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Introduction

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The Smart Form Manager Tool is available in the Regent Tools menu for users with the ‘Smart Form Manager Tool’ permission enabled.

The Document Assignment Tool is comprised of a top section with selection options for Institution Name and Query Name and a bottom section for the selection of Documents to be assigned.

NOTE: This tool is designed to be used at the Institution level. Only one Campus per Institution should be configured.

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Dependency Logic and Validations

Dependency Logic

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Smart Forms can be designed to use conditional logic to tailor each question to an individual applicant and minimize the number of questions an applicant is required to answer by using Dependency logic. Dependencies use dynamic logic for Sections, Groups, and Questions to make Visible or hide based off of responses to Questions within the Smart Form. Dependencies also control if a Question is Required when made Visible or not. For example, a Dependency can be created to Hide a Question, make a Question Visible and Required, or make a Question Visible and Not Required.

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https://www.geeksforgeeks.org/javascript-regexpregular-expression/

Document

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Overview

The information on this page includes details about the Document Requirements Persistence features supported in SNAP.

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Requirement Persistence

Document Requirements Persistence (DRP) feature allows SNAP administrators to configure records that create and update student, document requirements in REM. The DRP configurations are associated with a smart form document and is accessible through the SNAP Administration - Questionnaire Management page. Whenever a smart form document is completed and signed, the DRP records are processed. 

Summary

SNAP can be configured to treat all documents with the same smart form type (per REM's Document Setup) as the same Document Requirement for the student. However, REM's Document Setup option, Enforce Scope Uniqueness, must be turned on.

Examples

A school has multiple versions of a VerificationWorksheet smart form defined in REM's Document Setup: Verification Worksheet (primary); Verification Worksheet - Change (variant); Verification Worksheet-V5 (variant); and Verification Worksheet - Revised Request (variant). REM's smart form document, called "Verification Worksheet." Each document is setup to Enforce Scope Uniqueness.  The school has a 2015 Student Filing Extension Granted by the IRS document setup the Verification Worksheets.

Example 1

  1. Student starts a Verification Worksheet smart form application.

  2. Student indicates No, I have already filed a tax return SNAP smart form questionnaire.

  3. Student completes and signs their Verification Worksheet.

  4. A 2015 Student Filing Extension Granted by the IRS document requirement is created for the student.

  5. Student starts a Verification Worksheet - Change smart form application.

  6. Student indicates No, I have already filed a tax return.

  7. Student completes and signs their Verification Worksheet.

  8. A 2015 Student Filing Extension Granted by the IRS document requirement does not get created for the student.

Example 2

Given:

  1. Verification Worksheet for FAY

    1. W-2 document, scope uniqueness is turned off in REM

    2. Student selects "Will Not File"

    3. Student indicates that they received a W-2 from Employer 1 and provides information for Employer 1

    4. Student indicates that they received a W-2 from Employer 2 and provides information for Employer 2

When:

  1. Student completes and signs the Verification Worksheet - Change smart form for same FAY

    1. Student selects "Will Note File"

    2. Student indicates that they received a W-2 from Employer 1 and provides information for Employer 1 (Employer A)

    3. Student indicates that they received a W-2 from Employer 2 and provides information for Employer 2 (Employer B)

    4. Student indicates that they received a W-2 from Employer 3 and provides information for Employer 3 (Employer C)

Then:

  1. A new, needed, W-2 document is created in REM, with the reason set to the name of Employer 3 (Employer C)

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school users to create rules using regular expressions (see https://www.geeksforgeeks.org/javascript-regexpregular-expression/) to add or update a student document requirement in Regent. Document Requirements are added and updated upon the completion, including signature(s), of the Smart Form. The document requirement is only added or updated if the expression results are true.

For example: For a Filing Status Confirmation Worksheet, if a student indicates, ‘No, I already filed a tax return’ within the Smart Form, DRP can be created to add the student Tax Return document requirement with a status of ‘Needed’.

Document Setup must be considered when adding DRP. If a document is configured to Enforce Scope Uniqueness, a new document is not added if it already exists but the status of an existing document can be updated. If documents are configured to be added upon ISIR import, DRP can be used to update the document status on an existing document(s).

When configuring a DRP, the ‘Name’ must match the name of the document configured in Document Setup. Use caution when Document Names have special characters such as an apostrophe or dash that it is using the identical Document Name and has not been updated by the editor. If no match is found to an existing Document Name configured when executing the DRP expression, an error message is displayed, ‘Document name of <Document Name> is not found'.

  1. Condition (expression) -> an optional javascript expression, similar to dependency / complex validator expressions which can be set. If it's set, the doc req will only attempt to persist if the expression results in true. Will handle {questionCode} formatting. No special logic for whether questions are hidden, visible, etc.

