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This documentation is effective as of Regent Release 6.5.0.0.

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

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Expand
titleQuestion Fields

Question Field Name

Required/Optional

Description

Field Type

Field Options

Field Type

Required

The selection here will be used to determine the question selection type.

Dropdown

  • Textbox

  • Dropdown

  • RadioButton

  • Date

  • SSN

  • Autosize Dropdown

  • MMDDYYYY Dropdown

  • HyperlinkButton

  • Text Only

  • MMYYYY Dropdown Date

  • Text Area

  • Checkbox

  • Currency - Whole Dollar

  • Phone

Data Type

Required

The Data Type entered here will determine how the value is saved in the database and if the question is queryable, the available operators in the Regent Query Tool. If this field is not selected.

Dropdown

  • Text

  • Amount

  • Long Date (e.g. MM/DD/YYYY)

  • Short Date (e.g. MM/YYYY)

  • Number

Make Queryable

Required

When this field is set to ‘Yes’, the question is not made available as an option in the Regent Query Tool. If this field is set to ‘No’, the question will not be available as an option.

Dropdown

  • Text

  • Amount

  • Date

  • NumberYes

  • No

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

  • Static (Default)

  • Velocity

Question

Required

The text entered in this field is displayed as the question text in the smart form.

Textbox

Help Text

Optional

The text entered here will display as help text beneath the question in the smart form.

Textbox

Code

Required

The text entered here will be used as a short name to identify the question in the Smart Form Manager.

Textbox

Allows alpha-numeric characters without spaces

Sort Order

Required

The number entered here will be used to sort questions within the Group from the lowest Sort Order to the highest Sort Order.

Numeric

Pre-populate Question Response from

Optional

If ‘Prior Smart Form’ is selected, the question response is pre-populated from the most recently completed smart form with the same smart form Type, regardless of the FAY scope. If ‘Prior Smart Form with same FAY’ is selected, the question response is pre-populated from the most recently completed smart form with the same Smart Form Type and the same FAY scope. If ‘None’ is selected, the question response presented in the smart form is not pre-populated.

Dropdown

  • None (Default)

  • Prior Smart Form

  • Prior Smart Form with same FAY

Default Question Response

Optional

The text or input value entered here will be used to pre-populate the response for the question in the smart form based on predefined Regent data or one of the available options.

Textbox

Maximum Number of Characters Allowed in Response

Optional

The number entered here will be used to as the limit for the number of characters allowed in the user response for this question when completing the smart form.

Numeric

Maximum Characters: 10

Required

Optional

When this field is selected, the question requires a response in the smart form. If selected, this question is always displayed if the section and group are displayed and takes precedence over the ‘visible’ setting for the question. If dependency logic is desired for the question, the ‘visible’ setting should be used to display or hide the question from its initial default state.

Checkbox

  • Selected

  • Not Selected (Default)

Visible

Optional

If selected, the Question will be visible by default. If unselected, the Question will not be visible by default. Dependency logic can be used to display or hide the Question from its initial default state.

Checkbox

  • Selected

  • Not Selected (Default)

Read Only

Optional

When this selection is selected, no question options will be required or available.

Checkbox

  • Selected

  • Not Selected (Default)

Additional Information and Advanced Settings

Question Id

A system-generated ID is created and associated when creating a new question.

Created At

This is the date upon which a new question is created.

Modified At

This is the last date upon which a question was modified.

Reset Response if Hidden

Optional

When this field is selected, the question response will revert back to the original default response value (e.g. blank, unselected) if the question is subsequently hidden due to smart logic. For example, if a user answers ‘Yes’ to this question then changes a prior question that forces this question to no longer display, the response value is then reverted back to the original default response value.

Checkbox

  • Selected

  • Not Selected (Default)

Reset Response if Restarted

Optional

When this field is selected, the question response will revert back to the original default response value (e.g. blank, unselected) if the question is subsequently displayed after being hidden due to smart logic.

Checkbox

  • Selected

  • Not Selected (Default)

Auto Capitalize

Optional

When this field is selected, the response will be user response in the smart form is automatically updated to all capital letters.

Checkbox

  • Selected

  • Not Selected (Default)

Options Expression

Optional

This field allows an expression to be provided by the user when to display an option 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

Secure

Optional

This is a legacy setting and is no longer used.

Checkbox

  • Selected

  • Not Selected (Default)

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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}

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 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 a legacy shortcut that is no longer used.

  • {LocationExternalId}

This is a 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

  • {groupCode}

This returns the Campus ID from Regent

  • {questionCode}

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

Expand
titleHelper Functions

Helper Functions

Description

  • UpperCase

  • 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

  • Check 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

  • Check 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

  • Check to see how the 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'.

Expand
titleChange Log

Date

4/4/2024

  • Added new ‘Make Queryable’ field

  • Updated helptext for Data Type field

  • Separated the ‘Date’ Data Type into two:

    • Long Date

    • Short Date