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Introduction

...

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.

Getting Started

Schools will need to:

  1. Be on or upgrade to the Regent Award 6.5.0.0 Release or a subsequent Release

  2. Update Enterprise Permission

  3. Create Smart Form

  4. Update Document Tracking Setup

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Expand
titleShortkeys

Shortcut Name

Description

  • {fay)

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

  • {YearDescription}

Name of smart form

  • {YearCode}

  • This returns a special int which is essentially (max year of FAY)-2010. So for 2018-2019 FAY, the year code would be 9.

  • {InstitutionExternalId}

  • {LocationName}

legacy

  • {LocationExternalId}

legacy

  • {CampusName}

  • {CampusExternalId}

  • {SiteName}

  • {SiteExternalId}

  • {ProgramName}

  • {ProgramExternalId}

  • {ProgramType}

Helper Functions

  • UpperCase - returns string

  • EqualOfAny -

    returns string - Converts the argument to UPPER CASE. eg: SnapUtility.UpperCase("upper case") returns "UPPER CASE".

  • Trim

  • returns string - Removes leading and trailing whitespace.  eg: SnapUtility.Trim("   Hello   ") returns "Hello".

  • EqualOfAny

  • returns boolean - Performs TrimUpper and checks if the first argument is in the list of remaining arguments (this function is case insensitive).  eg: SnapUtility.EqualOfAny("Hi", "Does", "hi", "exist") returns true.

  • IsNumber

    -

  • returns number - Checks to see if the first argument is a number.  If it is not, the second argument is returned.  eg: SnapUtility.IsNumber("Dog", -1) returns -1.

  • CheckNumber

  • CompareDate

    -

  • returns number - Checks to see how two dates compare.  If the first date is after the second date, the function will return a positive number.  If the second date is after the first one, the function will return a negative number.  If the dates are the same, the function will return 0.  If the arguments cannot be resolved to dates, the function returns NaN.  eg: SnapUtility.CompareDate('07/19/2013', '08/01/2013') returns -1.

  • IsCurrentDateBetween

    -

  • returns boolean - Checks to see if the current date falls in a range (non-inclusive).  eg: SnapUtility.IsCurrentDateBetween('01/01/2013', '01/01/3000') returns true.

  • IsCurrentDateBefore

  • IsCurrentDateAfter -

    returns boolean - Checks if the current date falls

    after

    before a specified date.  eg: SnapUtility.

    IsCurrentDateAfter

    IsCurrentDateBefore('01/01/2013') returns

    true.

  • IsCurrentDateBefore - returns boolean - Checks if the current date falls before a specified date.  eg: SnapUtility.IsCurrentDateBefore('01/01/2013') returns false.

    • AddDaysToDate

    false.

  • AddDaysToDate

  • - returns Date - Adds a specified number of days to the specified date.  eg: SnapUtility.AddDaysToDate('01/01/2013', 9) returns '01/10/2013'

    .

    returns string - Converts the argument to UPPER CASE. eg: SnapUtility.UpperCase("upper case") returns "UPPER CASE".

  • Trim - returns string - Removes leading and trailing whitespace.  eg: SnapUtility.Trim("   Hello   ") returns "Hello".

Expand
titleDocument Requirement Persistence Fields

DRP Field Name

Required/Optional

DRP Field Description

DRP Field Type

Question Field Options

Document Name

Required

This is the name of the document configured in Regent to update or create based on the persistence logic.

When configuring a Document Persistence, 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'.

Textbox

Scope

Required

This is the document scope associated with the document requirement to update or create.

Dropdown

  • Student

  • Federal Award Year

  • Student and Reason

  • Federal Award Year and Reason

Note: Payment Period and Academic Year scopes are not available options.

Default Status

Required

This is the status the document requirement is set to upon the completion of the Smart Form.

Although required, this status is only used when the Smart Form is not configured for electronic signatures.

Dropdown

  • Static

  • Velocity

Activity Log Entry Status

Required

This is the Activity Type for the
Activity Log Entry in Regent logging status changes and new document requirements.

Dropdown

Esigned Status

Required

This is the status the document requirement is set to upon the completion of the Smart Form.

Although required, this status is only used when the Smart Form is configured for electronic signatures.

Textbox

Condition Expression

Required

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.

Textbox

Create on No Match

Optional

If checked, the DRP will be create 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.

Checkbox

  • Selected

  • Unselected (Default)

For Transfer

Optional

This is a legacy setting and is no longer used.

Checkbox

  • Selected

  • Unselected (Default)

REM Linked Document

Optional

If checked, the DRP document

Checkbox

  • Selected (Default)

  • Unselected

Document Reason

Optional

Textbox

Update Statuses

Optional

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

Optional

The list of available document requirement statuses.

Create Statuses

Optional

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

Document Persistence Additional Information & Advanced Settings

File Name

Optional

This is a legacy setting and is no longer used.

Textbox

Template Name

Required

This is a legacy setting and is no longer used.

Textbox

Attachment Type

This is a legacy setting and is no longer used.

Dropdown

  • Pdf Template

  • FAFSA

...