This documentation is effective as of Regent Release 6.5.0.0.
new smart forms, edit client-created smart forms, and Smart forms can be designed using conditional logic to tailor each question to the individual completing the form.
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.
Please note the following warnings regarding Smart Form Manager:
Table of Contents
ers 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 for applicable user role(s).
Ensure all Active (able to be used) and Inactive (not in use) smart forms are visible.
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.
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.
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.
In the UI, the user will be presented with key data fields to be completed. Fields names indicated in red text are 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:
The 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
Information Tab Fields
| 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 | |
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 | |
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 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) | |
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.
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 the document already exists; however, the status of an existing document can be updated via Document Persistence. Alternatively,
Document Requirement Persistence Fields
Document Persistence Field Name | Required/Optional | Description | Field Type | Field Options |
|---|
Document Name | Required | This value is the name of the document configured in Regent to update or create based on the persistence logic. When configuring Document Persistence, the ‘Name’ must match the name of the document configured in Document Setup. Use caution when Document Names have special characters such as an apostrophe or dash that it is using the identical Document Name and has not been updated by the editor. If no match is found to an existing Document Name configured when executing the Document Persistence expression, an error message is displayed, ‘Document name of <Document Name> is not found'. | Textbox | |
Scope | Required | This is the scope value associated with the document requirement to update or create. | Dropdown | Note: Payment Period and Academic Year scopes are not available options. |
Default Status | Required | This is the status value the document requirement is set to upon the completion of the smart form. Although required, this status is only used when the smart form is not configured for electronic signatures or when the paper signature option is selected. | Dropdown | |
Activity Log Entry Status | Required | This is the value for the
Activity Log Entry in Regent logging status changes and new document requirements. | Dropdown | |
Esigned Status | Required | This is the status value the document requirement is set to upon the completion of the smart form. Although required, this status is only used when the smart form is configured for electronic signatures. | Dropdown | |
Condition Expression | Required | 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’. 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. | Textbox | |
Create on No Match | Optional | If checked, the Document Persistence will be created in Regent even if the smart form document can not be found for the specified create statuses. The document will be created based on the "Attachment Type" field selection. | Checkbox | Selected Unselected (Default)
|
For Transfer | Optional | This is a legacy setting and is no longer used. | Checkbox | Selected Unselected (Default)
|
REM Linked Document | Optional | | Checkbox | Selected (Default) Unselected
|
Document Reason | Optional | If added, the Document Reason, which is defined as an expression, will be added to the ‘reason’ field on the associated Document Requirement when creating or updating the document in Regent. | Textbox | |
Update Statuses | Optional | A Document Requirement is updated in Regent to the Default Status or Esigned Status if a Document Requirement in Regent has one of the statuses listed in this column upon completion of the Smart Form. | Drag-and-Drop, Multi-selection | |
Available Statuses | Optional | The list of available document requirement statuses to select the ‘update’ or ‘create’ statuses from. | Drag-and-Drop, Multi- selection | |
Create Statuses | Optional | A Document Requirement is created in Regent if a Document Requirement does not exist with one of the statuses listed in this column upon completion of the Smart Form. | Drag-and-Drop, Multi- selection | |
Additional Information & Advanced Settings |
File Name | Optional | This is a legacy setting and is no longer used. | Textbox | |
Template Name | Required | This is a legacy setting and is no longer used. | Textbox | |
Attachment Type | | This is a legacy setting and is no longer used. | Dropdown | |
Student Persistence updates the Student Details tab > Student Portal Authorization fields in Regent based on the smart form question response(s). is added and updated upon the completion of the smart form, including all required signature(s).
Student Persistence Fields
Student Persistence Field Name | Required/Optional | Description | Field Type | Field Options |
|---|
Credit Balance Option | Optional | d to the Portal Credit Balance Option in Regent and the smart form response from the question code selected is persisted to the associated field. | Dropdown | |
Hold Excess Title4 | Optional | This field is associated to the Hold Excess Title IV in Regent and the smart form response from the question code selected is persisted to the associated field. | Dropdown | |
Pay Prior Year Minor Charges | Optional | This field is associated to the Pay Prior Year Minor Charges in Regent and the smart form response from the question code selected is persisted to the associated field.. | Dropdown | |
Pay Non Institutional Charges | Optional | This field is associated to the Pay Non-Institutional Charges in Regent and the smart form response from the question code selected is persisted to the associated field. | Dropdown | |
Parent/Spouse Persistence updates the Student Details tab > Parent/Spouse Reference Information fields in 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).
