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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Overview
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 Form 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 will need to:
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 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 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.
The following options are available in the tree-view menu:
+ Create Smart Form – Used to begin the creation of a new smart form
+ Import Smart Form – Used to import/upload a smart form from one environment to another, e.g. QA to Production
→ Active Smart Forms – Used to 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 – Used to 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
Beneath the form name in the menu, hierarchal options will be available to build the smart form. Sections must be created first, then Groups, then Questions. When Sections, Groups, and Questions have been created, they can be edited at any time.
General Smart Form Setup
Four tabs are used to setup the basics of 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 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.
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PLEASE NOTE the following important warnings and guidance regarding Smart Form Manager:
Procedures for Updating Forms Using Smart Form Manager
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Table of Contents
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Overview
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 Form Manager tool. 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, a client must:
Submit a Customer Zone Support ticket requesting Smart Form Manager and Admin Panel Tools be enabled on the backend by Regent
Be on Regent Release 6.5.0.0 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.
Accessing 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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Creating (or Editing) 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, which can subsequently be imported into another environment via the Import Smart Form in the treeview menu.
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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. Four tabs are used to setup the general information for the smart form:
Information tab
Document Persistence tab
Student Persistence tab
Parent/Spouse Persistence tab
Smart Form > Information tab
The Information tab provides basic smart form setup information. After the Once entered data on this screen is Savedsaved, 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 effective dates.
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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 persistence is inaccurate, funds may not be packaged and/or disbursed as expected. |
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/) to add or update a student document requirement in Regent. Document . 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.
Document Setup must be considered when adding Document Persistence. For example, if a document is configured to ‘Enforce Scope Uniqueness’, a new document will not be added if it the document already exists, ; however, the status of an existing document can be updated via Document Persistence. Alternatively, if documents are configured to be added automatically via another process (e.g. ISIR Import), the Document Persistence can be used to update the Document Status on an existing document(s). For example, Document A is a document requirement assigned by ISIR Import with an initial status of “Needed”.
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The student completes and signs Smart Form Z, which has Document Persistence defined to update the status of Document A from “Needed” to “Waived”.
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Smart Form > Student Persistence tab
Student Persistence updates the the Student Details tab > Student Portal Authorization fields in Regent based on the smart form question response(s). Student Persistence is added and updated upon the completion of the smart form, including all required signature(s).
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Smart Form > Parent/Spouse Persistence tab
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Parent/Spouse Persistence Field Name Required/Optional Description Field Type Field Options Contact Type | Upon the completion of the smart 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 RegentOptional
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Smart Form
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First Name
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Optional
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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.
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Dropdown
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All question codes in sequential order within the Smart Form
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> Parent/Spouse Persistence tab
Parent/Spouse Persistence updates the Student Details tab > Parent/Spouse Reference Information fieldsin Regent based on the smart form question response(s). Parent/Spouse Persistence is added and updated upon the completion of the smart form, including all required signature(s).
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Section Field Name Required/Optional Description Field Type Field Options 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. 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 | OptionalSection Information
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Sections/Groups/Questions
Sections
In the Student Experience portal, each smart form Section will be listed in the menu for the smart form. Sections are presented in order based on the number entered in the Section > Sort Order field.
Two tabs are used to setup sections in the Smart Form Manager:
Information
Dependencies
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Section > Information Tab
The Information tab provides basic setup information for the smart form Section, including Section Name and Sort Order.
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Sections/Groups/Questions
A smart form is comprised of Sections, which are comprised of Groups, which are comprised of Questions.
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Sections
In the Student Experience portal, each smart form Section will be listed in the menu for the smart form. Sections are presented in order based on the number entered in the Section > Sort Order field.
Two tabs are used to setup Sections in the Smart Form Manager:
Information
Dependencies
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Section > Information Tab
The Information tab provides basic setup information for the smart form Section, including Section Name and Sort Order.
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Groups Additional Information & Advanced Settings
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Group Id
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A system-generated ID is created and associated when creating a new group.