Shortkeys:

  • {fay} - Automatically inserts the Federal Award Year of the Smart Form (e.g. 2024-2025).

Will handle {questionCode} formatting.

Expand
titleDocument Requirement Persistence Fields

DRP Field Name

DRP Field Description

DRP Field Type

Question Field Options

Required

Document Name

This is the name of the document in REM that is associated with this DRP configuration.

Yes

File Name

The name to use fwith the student's document requirement record in REM.or the file name associated

Yes

Scope

This is the document scope associated with the REM document. Available values are Student, Student and Reason, Federal Award Year, and Federal Award Year and Reason.

Yes

Template Name

Used in combination with attachment type and will generate a document using the specified template when persisting the student's document requirement in REM.

Default Status

This is the status that the student's document requirement shall be set to upon completion of the smart form associated with this DRP configuration when the smart form is not configured for electronic signatures.

Dropdown

  • Static

  • Velocity

Yes

Activity Log Entry Status

This is the name of the activity log in REM where a message will be created when the DRP action is completed.

Esigned Status

This is the status that the student's document requirement shall be set to upon completion of the smart form associated with this DRP configuration when the smart form is configured for electronic signatures.

Textbox

Yes

Attachment Type

Used in combination with template name and will generate a document using the specified template when persisting the student's document requirement in REM. Available values are None: PDF Template; and FAFSA.

Condition Expression

Any valid, Boolean expression. Answers to questions in the corresponding smart form can be accessed by wrapping the question code in curly braces. Logical operators, such as, AND (&&), and OR (||) may be used in combination with built-in expressions, such as, SnapUtility.EqualOfAny, and SnapUtility.ReasonEqualToAny. The SnapUtility.ReasonEqualToAny is a special function that can not be used in combination with other expressions and will perform the requested action on existing, student documents where the document reason matches any of the values provided to the function. If an expression did not evaluate to true or false, that means the expression is not valid and contains syntax errors. If the expression is invalid, persistence actions for this document requirement will be ignored.

Create on No Match

If checked, the DRP document will be created in REM even if the smart form document can not be found for the specified create statuses. The document will be created based on the "Attachment Type" field selection.

Textbox

REM Linked Document

Used in combination with REM Linked Document flag, and If both are checked, documents persisted in REM will be transferred to the SNAP database.

Document Reason

Update Statuses

The DRP student document requirement in REM, will have its status set to the default or esigned status if the smart form document status is in the list of updated statuses.

Available Statuses

The list of available document requirement statuses.

Create Statuses

When the current student document status matches a status in the list of create statuses, a new document is created.

Examples

Example 1

  1. Student starts a Verification Worksheet smart form application.

  2. Student indicates No, I have already filed a tax return SNAP smart form questionnaire.

  3. Student completes and signs their Verification Worksheet.

  4. A 2015 Student Filing Extension Granted by the IRS document requirement is created for the student.

  5. Student starts a Verification Worksheet - Change smart form application.

  6. Student indicates No, I have already filed a tax return.

  7. Student completes and signs their Verification Worksheet.

  8. A 2015 Student Filing Extension Granted by the IRS document requirement does not get created for the student.

Example 2

Given:

  1. Verification Worksheet for FAY

    1. W-2 document, scope uniqueness is turned off in REM

    2. Student selects "Will Not File"

    3. Student indicates that they received a W-2 from Employer 1 and provides information for Employer 1 (Employer A)

    4. Student indicates that they received a W-2 from Employer 2 and provides information for Employer 2 (Employer B)

When:

  1. Student completes and signs the Verification Worksheet - Change smart form for same FAY

    1. Student selects "Will Note File"

    2. Student updates the indicates that they received a W-2 from Employer 1 and provides information for Employer 1 to (Employer BA)

    3. Student updates the indicates that they received a W-2 from Employer 2 and provides information for Employer 2 to Employer CStudent deletes the 2 (Employer B)

    4. Student indicates that they received a W-2 from Employer 3 and provides information for Employer 3 (Employer C)

Then:

  1. The A new, needed, W-2 for Employer A is waived

  2. The W-2 for Employer B remains unchanged

  3. The W-2 for Employer C is created with a needed status

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  1. document is created in REM, with the reason set to the name of Employer 3 (Employer C)

Example 3

Given:

  1. Verification Worksheet for FAY

    1. W-2 document, scope uniqueness is turned off in REM

    2. Student selects "Will Not File"

    3. Student indicates that they received a W-2 from Employer 1 and provides information for Employer 1 (Employer A)

    4. Student indicates that they received a W-2 from Employer 2 and provides information for Employer 2 (Employer B)

When:

