In the Regent Smart Form Manager, clients with a Regent Fund or Regent Review License can create new smart forms, edit client-created smart forms, and import smart forms from different environments (e.g. QA to Production). Smart forms can be designed using conditional logic to tailor each question to the individual completing the form. Document workflows can leverage the use of smart forms in managing the notification, submission, and review of an application.
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Clients are NOT to make changes to Regent standard smart forms, such as the Verification Worksheet. Collaboration with the Account Manager/Project Manager is REQUIRED for changes to any existing custom Smart Form. If a client makes changes to an existing Smart Form and data clean-up efforts are required as a result, a Statement of Work (SOW) may be required with associated costs paid by the client. |
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Be on/upgrade to Regent Award 6.5.0.0 Release or a subsequent Release.
Update Global Permissions → Tools Permissions → Smart Form Manger for applicable user role(s.)
Ensure all Active (in-use) and Inactive (previously-used) smart forms are visible.
If creating a new Smart Formsmart form, ensure it is being created in a QA environment, then configure the associated document in Document Setup for testing.
If loading a new Smart Form smart form from a QA environment into Production, ensure the associated document was successfully configured and validated in a QA environment.
Add about editing in Prod - DO NOT EDIT OR CREATE IN PRODUCTION - QA Environment will be considered the Gold Copy for all smart forms - save work, export if restore
Smart Form Manager
A tree-view menu displays on the left-hand side of the Smart Form Manager tab on the Smart Form Manager screen.
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| title | Information Tab Fields |
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Information Field Name | Required/Optional? | Description | Field Type | Field Options |
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Name | Required | The text entered in this field is displayed as the Smart Form name at the top of the Smart Form smart form in the Student PortalExperience portal. | Textbox | | Federal Award Year | Required | The selection here will be This value is used when creating or updating the Smart Form smart form document requirement, if the document is configured as a FAY scope, by ensuring only the Smart Form smart form document requirement with the associated FAY is created or updated upon completion. If a document is configured as student scope, the Smart Form smart form FAY is ignored when creating the Smart Form smart form document requirement or updating upon completion. | Dropdown | | Start Date | Required | The date entered here will be This value used as the effective begin date to allow students to access the Smart Form smart form within the Student Experience portal. | Calendar Date | | End Date | Required | The date entered here will be This value is used as the effective end date to allow students to access the Smart Form smart form within the Student Experience portal. | Calendar Date | | Smart Form Type | Required | The Smart Form type This value is used to link a Document document to an Active Smart Form active smart form to make it available via the Student PortalExperience portal. | Checkbox | | Code | RequiredThe text entered here will be | This value is used as a short name to identify the Smart Form smart form in the Smart Form Manager. | Textbox Allows alpha-numeric characters without spaces | | Make Regent Data Available | Demographic Information | Optional | When this option is selected, the student’s Demographic demographic information is made available to pull into the Smart Formsmart form. | Checkbox | Selected Not Selected (Default)
| ISIR Information | Optional | When this option is selected, the student’s ISIR Information is made available to pull into the Smart Formsmart form. | Checkbox | Selected Not Selected (Default)
| Student Portal Authorizations | Optional | When this option is selected, the student’s Portal Authorizations are made available to pull into the Smart Formsmart form. | Checkbox | Selected Not Selected (Default)
| UDF Information | Optional | When this option is selected, the student’s UDF Information is made available to pull into the Smart Formsmart form. | Checkbox | Selected Not Selected (Default)
| Regent Access | Optional | When this option is selected, the student’s Regent Access information is made available to pull into the Smart Formsmart form. | Checkbox | Selected Not Selected (Default)
| Fund Information | Optional | When this option is selected, the student’s Fund information is made available to pull into the Smart Formsmart form. | Checkbox | Selected Not Selected (Default)
| Additional Information and Advanced Settings | Smart Form Id | | A system-generated ID that is created and associated when creating a new Smart Formsmart form. | Textbox (Read-only) | | Created At | | This is the The date on which a new Smart Form is smart form was created. | Textbox (Read-only) | | Modified At | | This is the The last date on which a Smart Form smart form was modified. | Textbox (Read-only) | |
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Smart Form > Document Persistence tab
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Clients must use caution when adding document persistence for documents that are configured to ‘Block Packaging’ or ‘Block Disbursements’. If incorrectly administered funds can be |
Document Persistence allows 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 of the smart form, including signature(s), of the smart form. The document requirement is only added or updated if the expression results are true. For example, if a student selects the response, ‘I was married at the time of FAFSA completion but am no longer married’ to a smart form question, Document Persistence can be created to add a Divorce Decree document requirement with a status of ‘Needed’ to collect the additional documentation required based on the student response.
