What to Expect from the Survey Publication Workflow

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Qualtrics
Qualtrics CX

This page provides an overview of the survey publication process from start to finish. Whether you're submitting a new survey or reviewing one, you'll find a clear breakdown of each step. It explains who is responsible, what the current status means, and what outcomes to expect.

The goal is to ensure transparency, consistency, and collaboration across teams. Everyone involved will understand what to do, when to do it, and how each step contributes to a successful survey launch.

Attention Survey Creators and Approvers: A ticket dashboard to track the status of your survey publication requests is nearly complete, and below is a sneak peek. More information will be shared soon, but this page will help you see where your request currently stands in the process.

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Step 1: Request to Publish

  • Status: Quality & Security
  • Description: Initiates the review process with a formal request to publish
  • Responsible Party: Survey Creator
  • Expected Outcome: Complete submission ready for review
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Step 2: Intake - Choose Your Survey Review Journey

  • Status: Quality & Security
  • Description: Defines survey purpose and assigns review tasks
  • Responsible Party: Survey Creator
  • Expected Outcome: Clear task assignments for reviewers
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Step 3: Qualtrics + IA Security & Quality Team

  • Status: Quality & Security
  • Description:
    • If the Comprehensive Review (Full Service) is selected, the survey will be evaluated for  accessibility, theming, methodology, and security.
    • If the Streamlined Review (Express Lane) is selected, the survey will be evaluated for security only.
  • Responsible Parties:
    • Jessica Van Heuveln
    • Service Delivery Admins
    • Governance, Risk and Compliance Team
  • Expected Outcome:
    • Actionable feedback and improvement areas
    • Document notes and ensure security compliance is properly configured
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Step 4: Service Delivery Actions

  • Status: Quality & Security
  • Description: Applies settings and ensures compliance
  • Responsible Party: Service Delivery Admins
  • Expected Outcome:  Ensure surveys and workflows are migrated to the correct service account or brand, as needed.
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Step 5: Agency Approval

  • Status: Agency Approver
  • Description: Final decision on survey publication
  • Responsible Party: Designated Agency Approver
  • Expected Outcome: Approval or denial of publication
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Step 6: Finalize and Distribute

  • Status: Closed
  • Description: Publishes or declines the survey and notifies creator
  • Responsible Party: Jessica Van Heuveln
  • Expected Outcome: Survey published or outcome communicated
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Additional Statuses

Below is a list of other possible statuses; however, they are used infrequently.

  • Denied
    • Survey did not meet review requirements. This could be due to design, methodology, accessibility, or security issues. You’ll need to revise and resubmit for review.
  • Republish
    • Edits required after review and approval. Once updated, it should be resubmitted for final approval and publication. This process is still a work in progress.
  • Testing
    • The survey owner needs to publish it before proper testing can occur. It is not ready for review or approval yet.

Note: As this process becomes fully implemented, we will continue making improvements. Statuses and steps are subject to change.

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