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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 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.

notenotenote
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.

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 export and import/upload a successfully validated smart form to Production.

  • Clients should

save/

  • 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.

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:

  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.

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.

...

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.

...

Procedures 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

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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:

  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.

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.

...

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.

...

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.

...

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.

...

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:

...

Expand
titleInformation Tab Fields

Information Field Name

Required/Optional

Description

Field Type

Field Options

Name

Required

The text entered in this field is the smart form name displayed in the Smart Form Manager and the Query Tool in Regent. Note: This is not the smart form name displayed in the Student Portal.

Textbox

Federal Award Year

Required

All smart forms require a FAY selection. A FAY scope document configured is linked to the applicable smart form with the corresponding FAY selected here. If the document is configured as student scope, any FAY selection is acceptable.

Dropdown

  • 2010-2011 through 2049-2050

Start Date

Required

The date entered here will be used as the effective start date for the smart form.

Calendar Date

End Date

Required

The date entered here will be used as the effective end date for the smart form.

Calendar Date

Smart Form Type

Required

The Smart Form Type selected is used to link the smart form to the document in Document Setup.

Checkbox

  • Use Smart Form Code

  • Lists all existing Smart Form Types

Code

Required

The text entered here will be used as a short name to identify the smart form in the Smart Form Manager and Query Tool.

Textbox

Allows alpha-numeric characters without spaces

Revision Number

Required

This field allows users to track different versions of a Smart Form when changes are made.

Numeric

Make Regent Data Available

Demographic Information

Optional

When this option is selected, the Demographic Information saved in Regent is made available to the smart form.

Checkbox

  • Selected

  • Not Selected (Default)

ISIR Information

Optional

When this is selected, the ISIR Information saved in Regent is made available to the smart form.

Checkbox

  • Selected

  • Not Selected (Default)

Student Portal Authorizations

Optional

When this is selected, the Student Portal Authorizations saved in Regent is made available to the smart form.

Checkbox

  • Selected

  • Not Selected (Default)

UDF Information

Optional

When this is selected, User Defined Field information saved in Regent is made available to the smart form.

Checkbox

  • Selected

  • Not Selected (Default)

Regent Access

Optional

When this is selected, the Regent Access configured state code saved in Regen is made available to the smart form.

Note: This is only applicable to clients that have a Regent Access license.

Checkbox

  • Selected

  • Not Selected (Default)

Fund Information

Optional

When this is selected, the Fund Name and Donor Name are made available to the smart form.

Checkbox

  • Selected

  • Not Selected (Default)

Additional Information and Advanced Settings

Smart Form Id

A system-generated ID that is created and associated when creating a new smart form.

Textbox (Read-only)

Created At

The date on which a new smart form was created.

Textbox (Read-only)

Modified At

The last date on which a smart form was modified.

Textbox (Read-only)

...

Note

Clients must use caution when adding document persistence for documents that are configured to ‘Block Packaging’ or ‘Block Disbursements’. If incorrectly addedpersistence is inaccurate, funds can be 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/). 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.

...

A smart form is comprised of Sections, which are comprised of Groups, which are comprised of 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.

...

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 the available operators in the Regent Query Tool. If this field is not selected, the question is not available as an option if the question is queryable, the available operators in the Regent Query Tool.

Dropdown

  • Text

  • Amount

  • Long Date

  • Number

  • (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 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

  • Yes

  • 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)

...

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).

...

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 . 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’.

...

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})

Comparison operators (=, >, <, >=, <=, !, <>, !=)

  • "<>" and "!=" are interchangeable operators that mean "not equal".

  • “!” means logical not.

  • 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.

...

titleShortkeys

...

Shortcut Name

...

Description

...

  • {fay}

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'.

...

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.

Is this correct?

...

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