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| title | Document Requirement Persistence Fields |
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Document Persistence Field Name | Required/Optional | Description | Field Type | Field Options |
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Document Name | Required | This value 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 Document Persistence expression, an error message is displayed, ‘Document name of <Document Name> is not found'. | Textbox | | Scope | Required | This is the document scope value 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 value the document requirement is set to upon the completion of the Smart Formsmart form. Although required, this status is only used when the Smart Form smart form is not configured for electronic signatures or when the paper signature option is selected. | Dropdown | | Activity Log Entry Status | Required | This is the Activity Type value for the
Activity Log Entry in Regent logging status changes and new document requirements. | Dropdown | | Esigned Status | Required | This is the status value the document requirement is set to upon the completion of the Smart Formsmart form. Although required, this status is only used when the Smart Form smart form is configured for electronic signatures. | Dropdown | | Condition Expression | Required | A Boolean Expression is defined using logical operator such as, AND (&&) and OR (||), which can be used in combination with built-in expressions (see Shortkeys and Helper Functions under the Expressions section for additional information) , to result in a ‘true’ or ‘false’. Question responses are wrapped in braces ({curly brackets) } within the expression.the question code in curly braces. If an expression does not result in a ‘true’ or 'false', syntax errors are present and the expression is considered invalid. Document Persistence is ignored when an Invalid invalid expression exists. | Textbox | | Create on No Match | Optional | If checked, the DRP will be created in REM Regent 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 selectedchecked, the Document Persistence associates the document being created or updated to a Document in Regent Enterprise Management (REM). An unselected unchecked 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 | | 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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Parent/Spouse Persistence updates the Parent/Spouse Reference Information fieldsin Regent based on the Smart Form smart form question response(s). Parent/Spouse Persistence is added and updated upon the completion of the Smart Formsmart form, including all required signature(s).
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| title | Student Persistence Fields |
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Parent/Spouse Persistence Field Name | Required/Optional | Description | Field Type | Field Options |
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Contact Type | Optional | Upon the completion of the Smart Formsmart form, the question response for the question code selected here is persisted to the Contact Type field in the Parent/Spouse Reference Information section on the Student Details screen in Regent. | Dropdown | | SSN | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the SSN field in the Parent/Spouse Reference Information section on the Student Details screen in Regent. | Dropdown | | First Name | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the First Name field in the Parent/Spouse Reference Information section on the Student Details screen in Regent. | Dropdown | | Birth Date | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Date of Birth field in the Parent/Spouse Reference Information section on the Student Details screen in Regent. | Dropdown | | Middle Name | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Middle Name field in the Parent/Spouse Reference Information section on the Student Details screen in Regent. | Dropdown | | Citizenship Status | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Citizenship Status field in the Parent/Spouse Reference Information section on the Student Details screen in Regent. | Dropdown | | Last Name | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Last Name field in the Parent/Spouse Reference Information section on the Student Details screen in Regent. | Dropdown | | Ferpa | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the FERPA field in the Parent/Spouse Reference Information section on the Student Details screen in Regent. | Dropdown | | Manual plus borrower | Optional | This is a legacy setting and is no longer used. | Dropdown | | Note | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Note field in the Parent/Spouse Reference Information section on the Student Details screen in Regent. | Dropdown | | Phone Info | Type | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Phone Type field in the Parent/Spouse Reference Information → Phone Details on the Student Details screen in Regent. | Dropdown | | Source Type | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Source Type field (not editable) in the Parent/Spouse Reference Information → Phone Details on the Student Details screen in Regent. | Dropdown | | Number | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Number field in the Parent/Spouse Reference Information → Phone Details on the Student Details screen in Regent. | Dropdown | | Email Info | Type | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Email Type field in the Parent/Spouse Reference Information → Email Details on the Student Details screen in Regent. | Dropdown | | Source Type | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Source Type field (not editable) in the Parent/Spouse Reference Information → Email Details on the Student Details screen in Regent. | Dropdown | | Email | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Email Address field in the Parent/Spouse Reference Information → Email Details on the Student Details screen in Regent. | Dropdown | | Address Info | Type | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Address Type field in the Parent/Spouse Reference Information → Address Details on the Student Details screen in Regent. | Dropdown | | Source Type | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Source Type field (not editable) in the Parent/Spouse Reference Information → Address Details on the Student Details screen in Regent. | Dropdown | | Line 1 | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Line 1 field in the Parent/Spouse Reference Information → Address Details on the Student Details screen in Regent. | Dropdown | | Line 2 | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Line 2 field in the Parent/Spouse Reference Information → Address Details on the Student Details screen in Regent. | Dropdown | | City | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the City field in the Parent/Spouse Reference Information → Address Details on the Student Details screen in Regent. | Dropdown | | Zip Code | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Postal Code field in the Parent/Spouse Reference Information → Address Details on the Student Details screen in Regent. | Dropdown | | State | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the State field in the Parent/Spouse Reference Information → Address Details on the Student Details screen in Regent. | Dropdown | |
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Sections/Groups/Questions
Sections
In the Student PortalExperience portal, each section created in the Smart Form Manager smart form Section will be listed in the menu for the Smart Formsmart form. Sections are presented in order based on the number entered in the Section > Sort Order field.
