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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 instances (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.

Clients are not required to create, edit, or manage their own custom smart forms. Clients may continue to engage Regent for support in creating, editing, or updating any custom smart forms.

Note

Clients may not make changes to any of Regent’s standard smart forms, including:

  • All Verification Worksheets

  • FERPA Authorizations

  • Thank You Note

  • Title IV Authorizations

Note

Clients must contact their Regent Account Manager/Project Manager prior to making changes to any existing custom smart form.

Note

If a client makes changes to any smart form and Any data clean-up efforts that are required as a result , of client actions on smart forms may require a Statement of Work (SOW) may be required with associated costs paid by the client.

Note

Clients should never create or edit smart forms directly in Production. Always create/edit and fully validate smart forms in a QA instance, then import/upload a successfully validated smart form to Production.

Note

Clients should save/export smart forms drafted in a QA to prevent overwriting by scheduled or ad-hoc restores.

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Once enabled on the backend by Regent, the Smart Form Manager is available in the Regent Tools menu for users with the Global Permission enabled for the assigned role to view and edit smart forms within the ‘Smart Smart Form Manager’ Manager tool. NOTE: This tool is designed to be used at the Enterprise level, but an Institution- or Campus-specific Smart Form can be created and associated to a document via Document Setup for one or more Institution or Campus.

To use the Smart Form Manager, clients a client must:

  1. Be on Regent Release 6.5.0.0 or a subsequent Release.

  2. Update Global Permissions → Tools Permissions → Smart Form Manager for applicable user role(s).)

  3. Ensure all Active (able to be used) and Inactive (not in use) smart forms are visible.

    1. 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.

    2. 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.

Note

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.

Note

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:

  • + Create Smart Form – Begin the creation of a new smart form

  • + Import Smart Form – Import/upload a smart form from one environment to another, e.g. QA to Production

  • → Active Smart Forms – Access an existing ‘Active' smart form. A smart form is considered ‘Active’ if today’s date falls within the effective Start Date and End Date defined on the Smart Form Information tab.

  • → Inactive Smart Forms – Access an existing ‘Inactive’ smart form. A smart form is considered ‘Inactive’ if today’s date does not fall within the effective Start and End Date defined on the Smart Form Information tab.

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Create (or Edit) a Smart Form

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Note

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:

  • + Create Smart Form – Begin the creation of a new smart form

  • + Import Smart Form – Import/upload a smart form from one instance to another, e.g. QA to Production

  • → Active Smart Forms – Access an existing ‘Active' smart form. A smart form is considered ‘Active’ if today’s date falls within the effective Start Date and End Date defined on the Smart Form Information tab.

  • → Inactive Smart Forms – Access an existing ‘Inactive’ smart form. A smart form is considered ‘Inactive’ if today’s date does not fall within the effective Start and End Date defined on the Smart Form Information tab.

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Create (or Edit) a Smart Form

To create a new smart form from scratch, select the “Create Smart Form” option in the Smart Form Manager.

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To copy an existing smart form as the starting point for a new smart form, select the existing smart form from the nested list under Active Smart Forms or Inactive Smart Forms and click the Copy tab. Complete the fields on the Copy tab to copy the selected smart form to the same QA instance. The newly created smart form will appear in the same destination (Active or Inactive Smart Forms) as the copied smart form. All data from the copied smart form will be applied to the new smart form, excluding dependencies or validators. Note: The user must update the Code field to a unique value.

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To export an existing smart form as the starting point for a new smart form, select the existing smart form from the nested list under Active Smart Forms or Inactive Smart Forms and click the Export tab. The existing smart form will be exported as an eXtensible Markup Language (XML) file to the user’s computer.

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General Smart Form Setup

In the UI, 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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General Smart Form Setup

Four tabs are used to setup the general information for the smart form:

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Expand
titleValidator Fields

Validator Field Name

Required/Optional

Description

Field Type

Field Options

Validator

Required

The selection here allows different types of validation logic to be entered. If the validation results in ‘true’ or ‘false’.

Dropdown

  • Compare Validator

  • Range Validator

  • Regular Expression Validator

  • Complex Validator

  • Expression Based

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

Question > Options

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Expand
titleOption Fields

Option Field Name

Required/Optional

Description

Field Type

Field Options

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

  • Static

  • Velocity

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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Expand
titleDependency Rule Fields

Dependency Rule Field Name

Required/Optional

Description

Field Type

Field Options

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

  • All question codes in sequential order within the Smart Form

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

  • All question options configured in sequential order for the selected Question.

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.

Expressions
Anchor
Expressions
Expressions

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:

Expand
titleShortkeys

Shortcut Name

Description

  • {fay)

Automatically inserts the Federal Award Year of the smart form (e.g. 2024-2025).

  • {YearDescription}

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.

  • {YearCode}

This returns a special int which is essentially (max year of FAY)-2020. So for 2023-2024 FAY, the year code would be 4.

  • {InstitutionExternalId}

This returns the Institution External ID from Regent

  • {LocationName}

This is legacy shortcut that is no longer used.

  • {LocationExternalId}

This is legacy shortcut that is no longer used.

  • {CampusName}

This returns the Campus Name from Regent

  • {CampusExternalId}

This returns the Campus External ID from Regent

  • {SiteName}

This returns the Site Name from Regent

  • {SiteExternalId}

This returns the Site External ID from Regent

  • {ProgramName}

This returns the Program Name from Regent

  • {ProgramExternalId}

This returns the Program External ID from Regent

  • {ProgramType}

This returns the Program Type from Regent

  • {sectionCode}

This returns the Section Code from Regent

  • {group Code}

This returns the Campus ID from Regent

  • {questionCode}

Question values are referenced by using the following notation {questionCode}

Expand
titleHelper Functions

Helper Functions

  • UpperCase - returns string

  • Returns string

  • Converts the argument to UPPER CASE.

  • Example: SnapUtility.UpperCase("yes") returns "YES”

  • Trim

  • Returns string

  • Removes leading and trailing whitespace.

  • Example: SnapUtility.Trim("   Hello   ") returns "Hello"

  • EqualOfAny

  • 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.

  • IsNumber

  • 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

  • CheckNumber

  • 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

  • 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

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

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?

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

  • Does this statement apply to DRP?

    • No special logic for whether questions are hidden, visible, etc.

  • 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.

  • Is this correct?

    • {YearCode} - This returns a special int which is essentially (max year of FAY)-2020. So for 2023-2024 FAY, the year code would be 4.

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