When sending surveys through Baseline, recipients may see a warning banner on the e-mail stating that the message is suspicious. This is a known issue related to how our mass mailing system interacts with e-mail security filters. While the warning looks alarming, there is no actual risk associated with the survey links.

If you are preparing to distribute a survey using Baseline, it is important to proactively communicate with your audience so they understand the warning message and feel confident about the safety of the survey. This article outlines the steps you should take to manage this situation effectively.

Preparing Survey Participants for the Warning Message

Step 1: Send a Pre-Survey Notification Email

Send the following message to your intended survey audience before the survey is distributed:

You will soon receive an e-mail inviting you to complete a survey in Baseline. We want to inform you that you may see a warning message stating, "Notice: This e-mail appears to be suspicious. Do not trust the information, links, or attachments in this e-mail without verifying the source through a trusted method. For more information see: https://aka.ms/ProtectYourselfFromPhishing."

This message is a result of a technical issue with the mass mailing tool we use to send Baseline surveys and does not indicate any security risk.

Please be assured that the survey link is safe to click. If you have any concerns or need verification, feel free to contact the sender directly to confirm the authenticity of this e-mail.

Thank you for your understanding and participation.

Step 2: Add a Disclaimer to the Survey Directions

Include the following statement in the directions section of your survey to reassure respondents:

Notice: Some recipients may see a warning about this e-mail being suspicious. This is a known issue with our mass mailing tool and does not affect the safety or authenticity of the survey link. We are working to resolve the issue, but if you have any concerns, please contact the sender for confirmation.

Step 3: Continue Monitoring and Reporting

While we are unable to resolve the technical issue at this time, we are actively monitoring it. If you receive reports from participants who are unsure or concerned, remind them that the warning is expected and provide reassurance as needed.

 Addressing Concerns and Verifying Survey Authenticity

• If a recipient contacts you with questions about the e-mail warning, reassure them using the pre-approved language provided above.

• Offer to confirm the survey invitation via phone or an alternative trusted method if the participant requests it.

• Remind users that they can always verify legitimacy by contacting the sender directly.

Need additional help? Contact the HWS IT Services Help Desk.