Two tabs are used to set up setup sections in the Smart Form Manager:
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Dependencies determine when a section will be presented within the smart form based on set rules. Dependencies can be applied at the Section, Group, and Question level. See Dependencies section below for more information.
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Groups are used within each Section section to categorize questions. Each group is comprised of one or more questions. All questions contained within a group are organized beneath the Group name defined and displayed within each Sectionsection. Groups display in the smart form in order based on the number entered in the Group Sort Order field.
Two tabs are used to set up sections in the Smart Form Manager:
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- After the ‘Information’ screen is Saved for a newly created Group, the Dependencies screen is presented.
Dependencies
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Group > Information tab
The Information tab provides basic setup information for the smart form Group, including Group Name and Sort Order.
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Dependencies determine when a section group will be presented within the form based on set rules. Dependencies can be applied at Section, Group, and Question level. See Dependencies section below for more information.
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Questions are displayed within each Groupgroup. Each group is comprised of one or more questions. All questions contained within a group are organized beneath the Group group name defined and displayed within each Sectionsection. Questions display in the smart form in order based on the number entered in the Question Sort Order field.
Four tabs are used to set up sections in the smart form tool: Information, Dependencies, Validators, and Options. Smart Form Manager:
Information - After the ‘Information’ screen is Saved for a newly created Group, the other tabs are presented.
Dependencies
Validators
Options
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Question > Information
The Information tab provides basic setup information for the smart form question, including Question Name and Sort Order.
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Dependencies determine when a section question will be presented within the form based on set rules. Dependencies can be applied at Section, Group, and Question level. See Dependencies section below for more information.
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A validator can be created to prevent users students from entering an invalid response for the Question question in the smart form, and display messaging to the user to indicate allowable contenta valid response.
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Validator Field Name | Required/Optional | Description | Field Type | Field Options |
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Validator | Required | The selection here allows different types of validation logic to be entered. If the validation results in ‘true’ or ‘false’. | Dropdown | | Compare to Value | Optional | The value entered here is used to compare the Question response entered using the Compare Operator selected to determine if it is ‘true’ or ‘false’. For example, a Compare to Value = 1 (selected) and the Question response = 2 (unselected). If using an equals (=) operator, the compare logic will be ‘false’ and the Error Message will display. This field only displays when the Validator = Compare Validator. | Textbox | | Compare Operator | Optional | The operator selected here is used as the relationship between the Compare to Value and the Question response entered to determine if it is ‘true’ or ‘false’. For example, a Compare to Value = 1 (selected) and the Question response = 2 (unselected). If using an equals (=) operator, the compare logic will be ‘false’ and the Error Message will display. This field only displays when Validator = Compare Validator. | Dropdown | | Range min value | Optional | The value entered here is used as the minimum | | |
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Question > Options
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Option Field Name | Required/Optional | Description | Field Type | Field Options | |
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Template Engine | Optional | If static is selected, the field content is displayed in the same manner provided. If velocity is selected, a velocity templating engine is used that will allow for dynamic logic and display (see https://velocity.apache.org/engine/1.7/user-guide.html). | Dropdown | | | Option Text | Required | The text entered here displays as the option choice in the Smart Form (e.g. Yes, I am 18 years of age or older. No, I am not 18 years of age or older. | Textbox | | | Option Value | Required | The text entered here will be used as a short name to identify the Option response for a completed Smart Form. This value is also used when writing expressions for Dependencies, Validation, and Document Persistence or when using Velocity templating language. | Textbox | | | Sort Order | Required | The number entered here will be used to sort question options within the Field Type (e.g. dropdown) from the lowest Sort Order to the highest Sort Order. | Numeric | | | Additional Information and Advanced Settings | | Visible Expression | Optional | This field allows an expression to be provided by the user when to make an option visible under the defined conditions. Expressions use JavaScript language (see https://www.geeksforgeeks.org/javascript-regexpregular-expression/) to perform logical and mathematical operations to determine if the expression is true or false. | Textbox | | | Program Types | Optional | This is legacy shortcut that is no longer used. | Textbox | | | Program Years | Optional | This is legacy shortcut that is no longer used. | Textbox | | |
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| title | Dependency Rule Fields |
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Dependency Rule Field Name | Required/Optional | Description | Field Type | Field Options |