Student Persistence Fields
Parent/Spouse Persistence Field Name | Required/Optional | Description | Field Type | Field Options |
|---|
Contact Type | Optional | 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 Regent. | Dropdown | |
SSN | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the SSN field in the Parent/Spouse Reference Information section on the Student Details screen in Regent. | Dropdown | |
First Name | Optional | 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. | Dropdown | |
Birth Date | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Date of Birth field in the Parent/Spouse Reference Information section on the Student Details screen in Regent. | Dropdown | |
Middle Name | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Middle Name field in the Parent/Spouse Reference Information section on the Student Details screen in Regent. | Dropdown | |
Citizenship Status | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Citizenship Status field in the Parent/Spouse Reference Information section on the Student Details screen in Regent. | Dropdown | |
Last Name | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Last Name field in the Parent/Spouse Reference Information section on the Student Details screen in Regent. | Dropdown | |
Ferpa | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the FERPA field in the Parent/Spouse Reference Information section on the Student Details screen in Regent. | Dropdown | |
Manual plus borrower | Optional | This is a legacy setting and is no longer used. | Dropdown | |
Note | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Note field in the Parent/Spouse Reference Information section on the Student Details screen in Regent. | Dropdown | |
Phone Info |
Type | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Phone Type field in the Parent/Spouse Reference Information → Phone Details on the Student Details screen in Regent. | Dropdown | |
Source Type | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Source Type field (not editable) in the Parent/Spouse Reference Information → Phone Details on the Student Details screen in Regent. | Dropdown | |
Number | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Number field in the Parent/Spouse Reference Information → Phone Details on the Student Details screen in Regent. | Dropdown | |
Email Info |
Type | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Email Type field in the Parent/Spouse Reference Information → Email Details on the Student Details screen in Regent. | Dropdown | |
Source Type | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Source Type field (not editable) in the Parent/Spouse Reference Information → Email Details on the Student Details screen in Regent. | Dropdown | |
Email | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Email Address field in the Parent/Spouse Reference Information → Email Details on the Student Details screen in Regent. | Dropdown | |
Address Info |
Type | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Address Type field in the Parent/Spouse Reference Information → Address Details on the Student Details screen in Regent. | Dropdown | |
Source Type | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Source Type field (not editable) in the Parent/Spouse Reference Information → Address Details on the Student Details screen in Regent. | Dropdown | |
Line 1 | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Line 1 field in the Parent/Spouse Reference Information → Address Details on the Student Details screen in Regent. | Dropdown | |
Line 2 | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Line 2 field in the Parent/Spouse Reference Information → Address Details on the Student Details screen in Regent. | Dropdown | |
City | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the City field in the Parent/Spouse Reference Information → Address Details on the Student Details screen in Regent. | Dropdown | |
Zip Code | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the Postal Code field in the Parent/Spouse Reference Information → Address Details on the Student Details screen in Regent. | Dropdown | |
State | Optional | Upon the completion of the Smart Form, the question response for the question code selected here is persisted to the State field in the Parent/Spouse Reference Information → Address Details on the Student Details screen in Regent. | Dropdown | |
A smart form is comprised of Sections, which are comprised of Groups, which are comprised of Questions.
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:
The provides basic setup information for the smart form Section, including Section Name and Sort Order.
Section Fields
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 | |
Section Information | Optional | The text entered in this field is displayed at the top of the smart form page beneath the Section Title, if configured | Text Area | |
Parent Information | Optional | The selection(s) in this section can be used as an identifier or in validation and dependency logic in the smart form. | Checkbox | Selected Unselected (Default)
|
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 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 in the Smart Form Manager:
The provides basic setup information for the smart form Group, including Group Name and Sort Order.
