other available domains no longer function, which includes osu.edu. For reference, please review the steps below.

1. Log into Qualtrics and open a survey project.
2. Select the Workflows tab and open an existing Workflow or select Create a Workflow.

3. Within the Workflow editor, select an existing Email task or click Add a Task and select the Email task.

4. Configure a From Address using one of the available domains referenced in this article.

• • Note: The Reply-To Email is unaffected by this requirement and any valid email address, including osu.edu may be used.

How can I identify if my workflow has failed?

1. Click on the Workflow tab to view your list of workflows.
2. Select the workflow you would like to review.
3. Click on the Run History tab.

What do I do if an existing workflow task has failed?

1. Update all failed email tasks with the proper domain as referenced in the first section of this article.
2. Use one of the Retake survey options to regenerate the workflow task as shown in the Retake Survey Link documentation.

What was the issue?

There was a disconnect from communications on what actions were necessary. While all of our custom email domains are listed as DMARC Verified in Qualtrics, there were additional steps that our IT Security needed to take to fully setup the domain.

We submitted a request to IT Security to include the other domains; however, we were informed that some top-level domains (including osu.edu and fisher.osu.edu) do not support this configuration and cannot be added to Qualtrics.

We recognize the impact of this on our customers and we apologize for the inconvenience. To eliminate confusion within the workflow interface, we will be removing unusable domains in the near future.

If you have questions, please reach out to a Division Administrator for your area, which can be found here (Division Administrator List). If one is not listed for your area, please reach out to OTDI-SurveySupport@osu.edu.

What is the change?
The legacy single response report is a URL that displays a report for a single survey response. It is formatted like below:

https://qualtrics.com/CP/Report.php?SID={surveyId}&R={responseId}&ResponseSummary=True

These URLs are no longer generated by any workflows in the Qualtrics platform. However, there might be users in your brand who manually created these URLs in email triggers or email tasks by using piped text to add the responseId into the URL.

Starting December 15, 2023, these URLs will not work for newly created responses.

After January 15, 2024, these URLs will no longer work for any responses, and will instead return an error.

What action do I need to take?
Forward this email to users in your brand who might be manually constructing these URLs.

Any email task or email trigger where the user has manually created the legacy response report URL needs to be migrated to use the new single response report solution. There are 2 ways to switch to this new solution:

1. Create an email task via Workflows and enable the “Include Response Report” option. This will automatically include a response report link in your email.
2. Use an embedded data field in your email task to pipe in the new single response report URL. The format of the piped text is {srr://SingleResponseReportLink}

This migration must be completed before January 15, 2024. Legacy single response URLs will no longer work after that date.

What if I have questions?
If you have a question about how to start using the new single response report solution, please visit the Email Task support page. It’s also always worth checking the XM Community to see if any other users have the same question. If you’d rather speak to a specialist, our Support Team is always ready to assist. To contact them, please log into the Customer Success Hub.

Qualtrics administration at Ohio State is transitioning to the Enterprise Content Services team within the Office of Technology and Digital Innovation (OTDI). As part of this transition, Brand Administrator email requests will route to our team via ServiceNow, providing better visibility and monitoring for customers. The current mailbox qualtricsbrandadmins@osu.edu will be retired on Friday, October 20, 2023. 

Qualtrics allows users to create, distribute and analyze surveys and can be used by current faculty, staff and students with a valid Ohio State Username and password. 

OTDI will continue making updates to improve security and comply with Ohio State data standards for Qualtrics users. Any changes will be communicated to users via email and published on it.osu.edu/about-us/news and u.osu.edu/qualtrics. 

If you have any questions about this transition, contact a Brand Administrator via: OTDI-SurveySupport@osu.edu 

What’s happening?
This update is related to the upcoming migration from Qualtrics’s legacy contacts platform to XM Directory Lite during Spring Break 23. The current contact database platform will be replaced with more modern technology, that ensure our organization can take advantage of performance improvements associated with XM Directory in the future.

Please note, our license does not include all of the available features described on our support pages for, including a centralized directory, so this change will be largely on the backend. It will result in some small UI modifications and the following notable changes:

• “Consolidating duplicate contacts” in a mailing list is now available under the List Options drop down.

• If you are adding contacts from a survey, please review these instructions to learn how to accomplish this same task in XM Directory.

• The XM Directory trims white space at the end or the beginning of the embedded data field name.
o Note: In order to prevent duplicate embedded data after the migration, we will replace white space with double underscores. For example, a brand that has two embedded data fields named “Age” and “ Age”. After the migration, “Age” and “__Age” will be displayed as two distinct embedded data fields in the directory for the brand.

• The new backend continues to support exporting contacts into CSV and TSV format, but XML and HTML formats are not supported.

• If Data Isolation is enabled for your brand, data in XM Directory will be encrypted after the migration is finished. Data Isolation has many benefits, but does result in some limitations on searching data in XM Directory. You can learn more by visiting this support page.

What action do I need to take?
This migration will occur in the background and there is no associated downtime, so there is no direct action that you need to take in the platform to prepare. However, we want you to be aware of the upcoming changes, and we want to minimize the impact of UI changes to the end users. Therefore, the migration will take place during OSU’s Spring Break.

What if I have questions?
If you have further questions about the migration or XM Directory functionality, please review our support pages or reach out to our Support Team, who’s always ready to assist. To contact them, please log into your Support Portal.

What is the change?
At Qualtrics, we are committed to ‘experience-first’ design, which means continuous improvement of the XM Platform™ based on feedback from our users to deliver an easy to use, consistent and accessible experience. As part of this on-going commitment, we are redesigning our Library user interface. The enhanced experience will make it easier and more flexible to collaborate and share common resources across projects and with teammates.

Easier to use and accessible: We have modernized the user experience to be easier and more intuitive to use, introducing consistent interactions, in addition to WCAG 2.0AA accessible patterns so all users can collaborate. The new left navigation pane makes it even easier to navigate both within and between different libraries within your organization.

Flexible folders: Our new organization model introduces flexible folders that enable users to organize their resources as desired. Previously all resources were siloed, but now you can organize resources by project, use-case, or other approaches and see all relevant resources together.

This enhanced user experience lays the foundation for future improvements, like easier to use message translations and improved cross-team collaboration through role-based access.

What action do I need to take?
Ahead of onboarding onto the new UI, we encourage you and your teams to take this opportunity to clean-up and organize your libraries. Specifically, organizing your current library items from the “Uncategorized” grouping into folders will aid in the transition (see this support page for instructions). We encourage you to share this email with your users as you see fit.

If you maintain your own internal training documents, you may also consider updating screenshots for UI changes and any how-to instructions about the Library.

What if I have questions?
If you have a question about the new Library UI, please visit the Library support page. It’s also always worth checking the XM Community to see if any other users have the same question. If you’d rather speak to a specialist, our Support Team is always ready to assist. To contact them, please log into your Support Portal.