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Created At
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This is the date upon which a new group is created.
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Modified At
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This is the last date upon which a group was modified.
Group > Dependencies
Dependencies determine when a 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.
Questions
Questions are displayed within each group. 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 section. 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 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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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
Data Type Required The Data Type entered here will determine how the value is saved in the database and the available operators in the Regent Query Tool. If this field is not selected, the question is not available as an option in the Regent Query Tool. Dropdown
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
Question Required The text entered in this field is displayed as the question with the Group and Section on the smart form in the Student Portal. 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
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
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
Read Only Optional When this selection is selected, no question options will be required or available. Checkbox
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
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
Auto Capitalize | When this field is selected, the response will be user response in the smart form is automatically updated to all capital lettersOptional
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Section > Dependencies tab
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.
Groups
Groups are used within each 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 section. 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:
Information - 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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Group Field Name
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Required/Optional
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Description
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Field Type
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Field Options
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Template Engine
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Required
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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).
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Dropdown
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Static (Default)
Velocity
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Group Name
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Required
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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.
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Textbox
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Group Instructions
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Optional
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The text entered here is displayed as instructional messaging for the questions within the group.
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Textbox
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Code
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Required
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The text entered here will be used as a short name to identify the Group in the Smart Form Manager.
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Textbox
Allows alpha-numeric characters without spaces
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Sort Order
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Required
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The number entered here will be used to sort Groups within the Section from the lowest Sort Order to the highest Sort Order.
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Numeric
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Visible
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Optional
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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.
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Checkbox
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Selected
Not Selected (Default)
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Page Index
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Required
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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.
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Numeric
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Section > Dependencies tab
Dependencies determine when a section will be presented within the smart form based on defined rules. Dependencies can be applied at the Section, Group, and Question level. See Dependencies section below for more information.
Groups
Groups are used within each 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 section. 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 Groups in the Smart Form Manager:
Information
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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Group > Dependencies tab
Dependencies determine when a 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.
Questions
Questions are displayed within each group. 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 section. 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 Questions in the Smart Form Manager:
Information
Dependencies
Validators
Options
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Question > Information tab
The Information tab provides basic setup information for the smart form question, including Question Name and Sort Order.
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Validator
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| 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 |
| 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 |
Question > Dependencies
Dependencies determine when a 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.
Question > Validators
A validator can be created to prevent students from entering an invalid response for the question in the smart form, and display messaging to the user to indicate a valid response.
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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 |
Question > Options
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Option Field Name
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Required/Optional
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Description
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Field Type
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Field Options
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Template Engine
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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
...
Smart forms can be designed to use conditional logic to tailor each Question to an individual applicant and minimize the number of Questions an applicant is required to answer by using Dependency logic. Dependencies use dynamic logic for Sections, Groups, and Questions to make visible or hide based on responses to Questions within the smart form. Dependencies also control if a Question is required when made visible or not. For example, a Dependency can be created to hide a Question, make a Question visible and required, or make a Question visible and optional (not required).
A Section, Group, or Question can have one or more Dependency groups. Each Dependency group is comprised of one or more Dependency rules. Each Dependency group uses a selected Operator Type of ‘AND’ or ‘OR' when evaluating if the Dependency rule(s) are 'true’.
If there are multiple Dependencies with Dependency Rules the dependency logic first evaluates each Dependency Group and the associated Dependency Rules in chronological order based on the 'Created At' date. Then the dependency logic evaluates each dependency rule if the related Dependent Question is displayed to determine if it is ‘true’ or 'false'. Dependency rules are ignored if the related Dependent Question is hidden.
Dependency Groups can have multiple Dependency Rules with a different visibility or required field set for each. In the event of multiple Dependency Rules, a Dependency Group Type of ‘AND’ evaluates if all Dependency Rules are ‘true’ and makes the visible and required determination off of the last Dependency Rule evaluated to make the Dependency Group ‘true’. A Dependency Group Type of ‘OR’ evaluates if at least one Dependency Rule is ‘true’ and makes the visible and required determination off of the first Dependency Rule where the conditions are ‘true’.
