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Organization Settings

About Organization Settings

The Organization Settings tab, found in the Admin page, allows you to view and manage options that apply to all Qualtrics users in your organization. From here, you can set up contact info, password parameters, logout redirects, and more.

Qtip: Any of the fields in any of the sections can be left blank.

General

The General section holds settings for emails, notifications, and contact information.

Self-Enrollment email notification: Specify the email address(es) that should receive a notification whenever a user self-enrolls. Multiple emails should be separated with a comma (e.g., “example1@email.com, example2@email.com”). Note that this setting only applies if you have opted to allow self enrollment for your license and your license does not use Single Sign-On (SSO).
Qtip: If your license uses SSO and you’d like to receive email notifications when users self-enroll, please contact Qualtrics Support. Please note that if your license uses the SSO self-service feature, then you do not need to contact Qualtrics Support regarding self-enrollment email notifications.
Blind carbon copy (Bcc) all emails to: Specify the email address(es) that should be a BCC of every email sent by users in your license via the Qualtrics mailer. This includes email distributions, email tasks, emails sent via the XM Directory task , ticketing emails, and sending emails to a contact list.
Brand admin contact info: Specify the contact information users should follow to ask questions regarding their permissions and the overall license. Note that this is also where Qualtrics Support will direct users with permissions questions.
Warning: This field is required and cannot be left blank.
Restrict surveys to domain: Requires the individual to use their organization’s ID/information in the survey URL.
Receive a response report: See the next section, Allow Response Report.
Allow third-party comment translations: Enable Multi-Language Sentiment Analysis & Translate Comments in Text iQ. This will ensure responses that aren’t in English are analyzed in their native language, allowing for more accurate sentiment assignment. However, this feature requires sharing data with a third party software. See the linked support page for more information on this feature’s functions and the available languages.
Allow third party generative AI features: Enabling this option allows users in your license to use features that leverage third-party AI, such as automated summaries in the audio and video editor.
Qtip: Any data sent to Open AI will not be used by OpenAI to train or improve their models. Data will be retained for a maximum of 30 days, after which it will be deleted. See OpenAI’s data usage policies for more information.

Contact Information

The Contact Information section allows you to enter contact information if you’d like Qualtrics to reach out to alternative security and technical contacts. If you’d like Qualtrics to contact the Brand Administrator, feel free to leave these fields blank.

Security contact email: The email of your organization’s security contact.
Security phone: The phone number of your organization’s security contact.
Technical contact email: The email of your organization’s technical contact.
Technical phone: The email of your organization’s technical contact.

Allow Response Report

Warning: You are advised to be cautious before selecting this option, and to let your users know of any change you make. After the change, response report links sent before Receive a response report was disabled will still exist, but will no longer display a response report.

Response reports are a feature that your Qualtrics users can attach to their email task in the Workflows tab. They attach a copy of the participant’s entire survey response to an email a set period of time after it is submitted. When you deselect Receive a response report, you disable the ability for survey creators to display response reports in an email task.

However, the option will still appear in email tasks even after being disabled in the Organization Settings. It is advised you reach out to your users to let them know if you make this change.

Messaging

The messaging section holds settings for custom email settings and survey links for SMS and WhatsApp distributions. Click the header of each section to expand it and access the settings.

Custom Email Header

Qtip: To access features in the Messaging section, you will need to have the Customize Email Headers permission enabled.

This set of options allows you to set custom headers on all the emails in your brand. These custom headers can contain any information you want relating to the sender, ESP, ISP, or recipient. Custom email headers are static and apply to the entire brand.

Custom Email Header Name: The name of the email header.
Custom Email Header Body: The body of the header. This is what the header’s value will be in every distribution coming from the brand.

Example: Custom email headers can be used to tag all emails sent from Qualtrics on behalf of your company for your own organizational or tracking purposes. Let’s say your company sends emails using both Qualtrics and your own email server. You can add a custom header to the emails sent via Qualtrics to track email engagement and compare against the engagement for emails sent via your email server.

Custom email headers appear when you view the original text of the email. This can be accessed in many mailers by clicking a dropdown and selecting Show original.

Custom Email Domains

This section of the Organization Settings allows you to create custom email domains. This allows users in your brand to send emails through Qualtrics using your organization’s custom email address. To learn more about this, see Configuring a Custom From Domain.

For more information, see Using a Custom “From” Address.

DKIM Signature Option

If you’re using a custom “from” domain, you will see the DKIM signature option in your email settings. When selected, this option will add a length header to your DKIM signature. When unselected, the length header will be removed from your DKIM signature. Qualtrics recommends you leave this checkbox unselected unless your organization’s anti-spam strategy requires it.

