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 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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custom smart forms.

Table of Contents

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:the Smart Form Manager, a client must:

1. Submit a Customer Zone Support ticket requesting Smart Form Manager and Admin Panel Tools be enabled on the backend by Regent

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

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

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

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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

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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 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. Once entered 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 effective dates.

Smart Form > Document Persistence tab

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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Smart Form > Student Persistence tab

Student Persistence updates 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).

Smart Form > 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).

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 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.

Section > Dependencies tab

Dependencies determine when a section will be presented within the smart form based on set 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 sections Groups in the Smart Form Manager:

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• 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.

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 sections Questions 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 tab

The Information tab provides basic setup information for the smart form question, including Question Name and Sort Order.

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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Textbox

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Compare Operator

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Optional

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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.

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Dropdown

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• =

• <>

• <

• <=

• >

• >=

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Range min value

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Optional

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The value entered here is used as the minimum

Question > Options

dkdfdkfjlkdjflkajdkl

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Compare to Value

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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’.

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This field only displays when the Validator = Compare Validator.

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 if 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).

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Dependency Groups can have multiple Dependency Rules with a different visibility or required field set for eachrequired 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-

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based Dependency

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Expression-

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based Dependency

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Expand
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

Expand
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 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.

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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

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.

used Logical operators, 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 (||) 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 ||), which can 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: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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This returns the Institution External ID from Regent

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• {LocationName}

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This is legacy shortcut that is no longer used.

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• {LocationExternalId}

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This is legacy shortcut that is no longer used.

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• {CampusName}

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This returns the Campus Name from Regent

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• {CampusExternalId}

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This returns the Campus External ID from Regent

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• {SiteName}

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This returns the Site Name from Regent

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• {SiteExternalId}

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This returns the Site External ID from Regent

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• {ProgramName}

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This returns the Program Name from Regent

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

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Helper Functions

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• UpperCase - returns string

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• Returns string

• Converts the argument to UPPER CASE.

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

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• Trim

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• Returns string

• Removes leading and trailing whitespace.

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

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• EqualOfAny

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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.

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• IsNumber

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• 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

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• CheckNumber

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• 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

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• CompareDate

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• 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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• IsCurrentDateBetween

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• 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.

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• IsCurrentDateBefore

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

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• AddDaysToDate

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• - returns Date - Adds a specified number of days to the specified date.  eg: SnapUtility.AddDaysToDate('01/01/2013', 9) returns '01/10/2013'.

Questions:

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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):

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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)

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Does this statement apply to DRP?

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

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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?

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