How Do I Publish in Qualtrics?

Making Great Surveys for Iowans

Before any survey is published, it must go through a review and approval process. This process helps ensure we create high-quality surveys for the State of Iowa. As we build them, we focus on key priorities like security, accessibility, and aligning with the State of Iowa’s brand.

Review

  • To help speed up the review process, please refer to Ensuring Survey Compliance: A Guide to Passing Review for guidance.
  • Your survey will be reviewed by the Qualtrics + IA Security & Quality Team.  This review ensures your survey meets standards for accessibility, branding, and security.
  • Beyond compliance, the DOM DoIT Service Delivery team provides additional behind-the-scenes protections when appropriate.
  • These may include setting up surveys under secure service accounts, applying sensitive data exemptions, and managing the survey’s lifespan to support long-term security and proper data handling.

Approve

  • Your agency’s designated approver(s), appointed by executive leadership, are responsible for reviewing and final approving of surveys.
  • Their approval confirms that each survey aligns with the agency’s goals and provides visibility into all surveys being developed within the platform.

Note: 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 surveys. Refer to the Understanding User Types in Qualtrics article for detailed access points.

2

Request

All user types must undergo review by both the Qualtrics + IA Security & Quality Team, and must be approved by your designated approver before any survey can be published.

This requirement applies to all instances of publishing, including both new surveys and edits 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 list. 

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 "Listen, Understand, and Act" form. 

An screen shot displaying the Listen, Understand and Act Form.

Once the form is submitted, the review and approval process will begin.
Note: This form must be completed in full for it to be reviewed and processed.

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 review ensures your survey meets standards for accessibility, branding, and security.
  • Beyond compliance, the DOM DoIT Service Delivery team provides additional behind-the-scenes protections when appropriate. These may include setting up surveys under secure service accounts, applying sensitive data exemptions, and managing the survey’s lifespan to support long-term security and proper data handling.
4

Approve

Approver: Your agency’s designated approver(s), appointed by executive leadership

{List Coming Soon}

Purpose: 

  • This part of the workflow is essential for maintaining accuracy and agency strategic alignment.
  • Their approval confirms that each survey aligns with the agency’s goals and provides visibility into all surveys being developed within the platform. This includes validating the content and its distribution, especially for sensitive data surveys. Such surveys must acknowledge and approve content and distribution according to your agency's Data Sharing Policy while considering any restrictions on collaboration and ensuring alignment with the agency's overall messaging.
5

Publish

  • If your survey is approved, you’ll receive an email notification through both the Qualtrics system and the ticketing system. Once approved, the survey will be published and ready to distribute from your Qualtrics account.

  • If your survey is not approved, you’ll also receive an email explaining the decision and the reasons for the denial.