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.

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 follow the procedures below when making changes to any existing custom smart form.
Clients should never create or edit smart forms directly in Production. Always create/edit and fully validate smart forms in a QA instance, then export and import/upload a successfully validated smart form to Production.
Clients should export smart forms drafted in a QA to prevent overwriting by scheduled or ad-hoc restores.
Any data clean-up efforts that are required as a result of client actions on smart forms may require a Statement of Work (SOW) with associated costs paid by the client.

Procedures for Updating Forms Using Smart Form Manager

Create a CZ ticket to communicate updates to the form and provide a clear description of the changes being made.
Make a copy of the form in Smart Form Manager and increment the Revision Number on the Information tab.
After changes are made, export the Smart Form and attach the file to the ticket, including the revision number in the file name.
After testing of changes, when the new version is imported into the Production environment, select ‘Invalidate Smart Forms with the same name.’
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.

Overview

Once enabled on the backend by Regent, the Smart Form Manager is available in the Regent Tools menu for users with the Global Permission enabled for the assigned role to view and edit smart forms within the Smart Form Manager tool. This tool is designed to be used at the Enterprise level, but an Institution- or Campus-specific Smart Form can be created and associated to a document via Document Setup for one or more Institution or Campus.

To use the Smart Form Manager, a client must:

Submit a Customer Zone Support ticket requesting Smart Form Manager and Admin Panel Tools be enabled on the backend by Regent
Be on Regent Release 6.5.0.0 or a subsequent Release.
Update Global Permissions → Tools Permissions → Smart Form Manager for applicable user role(s).
Ensure all Active (able to be used) and Inactive (not in use) smart forms are visible.

Accessing Smart Form Manager

To access the Smart Form Manager, go to Tools in the left navigation menu and click Smart Form Manager. The following options are available in the Smart Form Manager tab tree-view:

+ Create Smart Form – Begin the creation of a new smart form
+ Import Smart Form – Import/upload a smart form from one instance to another, e.g. QA to Production
→ Active Smart Forms – Access an existing ‘Active' smart form. A smart form is considered ‘Active’ if today’s date falls within the effective Start Date and End Date defined on the Smart Form Information tab.
→ Inactive Smart Forms – Access an existing ‘Inactive’ smart form. A smart form is considered ‘Inactive’ if today’s date does not fall within the effective Start and End Date defined on the Smart Form Information tab.

Tools > Smart Form Manager menu

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.

Tools > Smart Form Manager > Create Smart Form > Information tab

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.

Copy an existing smart form

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.

Export and existing smart form

General Smart Form Setup

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:

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.

Information Field Name	Required/Optional	Description	Field Type	Field Options

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)

Smart Form > Document Persistence tab

Clients must use caution when adding document persistence for documents that are configured to ‘Block Packaging’ or ‘Block Disbursements’. If persistence is inaccurate, funds may not be packaged and/or disbursed as expected.

Persistence is the automated creation or assignment of defined data within Regent. Document Persistence allows users to create rules using regular expressions to add or update a document requirement in Regent (see JavaScript RegExp (Regular Expression) - GeeksforGeeks). 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, if documents are configured to be added automatically via another process (e.g. ISIR Import), the Document Persistence can be used to update the Document Status on an existing document(s). For example, Document A is a document requirement assigned by ISIR Import with an initial status of “Needed”. The student completes and signs Smart Form Z, which has Document Persistence defined to update the status of Document A from “Needed” to “Waived”.

Document Persistence Field Name	Required/Optional	Description	Field Type	Field Options

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	Student Federal Award Year Student and Reason Federal Award Year and Reason 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	List the Document Statuses for the ‘Set Initial Document Status To’ field options from Document Setup Data Elements)
Activity Log Entry Status	Required	This is the value for the Activity Log Entry in Regent logging status changes and new document requirements.	Dropdown	Lists the Activity Types from Document Setup Data Elements
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	List the Document Statuses for the ‘Set Initial Document Status To’ field options from Document Setup Data Elements)
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’. Question responses are wrapped in braces {curly brackets} within the expression. 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	If checked, Document Persistence associates the document being created or updated to a document configured in Regent Award (Regent Enterprise Management = REM). An unchecked REM Linked Document field is legacy code that is no longer supported.	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	Selected Document Statuses from the Available Statuses Column
Available Statuses	Optional	The list of available document requirement statuses to select the ‘update’ or ‘create’ statuses from.	Drag-and-Drop, Multi- selection	Document Statuses Available (see ‘Set Initial Document Status To’ field on Document Setup Data Elements for list of Document Statuses)
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	Selected Document Statuses from the Available Statuses Column
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	Pdf Template FAFSA

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).

