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This documentation is effective as of Regent Release 6.5.0.0.

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Note

PLEASE NOTE the following important warnings and guidance regarding Smart Form Manager:

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

    • All Verification Worksheets

    • FERPA Authorizations

    • Thank You Note

    • Title IV Authorizations

    • MHEC Remain Drug Free

    • Any forms related to State Fund awarding

  • Clients must

contact their Regent Account Manager/Project Manager prior to

  • follow the procedures below when making changes to any existing customsmart form.

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

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

  • Any data clean-up efforts that are required as a result of client actions on smart forms may require a Statement of Work (SOW) with associated costs paid by the client.

Procedure for Updating Forms Using Smart Form Manager

  1. Create a CZ ticket to communicate updates to the form and provide a clear description of the changes being made.

  2. Make a copy of the form in Smart Form Manager and increment the Revision Number on the Information tab.

  3. After changes are made, export the Smart Form and attach the file to the ticket, including the revision number in the file name.

  4. After testing of changes, when the new version is imported into the Production environment, select ‘Invalidate Smart Forms with the same name.’

  5. If future changes to the form are requested from Regent, the latest revision of the form must be included in the ticket to ensure Regent is working from the correct version.

Table of Contents

Table of Contents
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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
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

Desription of Change

Editor

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

4/8/2024

  • Added Revision Number

12/9/24

Added procedures for using Smart Form Manager

Heather Smith