  1. User changes W-2 for Employer A to satisfied in REM

    1. Employer B)

When:

  1. Student completes and signs the Verification Worksheet - Change smart form for same FAY

    1. Student selects "Will Note File"

    2. Student updates the information for Employer 1 to Employer B

    3. Student updates the information for Employer 2 to Employer C

    4. Student deletes the information for Employer 3

Then:

  1. The W-2 for Employer A is waived

  2. The W-2 for Employer B remains unchanged

  3. The W-2 for Employer C is created with a needed status

Example 4

Given:

  1. Verification Worksheet for FAY

  2. REM

Then:

  1. The W-2 for Employer A is unchanged

  2. The W-2 for Employer B remains unchanged

  3. The W-2 for Employer C is created with a needed status

Technical Details

  1. Users need to be able to configure questionnaires so that the following SNAP->REM persistence can occur in a transactional manner

  2. Document Requirements - configurable to be able to persist documents in REM. Can be configured to create new documents, update existing documents, or not persist at all, based on the existing docs attached to the student.

  3. Configurable fields

  4. Name: Must match name of document in REM document setup. If a matching document is not found in REM setup, the following error is thrown at time of application processing: "Document name of 'docname' not found."

  5. Special "{fay}" text can be used in name, it will automatically be replaced by the federal award year of the questionnaire (e.g. 2012-2013, 2013-2014, etc)

    1. W-2 document, scope uniqueness is turned off in REM

    2. Student selects "Will Not File"

    3. Student indicates that they received a W-2 from Employer 1 and provides information for Employer 1 (Employer A)

    4. Student indicates that they received a W-2 from Employer 2 and provides information for Employer 2 (Employer B)

When:

  1. User changes W-2 for Employer A to satisfied in REM

  2. Student completes and signs the Verification Worksheet - Change smart form for same FAY

    1. Student selects "Will Note File"

    2. Student updates the information for Employer 1 to Employer B

    3. Student updates the information for Employer 2 to Employer C

    4. Student deletes the information for Employer 3

    5. REM

Then:

  1. The W-2 for Employer A is unchanged

  2. The W-2 for Employer B remains unchanged

  3. The W-2 for Employer C is created with a needed status

Technical Details

  1. Condition (expression) -> an optional javascript expression, similar to dependency / complex validator expressions which can be set. If it's set, the doc req will only attempt to persist if the expression results in true. Will handle {questionCode} formatting. No special logic for whether questions are hidden, visible, etc.

  2. Match configuration - Capability to create, update, or do nothing if a matched document for the student already exists based on the existing doc requirement status. User can select multiple statuses for update vs create. Status selection will be mutually exclusive (a doc status can only exist in one of the following items):

  3. Update On Match Statuses: (selected document statuses)

  4. Create On Match Statuses: (selected document statuses)

  5. Otherwise ignore

  6. Can configure to create the document if there is no match

  7. Scope: STUDENT or FEDERALAWARDYEAR

  8. Status: NEEDED,SATISFIED,UNSATISFIED,RECEIVED,INCOMPLETE,WAIVED

  9. Status doc will be saved as if the questionnaire is not an esign questionnaire, or it is an esign questionnaire but user did not esign (they paper signed instead)

  10. ESignedStatus: NEEDED,SATISFIED,UNSATISFIED,RECEIVED,INCOMPLETE,WAIVED

  11. Document will be created or updated with this status if it's an ESIGN questionnaire and the user did choose to E-sign

  12. FEDERALAWARDYEAR will be set to Federal Award Year of questionnaire

  13. Supported entry types: AddressRelated, AwardRelated, AuditRelated, COARelated, CODRelated, DisbursementRelated, DocumentRelated, EnrollmentRelated, ISIRRelated, NeedRelated, PLUSRelated, PJRelated, QARelated, ResourceRelated, R2T4Related, SAPRelated, SBLLoad, ServiceRelated, VerificationRelated, CommunicationRelated, Other, ESTRelated, WorkStudyRelated

  14. Attachment Type: None, PdfTemplate, FAFSA

  15. None - no attachment stored in REM

  16. PdfTemplate - Indicates a PDF attachment will be created based on the value of Attachment Template

  17. FAFSA - The standard Dept. Of Ed. FAFSA (that matches fed award year of questionnaire) will be pre-populated from the SNAP questionnaire.

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File Name: The name to use for fwith the file name associated with the student's document requirement record in REM.or the file name associated

Template Name: Used in combination with attachment type and will generate a document using the specified template when persisting the student's document requirement in REM.

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