Action Required: Changes to Qualtrics Email Tasks

March 1, 2024
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This notice is for active users of Laurier Qualtrics.

Due to an unanticipated change from the vendor, all active Qualtrics workflows that send out emails once a new survey response is received need to be updated with a new From Address.

If you have active surveys that are collecting responses, please carefully follow the steps below to update each Qualtrics survey workflow and manually export any responses received from Wednesday, February 28th onward.

HOW TO UPDATE FROM ADDRESS WITHIN QUALTRICS WORKFLOWS

  1. Navigate to Laurier Qualtrics and sign in with your Laurier email address, password and MFA method if prompted.
  2. Select the Qualtrics survey you need to update.
  3. Within the survey builder, select 'Workflows'.
  4. Select the workflow and select the drop-down that says ‘wlu.ca’ and select the option “officeone.wlu.ca”. 

  5. Save the workflow.

  6. Once you have updated the required workflows, we recommend you run a test to ensure the responses are coming in as normal.
If you have multiple workflows within a survey, you will need to repeat these steps for each workflow. If you have multiple surveys, you will need to repeat these steps for each survey.

EXPORT FAILED SURVEY RESPONSES

Due to this interruption, any responses on your forms that send an email would've failed and not come through as normal. These instructions will show you how to manually export those responses to ensure you don't miss any important information from your users.
  1. Select the Qualtrics survey. 
  2. Within the survey builder, select ‘Data & Analysis’.
  3. On each response submitted within Wednesday, February 28th to present, select the 3 dots and click ‘View Response’ if you simply want to view the response information or ‘Export to PDF’ if you want to save it elsewhere.

  4. If you are exporting the response, you can name the file whatever you’d like and select Export to PDF and it will be automatically saved to your Downloads folder.

If you need assistance making the required changes, please contact the ICT Service Desk.
ICT sincerely apologizes for the inconvenience this may cause.