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Rule Type | Required | A Question Based rule allows a user to select the Dependent Question from a dropdown with the applicable question response while an Expression Based rule allows a user to create a Boolean Expression which results in ‘true’ or ‘false’. | Dropdown | Question Based Expression Based
| Dependent Question | Required | The Smart Form Question selected here is used as part of the dependency logic determination. This field only displays when the Rule Type = Question Based. | Dropdown | | Question Option | Required | The Smart Form question response selected here is used as part of the dependency logic determination. This field only displays when the Rule Type = Question Based. | Dropdown | | Expression | Required | A Boolean Expression is built using javascript language to apply logical and mathematical operations for one or more Smart Form question(s) and response(s) as part of the dependency logic determination. This field only displays when the Rule Type = Expression Based. | Textbox | | Comparison Operator | Required | The operator selected here is used as the relationship between the Dependent Question and the Question Option. For example, a Dependent Question = ‘Are you married?’ and the Question Option = ‘Yes'. If using an equals (=) operator, the dependency logic would be, if Married question = Yes, dependency rule is ‘true’ and will be applied. This field only displays when the Rule Type = Question Based. | Dropdown | | Required | Optional | A selection here will make the Section, Group, or Question required if it is made visible. If unselected and the Section, Group, or Question is made visible but optional (not required). | Checkbox | | Visible | Optional | A selection here will make the Section, Group, or Question visible. If unselected, the Section, Group, or Question will not be visible. | Checkbox | | Additional Information and Advanced Settings | Rule Id | | A system-generated ID is created and associated when creating a new rule. | | | Created At | | This is the date upon which a new rule is created. | | | Modified At | | This is the last date upon which a rule was modified. | | |
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Expressions use JavaScript language (see https://www.geeksforgeeks.org/javascript-regexpregular-expression/) to perform logical and mathematical operations to determine if the expression is valid.
Document Persistence and Validators use Boolean Expressions to create a ‘true’ or ‘false’ statement. A Boolean Expression is defined using logical operator such as, AND (&&) and OR (||), which can be used in combination with built-in expressions (see Shortkeys and Helper Functions under the Expressions section for additional information), to result in a ‘true’ or ‘false’. Question responses are wrapped in braces (curly brackets) within the expression.the question code in curly braces. If an expression does not result in a ‘true’ or false', syntax errors are present and the expression is considered invalid. Document Persistence is ignored when an Invalid expression exists.
used 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.
For the expression based rules, by placing “@” symbol before the question code in expression, points the application to evaluate this question even if it is hidden. (@{studentsMaritalStatus})
If one of the dependant questions (in case of an expression based rule) is hidden then the whole expression will not be evaluated.
Comparison operator (=, >, <, >=, <=, !, <>, !=)
The symbols "<>" and "!=" are interchangeable operators that mean "not equal".
The Exclaimation point means logical not.f
The individual rules have the flags for visible and required. When different rules in the same dependency have different values for those flags, the first rule that is evaluated will trigger, and all subsequent rules in the dependency will be ignored.
Shortkeys:
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Shortcut Name | Description |
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| Automatically inserts the Federal Award Year of the smart form (e.g. 2024-2025). | | This is the smart form Name Note: This is a legacy field that was used when all smart forms were FAY scope but is still available for use. | | This returns a special int which is essentially (max year of FAY)-2020. So for 2023-2024 FAY, the year code would be 4. | | This returns the Campus ID from Regent | | This is legacy shortcut that is no longer used. | | This is legacy shortcut that is no longer used. | | | | | | | | | | | | | | | | | | | | Question values are referenced by using the following notation {questionCode} |
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Helper Functions | | |
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| | | | | | | Returns boolean Performs TrimUpper and checks if the first argument is in the list of remaining arguments Note: This function is case insensitive. Example: SnapUtility.EqualOfAny("Hi", "Does", "hi", "exist") returns true.
| | | Returns number Checks to see if the first argument is a number. If it is not, the second argument is returned. Example: SnapUtility.IsNumber("Dog", -1) returns -1
| | | Returns number Checks to see if the first argument is a number. If it is not, the second argument is returned. Example: SnapUtility.IsNumber("Dog", -1) returns -1
| | | 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.
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Questions:
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):
Does this mean that the ‘Status’ field is used to determine document status when paper sign option is selected?
Does this statement apply to DRP?
Where should this reside?
If changes are made, the client should use extreme caution by first making a copy and updating the Document configuration Smart Form Type/Code to use the client-created Smart Form. Any changes made directly to a Regent maintained Smart Form will be overridden upon a new release if enhancements or changes are made. Regent will not make changes to or maintain a ‘copy of’ a Regent-maintained Smart Form.
Clients should submit a Customer Zone (CZ) ticket to request updates to the Verification Worksheet or other standard Smart Forms.
Is this correct?
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