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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.
Getting Started
Schools will need to:
Be on or upgrade to the Regent Award 6.5.0.0 Release or a subsequent Release
Update Enterprise Permission
Create Smart Form
Update Document Tracking Setup
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Document Persistence
Document Requirements Persistence (DRP) allows 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 ‘I was married at the time of FAFSA completion but am no longer married’ on a Marital Status Confirmation Smart Form, DRP Document Persistence can be created to add the student Tax Return a Divorce Decree document requirement with a status of ‘Needed’ to collect the additional documentation required.
Document Setup must be considered when adding DRP. If Document Persistence. For example, if a document is configured to Enforce ‘Enforce Scope UniquenessUniqueness’, a new document is will not be added if it already exists but , however, the status of an existing document can be updated. If Alternatively, if documents are configured to be added upon ISIR import, DRP automatically via another process (e.g. ISIR Import), the Document Persistence can be used to update the document status Document Status on an existing document(s).
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| title | Document Requirement Persistence Fields |
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DRP Field Name | Required/Optional | DRP Field Description | DRP Field Type | Question Field Options |
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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 | 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 | | 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 selected, the Document Persistence associates the document being created or updated to a Document in Regent Enterprise Management (REM). An unselected REM Linked Document field is legacy code that is no longer supported. | Checkbox | Selected (Default) Unselected
| Document Reason | Optional | If added, the Document Reason, which is defined as an expression will be added to the ‘reason’ field on the associated Document Requirement when creating or updating the document in Regent. | Textbox | | Update Statuses | Optional | A Document Requirement is updated in Regent to the Default Status or Esigned Status if a Document Requirement in Regent has one of the statuses listed in this column upon completion of the Smart Form. | Drag-and-Drop, Multi-selection | | Available Statuses | Optional | The list of available document requirement statuses to select the ‘update’ or ‘create’ statuses from. | Drag-and-Drop, Multi- selection | | Create Statuses | Optional | A Document Requirement is created in Regent if a Document Requirement does not exist with one of the statuses listed in this column upon completion of the Smart Form. | Drag-and-Drop, Multi- selection | | 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 | |
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Student Persistence
Student Persistence updates the Student Portal Authorization fields in Regent based on Student Authorizations and update add or update a student document requirement in Regent. Student Persistence is added and updated upon the completion of the Smart Form, including all required signature(s).
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