Student Persistence Field Name	Required/Optional	Description	Field Type	Field Options

Student Persistence Field Name	Required/Optional	Description	Field Type	Field Options
Credit Balance Option	Optional	This field is associated 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	All question codes in sequential order within the smart form
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	All question codes in sequential order within the smart form
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	All question codes in sequential order within the smart form
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	All question codes in sequential order within the smart form

Smart Form > Parent/Spouse Persistence tab

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).

Parent/Spouse Persistence Field Name	Required/Optional	Description	Field Type	Field Options

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	All question codes in sequential order within the Smart Form
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	All question codes in sequential order within the Smart Form
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	All question codes in sequential order within the Smart Form
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	All question codes in sequential order within the Smart Form
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	All question codes in sequential order within the Smart Form
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	All question codes in sequential order within the Smart Form
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	All question codes in sequential order within the Smart Form
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	All question codes in sequential order within the Smart Form
Manual plus borrower	Optional	This is a legacy setting and is no longer used.	Dropdown	All question codes in sequential order within the Smart Form
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	All question codes in sequential order within the Smart Form
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	All question codes in sequential order within the Smart Form
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	All question codes in sequential order within the Smart Form
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	All question codes in sequential order within the Smart Form
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	All question codes in sequential order within the Smart Form
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	All question codes in sequential order within the Smart Form
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	All question codes in sequential order within the Smart Form
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	All question codes in sequential order within the Smart Form
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	All question codes in sequential order within the Smart Form
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	All question codes in sequential order within the Smart Form
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	All question codes in sequential order within the Smart Form
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	All question codes in sequential order within the Smart Form
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	All question codes in sequential order within the Smart Form
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	All question codes in sequential order within the Smart Form

Sections/Groups/Questions

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

Hierarchy of a smart form

Sections

In the Student Experience portal, each smart form Section will be listed in the menu for the smart form. Sections are presented in order based on the number entered in the Section > Sort Order field.

Two tabs are used to setup Sections in the Smart Form Manager:

Information
Dependencies

Section > Information Tab

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

Section Field Name	Required/Optional	Description	Field Type	Field Options

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	Static Velocity
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)

Section > Dependencies tab

Dependencies determine when a section will be presented within the smart form based on defined rules. Dependencies can be applied at the Section, Group, and Question level. See Dependencies section below for more information.

Groups

Groups are used within each section to categorize questions. Each group is comprised of one or more questions. All questions contained within a group are organized beneath the Group name defined and displayed within each section. Groups display in the smart form in order based on the number entered in the Group Sort Order field.

Two tabs are used to set up Groups in the Smart Form Manager:

Information
Dependencies

Group > Information tab

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

Group Field Name	Required/Optional	Description	Field Type	Field Options

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	Static (Default) Velocity
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.

Group > Dependencies tab

Dependencies determine when a group will be presented within the form based on set rules. Dependencies can be applied at Section, Group, and Question level. See Dependencies section below for more information.

Questions

Questions are displayed within each group. Each group is comprised of one or more questions. All questions contained within a group are organized beneath the group name defined and displayed within each section. Questions display in the smart form in order based on the number entered in the Question Sort Order field.

Four tabs are used to set up Questions in the Smart Form Manager:

Information
Dependencies
Validators
Options

Question > Information tab

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

Question Field Name	Required/Optional	Description	Field Type	Field Options

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	Text Amount Long Date (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 JavaScript RegExp (Regular Expression) - GeeksforGeeks) 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 Field Name	Required/Optional	Description	Field Type	Field Options

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	Static Velocity
Option Text	Required	The text entered here displays as the option choice in the Smart Form (e.g. Yes, I am 18 years of age or older. No, I am not 18 years of age or older.	Textbox
Option Value	Required	The text entered here will be used as a short name to identify the Option response for a completed Smart Form. This value is also used when writing expressions for Dependencies, Validation, and Document Persistence or when using Velocity templating language.	Textbox
Sort Order	Required	The number entered here will be used to sort question options within the Field Type (e.g. dropdown) from the lowest Sort Order to the highest Sort Order.	Numeric
Additional Information & 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 JavaScript RegExp (Regular Expression) - GeeksforGeeks) to perform logical and mathematical operations to determine if the expression is true or false.	Textbox
Program Types	Optional	This is legacy shortcut that is no longer used.	Textbox
Program Years	Optional	This is legacy shortcut that is no longer used.	Textbox

Question > Dependencies 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.

Validator Field Name	Required/Optional	Description	Field Type	Field Options

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	Compare Validator Range Validator Regular Expression Validator Complex Validator Expression Based
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)

Question > Options tab

Options can be created to define the available answers to a question.

