In Regent’s Smart Form Manager tool, 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. application.
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Clients may not make changes to any of Regent’s standard smart forms, including: |
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Clients are NOT to make changes to Regent standard smart forms, such as the Verification Worksheet. Collaboration with the client’s must contact their Regent Account Manager/Project Manager is REQUIRED for prior to making changes to any existing custom Smart Formsmart form. |
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If a client makes changes to an existing Smart Form any 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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To use the Smart Form Manager, clients must:
Be on Regent Award Release 6.5.0.0 Release or a subsequent Release.
Update Global Permissions → Tools Permissions → Smart Form Manager for applicable user role(s.)
Ensure all Active (able to be used) and Inactive (not in use) smart forms are visible.
If creating a new smart form, ensure it is being created in a QA environment, then configure the associated document in Document Setup for testing.
If importing/uploading a new smart form from a QA environment into Production, ensure the associated document was successfully configured and validated in a QA environment.
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Clients should never create or edit smart forms directly in Production. Always create/edit and fully validate smart forms in a QA environment, then import/upload a successfully validated smart form to Production. |
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Clients should save/export smart forms drafted in a QA to prevent overwriting by scheduled or ad-hoc restores. If data clean-up efforts are required as a result, a Statement of Work (SOW) may be required with associated costs paid by the client. |
Smart Form Manager
To access the Smart Form Manager, go to Tools in the left navigation menu and click Smart Form Manager. The following options are available in the Smart Form Manager tab tree-view:
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After selecting “Create Smart Form”, the user will be presented with key data fields to be completed. Fields names indicated in red textare required. After the data on this screen is saved, other setup tabs for the smart form are presented and the form is available in either the Active Smart Forms or Inactive Smart Forms menu, depending on the Start Date and End Date values that were entered.
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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 at the top of the smart form in the Student Experience portal. | Textbox | | Federal Award Year | Required | This value is used when creating or updating the smart form document requirement, if the document is configured as a FAY scope, by ensuring only the 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 FAY is ignored when creating the smart form document requirement or updating upon completion. | Dropdown | | Start Date | Required | This value used as the effective begin date to allow students to access the smart form within the Student Experience portal. | Calendar Date | | End Date | Required | This value is used as the effective end date to allow students to access the smart form within the Student Experience portal. | Calendar Date | | Smart Form Type | Required | This value is used to link a document to an active smart form to make it available via the Student Experience portal. | Checkbox | | Code | Required | This value is used as a short name to identify the 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 information is available to pull into the smart form. | Checkbox | Selected Not Selected (Default)
| ISIR Information | Optional | When this option is selected, the student’s ISIR Information is available to pull into the smart form. | Checkbox | Selected Not Selected (Default)
| Student Portal Authorizations | Optional | When this option is selected, the student’s Portal Authorizations are available to pull into the smart form. | Checkbox | Selected Not Selected (Default)
| UDF Information | Optional | When this option is selected, the student’s UDF Information is available to pull into the smart form. | Checkbox | Selected Not Selected (Default)
| Regent Access | Optional | When this option is selected, the student’s Regent Access information is available to pull into the smart form. Note: This is only applicable to clients that have a Regent Access license. | Checkbox | Selected Not Selected (Default)
| Fund Information | Optional | When this option is selected, the student’s Fund fund information is available to pull into the smart 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 form. | Textbox (Read-only) | | Created At | | The date on which a new smart form was created. | Textbox (Read-only) | | Modified At | | The last date on which a 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 added, funds can be |
Persistence is the automated creation or assignment of defined data within Regent. Document Persistence allows users to create rules using regular expressions to add or update a document requirement in Regent -- see https://www.geeksforgeeks.org/javascript-regexpregular-expression/. Persisted document requirements are added and updated upon the completion of the smart form, including signature(s). 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 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 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 form. Although required, this status is only used when the 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 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 form. Although required, this status is only used when the 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. 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. | Textbox | | Create on No Match | Optional | If checked, the Document Persistence will be created in 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 checked, the Document Persistence associates the document being created or updated to a Document in Regent Enterprise Management (REM). An 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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Section Field Name | Required/Optional | Description | Field Type | Field Options |
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Template Engine | Required | 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 | | Section Name | Required | The text entered in this field is displayed in the Smart Form menu in the Student Portal as the Menu Section Name. Section Names should be unique within the smart form. | Textbox | | Code | Required | The text entered here will be used as a short name to identify the Section in the Smart Form Manager. | Textbox Allows alpha-numeric characters without spaces | | Sort Order | Required | The number entered here will be used to sort Sections in the smart form from the lowest Sort Order to the highest Sort Order. | Numeric box | | Visible | Optional | If selected, the Section will be visible by default. If unselected, the Section will not be visible by default. Dependency logic can be used to display or hide the Section from its initial default state. | Checkbox | | Additional Information & Advanced Settings | Section Id | | A system-generated ID is created and associated when creating a new section. | Textbox (Read-only) | | Created At | | This is the date upon which a new section is created. | Textbox (Read-only) | | Modified At | | This is the last date upon which a section was modified. | Textbox (Read-only) | | Section Title | Optional | The text entered in this field is displayed at the top of the smart Form page. | Textbox | | Section Information | Optional | The text entered in this field is displayed at the top of the smart form page beneath the Section Title, if configured | Text Area | | Parent Information | Optional | The selection(s) in this section can be used as an identifier or in validation and dependency logic in the smart form. | Checkbox | Selected Unselected (Default)
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Group Field Name | Required/Optional | Description | Field Type | Field Options |
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Template Engine | Required | 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 | | Group Name | Required | The text entered in this field is displayed as a Group Title for a set of one or more questions within the smart form in the Student Portal. Group Names should be unique within the smart form. | Textbox | | Group Instructions | Optional | The text entered here is displayed as instructional messaging for the questions within the group. | Textbox | | Code | Required | The text entered here will be used as a short name to identify the Group in the Smart Form Manager. | Textbox Allows alpha-numeric characters without spaces | | Sort Order | Required | The number entered here will be used to sort Groups within the Section from the lowest Sort Order to the highest Sort Order. | Numeric | | Visible | Optional | If selected, the Group will be visible by default. If unselected, the Group will not be visible by default. Dependency logic can be used to display or hide the Group from its initial default state. | Checkbox | Selected Not Selected (Default)
| Page Index | Required | Groups can be displayed on different pages within each Section. The number entered here will be used to determine which page the Group is displayed on. | Numeric | | Groups Additional Information & Advanced Settings | Group Id | | A system-generated ID is created and associated when creating a new group. | | | Created At | | This is the date upon which a new group is created. | | | Modified At | | This is the last date upon which a group was modified. | | |
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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 Institution External ID from Regent | | This is legacy shortcut that is no longer used. | | This is legacy shortcut that is no longer used. | | This returns the Campus Name from Regent | | This returns the Campus External ID from Regent | | This returns the Site Name from Regent | | This returns the Site External ID from Regent | | This returns the Program Name from Regent | | This returns the Program External ID from Regent | | This returns the Program Type from Regent | | This returns the Section Code from Regent | | This returns the Campus ID from Regent | | 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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