Survey Links

This set of options allows you to customize how your links are displayed in SMS and WhatsApp distributions.

Shorten link: Turning this setting on will shorten links by default for WhatsApp and SMS distributions. With the flexibility to shorten links, you can adapt to the regulations across different countries to ensure your distributions get delivered.
Create new: Add a new survey link set-up for a different division in your brand. This allows you to change the domain for different divisions in your brand. When creating a new survey link set-up, you can select the Qualtrics default domain, brand domain, or vanity domain (if applicable).
Qtip: If divisions have not been set up for your brand, you will only be able to configure survey links on a brand level. If divisions have been set up, you are able to select which division to customize your links for.
Edit: Edit the survey link set-up. You can change the domain and indicate whether or not you want to shorten the link.
Click the three-dot menu to edit or Delete link configurations.

Log in and Log out

The Log in and log out section allows you to set redirects for your brand’s login and logout experiences.

Login redirect: Specify where a user is redirected upon going to your organization’s login URL.
Logout redirect: Specify where a user is redirected upon logging out of their account.

Attention: When a brand has Single Sign-On enabled, you may see values in the Login redirect and Logout redirect fields. Please refrain from changing the values in these fields without first consulting your IT team and the Qualtrics SSO Support team. Changing these values without permission may prevent users from logging in and logging out successfully.

Login Page Description

You can create a custom message that will display on your organization’s login page. This could include contact information or any other instructions you may need to communicate to your users.

Qtip: When a brand has CAS, Shibboleth/SAML, or Google OAuth2.0 SSO enabled, this field cannot control messages displayed on the login portal. For these SSO types, only your IT team can control what is displayed on the login portal for your brand. When a brand has LDAP SSO enabled, you will be able to edit this field and control messages displayed on the login portal as noted above.

Projects

The Projects section allows your users to set additional information on each survey.

Survey Description

The Survey Description features function as a subtitle that a user is prompted to add when creating a survey. This subtitle information can be used when exporting your Summary Report since it will be added as an additional column in the export.

Metadata Label: What the user is prompted to enter, in addition to the Project Name, when creating a project.
Validation RegEx: Regex that can be used to make sure the entered description matches a certain format. If no validation is specified, the user will not be required to enter an additional description.
Validation error message: The message that is displayed to the user if they fail the validation.

Example: If you would like your users to specify the course that each survey is being used for, you could add a Metadata Label called Course. The user would then see the below Create Project menu. You could also use Validation Regex to require that the description be in a certain format, such as Chem111 or Bio101, but not First semester chemistry. The user will also have the Metadata Label as a sorting option on their Projects page.

Website / App Feedback

The Website / App Feedback section provides an option to specify information for your Website / App Feedback users.

Attention: If your organization does not have Website / App Feedback, this option will not appear. If you don’t have a license that includes Website / App Feedback and are interested, you can contact your Account Executive for more information.

Adobe Analytics Variable

If you’re running Adobe Analytics on your website, there are usually several variables that Website / App Feedback can read and use for targeting visitors and embedded data. By default, these variables have an “s” preceding the variable name. For example: “s.eVar1”.

However, some organizations have set a different prefix in Adobe for their variables (i.e., “q.eVar1”) and may find that Website / App Feedback cannot utilize the Adobe Analytics variables on the webpage. If you do use a custom prefix in Adobe Analytics, you’ll need to also enter it here in the Organization Settings.

Maximum Storage Size (Bytes)

This setting allows you to set a cap on how large Website / App Feedback cookies or session storage can be when your Intercept’s action set logic is based off of Site History or Page Count. This is particularly important if you have several services running on your site utilizing their own cookies. To change these settings simply enter your desired maximum size, and then click the green Save button.

Qtip: Website / App Feedback project creators can also set maximum storage size on a project-level.

Enable Website / App Feedback

Warning: Do not deselect Enable Website / App Feedback! It will shut down Website / App Feedback on the entire brand and prevent you from using the software!

Security

Password

The Password section contains requirements for the types of passwords users must create for their accounts.

Expiry Time (days): Designate (in days) when all account passwords will expire (e.g., type “365” if you would like users to redo their password every 365 days). At that time, users will be prompted to create new passwords.
Minimum password length: Specify the minimum number of characters that can be used in a user password.
Minimum special characters: Specify the number of non-alpha characters (anything other than a letter) that must be present in user passwords.
Password Creation Error: Create a unique error message for when users’ passwords don’t fit the specified criteria.

