Qualtrics Email Distribution Security Changes

All Qualtrics senders should be aware of changes coming to how some email providers enforce new spam-prevention policies. Some users with workflow email tasks set up will need to take action. Please read below is you have workflow email tasks set up or distribute surveys directly from Qualtrics.

What is the change?

This change is part of a larger initiative from Google and Yahoo to be more strict on complaint rates and spam prevention to reduce the number of spam emails their users receive and improve email security. How much these changes impact you depends on your role(s) with Ohio State and how you are using outside email services with your Ohio State email accounts. Learn what actions you can take beyond Qualtrics emails at OTDI’s site.

To make sure our messages don’t get blocked, OTDI will be making changes to certain Qualtrics settings. 

What do I need to know? 

  1. OTDI will be changing the Qualtrics’ default From Address @qemailserver.com to @survey.osu.edu on Tuesday, January 30, 2024. 

  1. The change will not impact existing surveys/notifications that use the Qualtrics default @qemailserver as both domains meet DMARC requirements. 

It is best practice to use @survey.osu.edu, please check your distribution emails and consider updating their notification to use this domain. To verify your distribution emails:

  1. Open the project you would like to update. 

  1. From the selection tabs at the top of the page, please select Distributions 

  1. Select Emails on the right side of the page 

  1. Click on “+ Compose Email” and make sure the From Address is using @survey.osu.edu 

A screenshot of the qualtrics page to show the "from" distribution address

  1. Optional: review existing distribution (these cannot be updated, new distribution email must be created) 

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 run history.

What to do for an existing workflow task that has failed?

  1. Update all failed email tasks with the proper domain.
  2. Use one of the Retake survey option to retrigger the workflow task as shown in the Retake Survey Link documentation.

What if I have questions? 

If you have questions about implementing these new requirements or what they mean for your experience with Qualtrics, please refer to our Email support documentation. If you cannot find an answer, please email OTDI-SurveySupport@osu.edu

As part of the Qualtrics administration transitioning to the Enterprise Content Services team within the Office of Technology and Digital Innovation (OTDI), 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 or on it.osu.edu.

If you have any questions, please contact the IT Service Desk via:
Phone: 614-688-HELP (4357) press option 3
Email: servicedesk@osu.edu
Online: go.osu.edu/it