Summary

In the summer of 2019, UCF encountered issues with its primary mail domain, UCF.EDU, being flagged as spam, adversely affecting the brand's reputation score. The problem surfaced when multiple users encountered difficulties sending surveys through the Qualtrics survey platform.

In August 2019, a decision was made to transition the email domain used by Qualtrics to MAIL.UCF.EDU. An email communication was dispatched to the UCF community, urging all users to update their email settings to utilize this new domain. MAIL.UCF.EDU was subsequently registered through UCF Unified Communications as a valid email domain to preempt any future complications with brand reputation.

While MAIL.UCF.EDU has been established as the preferred email domain, UCF.EDU and KNIGHTS.UCF.EDU have remained available for use. However, UCF IT received notification in January that any email domains used with the Qualtrics platform must be officially registered and validated; otherwise, they would be removed. Given the university's decision to deprecate the KNIGHTS.UCF.EDU domain, it will cease to be a valid email domain in Qualtrics starting February 2024. Students are advised to transition to their new NID@UCF.EDU email addresses for all Qualtrics surveys.

As many users are still employing the UCF.EDU email domain in their surveys, this domain will be registered and validated until March 2024. After March 2024, UCF IT will deprecate the UCF.EDU domain from Qualtrics, rendering it non-functional. Users are strongly encouraged to update the custom “From:” email address on survey communications from UCF.EDU to MAIL.UCF.EDU.

Please note:

• All email sent to mail.ucf.edu will automatically resolve to UCF.EDU.
• Qualtrics login credentials are unaffected.

Questions and Answers

• Will survey recipients with Google/Yahoo email addresses be able to receive surveys?
  • Yes, with the changes being implemented, there should be no issues with outgoing surveys.
• Researchers have voiced concerns about existing surveys and creating new ones.
  • Please see the Areas in Qualtrics Affected to manage email address settings for Qualtrics surveys.
• Can I still send a survey link to my recipients using my Outlook email if I don’t send emails through Qualtrics?
  • Yes, this change does not affect users who send surveys using Outlook.
• Will my login credentials change to my NID@UCF.EDU email address?
  • The login method will remain unchanged. The current login credentials are UCF NID/NID password.

Areas in Qualtrics Affected

Email addresses used in the locations listed below will be affected. Please see each corresponding guide for how-to instructions on how to modify these settings. For additional assistance, please place a ticket with the Service Desk.

• Email Distribution of Surveys
• Survey Workflow Emails (Email Tasks)
• Legacy Email Triggers

Email Distribution of Surveys

1. Open the survey and select “Distributions.”  
2. Select “Emails.” 
3. In the FROM address, enter your NID@mail.ucf.edu. You may use your @UCF.EDU email in the REPLY-To field.
   

Survey Workflow Emails (Email Tasks)

Email tasks allow users to send an email notification in response to an event, such as every time a survey response is submitted.  

Edit an Existing Workflow

1. Go to the Workflows tab of your project.  
2. Select the desired Workflow to edit. 
   
3. Click the Email item to edit.
   
4. Select Email and enter NID@mail.ucf.edu in the FROM address. You may use your @UCF.EDU email in the REPLY-TO field.  
   

Create a New Workflow

1. Go to the Workflows tab of your project.  
2. Create a Workflow. 
   
3. Select "Started when an event is received.
4. Click on “Survey Response,” then “Finish.” 
5. Click on the (+) sign, then “Add a task.”  
   
6. Select Email and enter NID@mail.ucf.edu in the FROM address. You may use your @UCF.EDU email in the REPLY-TO field.  
   
7. Click Save when finished. 

Legacy Email Triggers

Qualtrics no longer recommends using email triggers. Please use workflows/email tasks instead.