Qtip: If you are using Single Sign-On, you can log into your Customer Success Hub and request Support remove the “Send Password Reset Email” and the “Reset here” links from the login page.

Qtip: The Security section of the Admin tab contains additional password parameters for your organization.

Allowed Brand URLs

The Allowed brand URLs section allows Brand Admins to restrict what domains are allowed to be used in links within surveys.

Enable allowed brand URLs: Enables link domain restrictions for your brand. This setting is disabled by default.
Allowed brand URLs: Specify the list of domains that can be used in links within surveys. Domains should be added in a comma separated list.
Qtip: Wildcards can be used to allow all subdomains for a given domain. For example, *.qualtrics.com would allow users to use surveys.qualtrics.com, research.qualtrics.com, etc. within links.

Example: Let’s say you want to restrict your survey builders to only allow linking to your company’s website. You can add yourcompanydomain.com to your Allowed brand URLs settings so that your users’ surveys cannot link to any other websites besides your company’s.

Allowed Email Domains

The Allowed email domains section allows Brand Admins to restrict what domains are allowed to be sent emails.

Attention: This functionality is currently only available for emailing dashboards.

allowed email domains section within security section

Enable allowed email domains: Enables email domain restrictions for your brand. This setting is disabled by default.
Allowed email domains: Specify the list of domains that can be sent emails. Domains should be added in a comma separated list.
Qtip: Wildcards can be used to allow all subdomains for a given domain. For example, *.qualtrics.com would allow users to use surveys.qualtrics.com, research.qualtrics.com, etc. within links.

Example: Let’s say you want to restrict your dashboard builders to only email dashboards to employees within your company. You can add yourcompanydomain.com to your Allowed email domains settings so that your users’ dashboards can only be emailed to people with a company email address.

SSO

As a Brand Administrator, you have the ability to create and manage your SAML Single Sign-On (SSO) connections. You’ll be able to add new connections, update certificates on existing connections, modify settings such as Just In Time provisioning, and more.

For more information on how to implement your organization settings for SSO, see the Configuring Organization SSO Settings page.

Qtip: Make sure you are in contact with the members of your organization’s IT team before making any edits to these settings.

Vanity Domain

Vanity URLs are custom branded URLs for surveys, dashboards, and user accounts. Brand Administrators can create and manage vanity domains for the entire brand. For more information, see Vanity URLs.

Help Window

The help window gives you access to Qualtrics support resources right inside the product, including specialized recommendations based on what page you’re in. You can customize this help window for everyone in your organization by providing your own unique company resources for all of your users to see.

Qtip: Only Brand Administrators can edit the custom help window content.

Help Window Customization

Go to your Organization Settings and select Help Window. Your custom content will consist of a body of text, with a custom button leading to a resource of your choice underneath.

Enter a message you’d like to appear in the help window. This can include organization specific help content, contact information, or anything you want to communicate to users. You can bold, italicize, or strike through text. You can also add hyperlinks, bullets, and numbered lists. To edit additional formatting, use the Source tab to switch to an HTML view.
Qtip: Not all formatting will be compatible with the custom help window.

Qtip: You can drag and drop the corner if you need more room to format your message. However, this will not affect the width of the help window.
Under Button name, add the text that should appear on your button. There’s an 80 character limit.
Under Button link, add the full URL you want the user to visit when the button is clicked. This link will open in a new tab.
Qtip: Your link must start with http:// or https://
When you’re finished editing, click Apply.

Qtip: Custom help content cannot be translated at this time. Custom content will only appear in the language it was originally written in.

Example Help Window

Open the help window. Your content will appear under Your Organization’s Resources.

Here’s what this entire custom help content looks like:

1st Party Applications Opt-In

If you are a Brand Administrator using Qualtrics in the FedRAMP environment, you will need to enable XM Basecamp for your license before your users can login to access the training materials.

Attention: XM Basecamp is hosted by an external platform that is not FedRAMP certified. If you choose to opt-in, this will grant permission for your users to share the following information with this platform: email address, first name, last name, Qualtrics username.

ENABLING XM BASECAMP FOR YOUR USERS

Navigate to the Admin tab.
Go to Organization Settings.
Enable the checkbox for Allow access to 1st party applications.
Toggle on the option for Basecamp.
Click Apply.

Qtip: Please note that you can also enable user access to the XM Community this way as well. This feature is still under development and is not yet available to customers.

Please note that if you have already enabled XM Basecamp for your license and choose to disable it, any users currently logged into XM Basecamp will remain logged into XM Basecamp for two weeks before being automatically logged out.