Option Field Name	Required/Optional	Description	Field Type	Field Options

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	Static Velocity
Option Text	Required	The text entered here displays as the option choice in the Smart Form (e.g. Yes, I am 18 years of age or older. No, I am not 18 years of age or older.	Textbox
Option Value	Required	The text entered here will be used as a short name to identify the Option response for a completed smart form. This value is also used when writing expressions for Dependencies, Validation, and Document Persistence or when using Velocity templating language.	Textbox
Sort Order	Required	The number entered here will be used to sort question options within the Field Type (e.g. dropdown) from the lowest Sort Order to the highest Sort Order.	Numeric
Additional Information and Advanced Settings
Visible Expression	Optional	This field allows an expression to be provided by the user when to make an option visible under the defined conditions. Expressions use JavaScript language (see JavaScript RegExp (Regular Expression) - GeeksforGeeks) 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

Smart forms can be designed to use conditional logic to tailor each  Question to an individual applicant and minimize the number of Questions an applicant is required to answer by using Dependency logic. Dependencies use dynamic logic for Sections, Groups, and Questions to make visible or hide based on responses to Questions within the smart form. Dependencies also control whether a Question is required when made visible or not. For example, a Dependency can be created to hide a Question, make a Question visible and required, or make a Question visible and optional (not required).

A Section, Group, or Question can have one or more Dependency groups. Each Dependency group is comprised of one or more Dependency rules. Each Dependency group uses a selected Operator Type of ‘AND’ or ‘OR' when evaluating if the Dependency rule(s) are 'true’.

If there are multiple Dependencies with Dependency Rules the dependency logic first evaluates each Dependency Group and the associated Dependency Rules in chronological order based on the 'Created At' date. Then the dependency logic evaluates each dependency rule if the related Dependent Question is displayed to determine if it is ‘true’ or 'false'. Dependency rules are ignored if the related Dependent Question is hidden.

Dependency Groups can have multiple Dependency Rules with a different visibility or required field set for each. The individual rules have configurable options for visible and required. When different rules in the same Dependency Group have different visible and required options, the first rule that is evaluated will be honored, and all subsequent rules in the Dependency Group will be ignored. In the event of multiple Dependency Rules, a Dependency Group Type of ‘AND’ evaluates if all Dependency Rules are ‘true’ and makes the visible and required determination off of the last Dependency Rule evaluated to make the Dependency Group ‘true’. A Dependency Group Type of ‘OR’ evaluates if at least one Dependency Rule is ‘true’ and makes the visible and required determination off of the first Dependency Rule where the conditions are ‘true’.

Question-based Dependency

Question-based Dependencies

Expression-based Dependency

Dependency Group Field Name	Required/Optional	Description	Field Type	Field Options

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

Dependency Rule Field Name	Required/Optional	Description	Field Type	Field Options

Dependency Rule Field Name	Required/Optional	Description	Field Type	Field Options
Rule Type	Required	A Question Based rule allows a user to select the Dependent Question from a dropdown with the applicable question response while an Expression Based rule allows a user to create a Boolean Expression which results in ‘true’ or ‘false’.	Dropdown	Question Based Expression Based
Dependent Question	Required	The Smart Form Question selected here is used as part of the dependency logic determination. This field only displays when the Rule Type = Question Based.	Dropdown	All question codes in sequential order within the Smart Form
Question Option	Required	The Smart Form question response selected here is used as part of the dependency logic determination. This field only displays when the Rule Type = Question Based.	Dropdown	All question options configured in sequential order for the selected Question.
Expression	Required	A Boolean Expression is built using JavaScript language to apply logical and mathematical operations for one or more Smart Form question(s) and response(s) as part of the dependency logic determination. This field only displays when the Rule Type = Expression Based.	Textbox
Comparison Operator	Required	The operator selected here is used as the relationship between the Dependent Question and the Question Option. For example, a Dependent Question = ‘Are you married?’ and the Question Option = ‘Yes'. If using an equals (=) operator, the dependency logic would be, if Married question = Yes, dependency rule is ‘true’ and will be applied. This field only displays when the Rule Type = Question Based.	Dropdown	= <> < <= > >=
Required	Optional	A selection here will make the Section, Group, or Question required if it is made visible. If unselected and the Section, Group, or Question is made visible but optional (not required).	Checkbox
Visible	Optional	A selection here will make the Section, Group, or Question visible. If unselected, the Section, Group, or Question will not be visible.	Checkbox
Additional Information and Advanced Settings
Rule Id		A system-generated ID is created and associated when creating a new rule.
Created At		This is the date upon which a new rule is created.
Modified At		This is the last date upon which a rule was modified.

Expressions

Expressions use JavaScript language (see JavaScript RegExp (Regular Expression) - GeeksforGeeks) 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})

Shortcut Name	Description

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}

Helper Functions	Description

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'.

Date	Desription of Change	Editor

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

Customer Zone Knowledge Base

Smart Form Manager

Analytics

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