What to Expect from the Survey Publication Workflow

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Topics:

Qualtrics
Qualtrics CX

This page provides a straightforward 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 planned for a future update. While more information will be available soon, this page can help you understand where your request currently stands in the process.

A screenshot of a sample of the ticket dashboard
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Step 1: Request to Publish

  • Status: Open
  • 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: In Progress
  • 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 is selected, the survey will be reviewed for theme, accessibility, and methodology.
    • Conduct assessment and setup of security compliance
  • Responsible Party:
    • Jessica Van Heuveln / Qualtrics TAMS
    • 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: Transfer Needed
  • 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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