Introduction
In the Regent Document Assignment Tool, users can select documents to be assigned to a group of students in bulk, based on the results of a selected, predefined Query.
Overview
The Smart Form Manager Tool is available in the Regent Tools menu for users with the ‘Smart Form Manager Tool’ permission enabled.
The Document Assignment Tool is comprised of a top section with selection options for Institution Name and Query Name and a bottom section for the selection of Documents to be assigned.
NOTE: This tool is designed to be used at the Institution level. Only one Campus per Institution should be configured.
Getting Started
Schools will need to:
Be on or upgrade to the Regent Award 6.5.0.0 Release or a subsequent Release
Update Enterprise Permission
Create Smart Form
Update Document Tracking Setup
Smart Form Manager Tool
A tree-view menu displays on the left-hand side of the Smart Form Manager tab on the Smart Form Manager screen.
The following options are available in the tree-view menu:
+ Create Smart Form
Used to begin the creation of a new smart form.
+ Import Smart Form
Used to import/load a Smart Form from one environment to another.
→ Active Smart Forms
Used to access an existing 'Active Smart Form. A Smart Form is considered ‘Active’ if today’s date falls within the effective Start Date and End Date defined on the Smart Form Information tab.
→ Inactive Smart Forms
Used to access an existing ‘Inactive’ Smart Form. A Smart Form is considered ‘Inactive’ if today’s date does not fall within the effective Start and End Date defined on the Smart Form Information tab.
Creation or Editing of a Smart Form
Sections
Section names display on the Smart Form menu in the Student Portal. Sections display in numerical order from lowest to highest based on the number entered in the Section Sort Order field.
Section Field Name | Section Description | Section Field Type | Section Field Options |
|---|---|---|---|
Template Engine | 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. | Dropdown |
|
Section Name | The text entered in this field is displayed in the Smart Form menu as the Menu Section Name. | Textbox | |
Code | The text entered here will be used as a short name to identify the Section in the Smart Form Manager. | Textbox | |
Sort Order | The number entered here will be used to sort Sections in the Smart Form from the lowest Sort Order to the highest Sort Order. | Numberic box | |
Visible | 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 | |
Section Additional Information and Advanced Settings | |||
Section Id | |||
Created At | |||
Modified At | |||
Section Title | The text entered in this field is displayed at the top of the Smart Form page. | Textbox | |
Section Information | 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 | The selection(s) in this section can be used as an identifier or in validation and dependency logic in the Smart Form. | Checkbox | |
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 numerical order from lowest to highest based on the number entered in the Group Sort Order field.
Group Field Name | Group Field Description | Group Field Type | Group Field Options |
|---|---|---|---|
Template Engine | 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. | Dropdown |
|
Group Name | The text entered in this field is displayed as a Group Title for a set of one or more questions in the Smart Form. | Textbox | |
Group Instructions | The text entered here is displayed as instructional messaging for the questions within the group. | ||
Code | The text entered here will be used as a short name to identify the Group in the Smart Form Manager. | Textbox | |
Sort Order | The number entered here will be used to sort Groups within the Section from the lowest Sort Order to the highest Sort Order. | Numberic box | |
Visible | 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 |
|
Page Index | 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 | |
Group Additional Information and Advanced Settings | |||
Group Id | |||
Created At | |||
Modified At | |||
Questions
Dependency Logic and Validations
Dependency Logic
Validations
Process Log
When the Document Assignment process is executed from the Document Assignment Tool, the status and results of the process are displayed within the Process Log. Per standard functionality, the Process Log record includes a Details tab, Selection Parameters tab, Students tab, and Error tab.
In the Details tab, the ‘Total Records’ value is the number of students returned by the selected query, the ‘Processed Records’ value is the number of students to which any document was assigned by the process, and the ‘Unprocessed Records’ value is the number of students not assigned any documents by the process.
In the Students tab, all students returned by the selected Query will be listed, along with a record for each document selected to be assigned. The Messages column indicates if a document was not assigned by the process, as follows.
If ‘Enforce Scope Uniqueness’ was selected for the Document and a Document of the same name has already been assigned to the student for the same scope period, a document will not be assigned.
Message: ‘Not assigned. Document already added to student.
If the scope period entered/selected for a document does not apply to a student, a document will not be assigned.
Message: Not assigned. Selected scope period is not applicable.
If the Document Assignment Process is run from Saved Parameter Sets and the saved Scope is different than the current Scope in Document Setup, a document will not be assigned.
‘Not assigned. Current Document scope is not equal to saved parameter.’