How Do I Publish in Qualtrics?

This process is designed to ensure that projects are secure, well-constructed, and align with the organization's objectives. The review phase examines sensitive information and verifies that the project adheres to our accessibility and branding standards. Agency approval confirms that projects are consistent with the organization's goals and that the information provided is accurate. By utilizing a ticketing system to track everything, we can ensure accountability and prevent any issues with the project.

This process is still in the evergreen stage, to provide you with a high-level overview, please refer to the steps below or watch this Review and Approval Video.

1

Build & Edit

User types with edit and creator access can build and modify projects. Refer to the Understanding User Types in Qualtrics article for detailed access points.

2

Request

All user types must receive approval before publishing any survey or project. This requirement applies to all instances of publishing, including new publications and edits made to existing projects.

Click the 'Publish Button'.

A red arrow points to a blue "Publish" button in a web interface.

Select 'jessica.vanheuveln@dom.iowa.gov' from the Approver dropdown. 

Add approval notes that will assist in the approval process. 

Click on 'Request Approval'.

A "Publish and activate survey" window, indicating that approval is required. A red arrow points to the "Select approver" dropdown menu. A red box highlights the "Approval notes" text field, and another red arrow points to the blue "Request approval" button in the bottom-right corner.

After you click 'Request Approval,' you will receive an email prompting you to complete the Survey Review and Approval form. Once submitted, a ticket will be automatically generated to monitor the workflow as it is reviewed by the Quality Review, Governance, Risk, and Compliance teams, and the final approval is done by the agency's designated approver.

3

Review

Reviewers: The Qualtrics + IA - Security & Quality Team consists of the Qualtrics CX Program Manager, the Qualtrics Customer Success Manager, and the Governance, Risk, and Compliance Team.

Purpose (Enterprise Security & Quality Oversight): This part of the workflow ensures that brand guidelines are followed and that the content maintains clarity, grammatical accuracy, proper spelling, and accessibility. It also provides best practices for survey methodology and intake processes, including closed-loop systems. Additionally, the review aims to enhance user experience while adhering to overall survey best practices. In terms of security and data sensitivity, the assessment will evaluate whether any sensitive information is being collected. This includes Personally Identifiable Information (PII), Protected Health Information (PHI), and data governed by the Health Insurance Portability and Accountability Act (HIPAA), among others.

4

Approve

Approver: Each agency will have a specific approver. 

Purpose: This part of the workflow is essential for maintaining accuracy and agency strategic alignment. It ensures that the purpose of the project aligns with agency goals, is appropriate for the target audience, and is factually correct. This includes validating the content and its distribution, especially for sensitive data surveys. Such projects must acknowledge and approve content and distribution according to your agency's Data Sharing Policy, considering any restrictions on collaboration and ensuring alignment with the agency's overall messaging.

5

Publish

If the project is approved, an email notification will be sent to you through the Qualtrics system and ticket system. The project has been published and can be distributed by logging into your Qualtrics account.  

If the project is denied, an email notification will be sent to inform you of the decision and the reasons behind it.