Group Fields
Group 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 | |
Group Name | Required | 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. Group Names should be unique within the smart form. | Textbox | |
Group Instructions | Optional | The text entered here is displayed as instructional messaging for the questions within the group. | Textbox | |
Code | Required | The text entered here will be used as a short name to identify the Group in the Smart Form Manager. | Textbox Allows alpha-numeric characters without spaces | |
Sort Order | Required | The number entered here will be used to sort Groups within the Section from the lowest Sort Order to the highest Sort Order. | Numeric | |
Visible | Optional | 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. | Checkbox | Selected Not Selected (Default)
|
Page Index | Required | 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. | Numeric | |
Groups Additional Information & Advanced Settings |
Group Id | | A system-generated ID is created and associated when creating a new group. | | |
Created At | | This is the date upon which a new group is created. | | |
Modified At | | This is the last date upon which a group was modified. | | |
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 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 in the Smart Form Manager:
Information
Dependencies
Validators
Options
The provides basic setup information for the smart form question, including Question Name and Sort Order.
Question Fields
Question Field Name | Required/Optional | Description | Field Type | Field Options |
|---|
Field Type | Required | The selection here will be used to determine the question selection type. | Dropdown | Textbox Dropdown RadioButton Date SSN Autosize Dropdown MMDDYYYY Dropdown HyperlinkButton Text Only MMYYYY Dropdown Date Text Area Checkbox Currency - Whole Dollar Phone
|
Data Type | Required | The Data Type entered here will determine how the value is saved in the database and if the question is queryable, the available operators in the Regent Query Tool. | Dropdown | |
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 | |
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 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 | |
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)
|
Option Fields
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 & 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 | |
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.
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.
Validator Fields
Validator Field Name | Required/Optional | Description | Field Type | Field Options |
|---|
Validator | Required | The selection here allows different types of validation logic to be entered. If the validation results in ‘true’ or ‘false’. Additional fields may be presented based on the option selected. | Dropdown | |
Error Message | Required | The text entered here will be displayed in the smart form if the validation fails. | Textbox | |
Data Type | Optional | The value here determines allowable data that may be entered. | Dropdown | None (default) Date Integer Currency
|
Additional Information & Advanced Settings |
Validator Id | | A system-generated ID is created and associated when creating a new validator. | | |
Created At | | This is the date upon which the validator was created. | | |
Modified At | | This is the last date upon which the validator was modified. | | |
Display Type | | If None is selected, If Static is selected, the field content is displayed in the same manner provided. If Dynamic is selected, | Dropdown | None Dynamic Static (default)
|
Options can be created to define the available answers to a question.
Option Fields
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 | |
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’.
Dependency Group Fields
Dependency Group Field Name | Required/Optional | Description | Field Type | Field Options |
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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 | |
Dependency Rule Fields
Dependency Rule Field Name | Required/Optional | Description | Field Type | Field Options |
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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
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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 | |
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 | |
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. 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})
Shortkeys
Shortcut Name | Description |
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| Automatically inserts the Federal Award Year of the smart form (e.g. 2024-2025). |
| 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. |
| This returns a special int essentially (max year of FAY)-2020. So for 2023-2024 FAY, the year code would be 4. |
| This returns the Institution External ID from Regent |
| This is a legacy shortcut that is no longer used. |
| This is a legacy shortcut that is no longer used. |
| This returns the Campus Name from Regent |
| This returns the Campus External ID from Regent |
| This returns the Site Name from Regent |
| This returns the Site External ID from Regent |
| This returns the Program Name from Regent |
| This returns the Program External ID from Regent |
| This returns the Program Type from Regent |
| This returns the Section Code from Regent |
| This returns the Campus ID from Regent |
| Question values are referenced by using the following notation {questionCode} |
Helper Functions
Helper Functions | Description |
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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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| 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
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| 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
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| 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.
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Change Log
Date | | |
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4/4/2024 | Added new ‘Make Queryable’ field Updated helptext for Data Type field Separated the ‘Date’ Data Type into two:
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4/8/2024 | | |