Question-Based Dependency:
...
Expression-Based Dependency:
...
| title | Dependency Group Fields |
|---|
...
Dependency Group Field Name
...
Required/Optional
...
Description
...
Field Type
...
Field Options
...
Description
...
Required
...
This field can be used to describe the logic of what the rules are intended to accomplish. For example, a Dependency Group Description may be called, ‘Student is Not Married' while the Dependency Rule(s) are made up of all non-married marital statuses.
...
Textbox
...
Type
...
Required
...
This field determines the operator type that is used to evaluate the dependency rules. The ‘And’ operator type is used to determine if all Dependency Rules within the Dependency Group are ‘true’. The ‘Or’ operator type is used to determine if one or more Dependency Rules within the Dependency Group are ‘true’.
...
Dropdown
...
And
Or
...
| title | Dependency 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 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:
...
| title | Shortkeys |
|---|
...
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 Campus ID from Regent
...
{LocationName}
...
This is legacy shortcut that is no longer used.
...
{LocationExternalId}
...
This is legacy shortcut that is no longer used.
...
{CampusName}
...
{CampusExternalId}
...
{SiteName}
...
{SiteExternalId}
...
{ProgramName}
...
{ProgramExternalId}
...
{ProgramType}
...
{sectionCode}
...
{group Code}
...
{questionCode}
...
Question values are referenced by using the following notation {questionCode}
...
| title | Helper 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.
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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Question > Dependencies tab
Dependencies determine when a 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.
Question > Validators tab
A validator can be created to prevent students from entering an invalid response for the question in the smart form, and display messaging to the user to indicate a valid response.
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Question > Options tab
Options can be created to define the available answers to a question.
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Dependencies
Smart forms can be designed to use conditional logic to tailor each Question to an individual applicant and minimize the number of Questions an applicant is required to answer by using Dependency logic. Dependencies use dynamic logic for Sections, Groups, and Questions to make visible or hide based on responses to Questions within the smart form. Dependencies also control whether a Question is required when made visible or not. For example, a Dependency can be created to hide a Question, make a Question visible and required, or make a Question visible and optional (not required).
A Section, Group, or Question can have one or more Dependency groups. Each Dependency group is comprised of one or more Dependency rules. Each Dependency group uses a selected Operator Type of ‘AND’ or ‘OR' when evaluating if the Dependency rule(s) are 'true’.
If there are multiple Dependencies with Dependency Rules the dependency logic first evaluates each Dependency Group and the associated Dependency Rules in chronological order based on the 'Created At' date. Then the dependency logic evaluates each dependency rule if the related Dependent Question is displayed to determine if it is ‘true’ or 'false'. Dependency rules are ignored if the related Dependent Question is hidden.
Dependency Groups can have multiple Dependency Rules with a different visibility or required field set for each. The individual rules have configurable options for visible and required. When different rules in the same Dependency Group have different visible and required options, the first rule that is evaluated will be honored, and all subsequent rules in the Dependency Group will be ignored. In the event of multiple Dependency Rules, a Dependency Group Type of ‘AND’ evaluates if all Dependency Rules are ‘true’ and makes the visible and required determination off of the last Dependency Rule evaluated to make the Dependency Group ‘true’. A Dependency Group Type of ‘OR’ evaluates if at least one Dependency Rule is ‘true’ and makes the visible and required determination off of the first Dependency Rule where the conditions are ‘true’.
Question-based Dependency
...
Expression-based Dependency
...
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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. 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.
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 in this 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 is in curly braces.
The SnapUtility.ReasonEqualToAny is a special function that cannot 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, if one of the dependent questions is hidden. then the whole expression will not be evaluated. However, including“@” before the question code in the expression will allow the smart form to evaluate the question even if it is hidden. Example: (@{studentsMaritalStatus})
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