Generating documents

Document generation lets you create pre-filled letters, notices, and other documents using data from your properties and records. Instead of manually entering addresses, flood zone details, or owner information, Forerunner populates a PDF template with the correct data automatically.

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How document generation works

Document generation uses document templates — PDF files with smart fields that map to Forerunner data. When you generate a document, Forerunner fills in the mapped fields with data from the selected property or record and saves the result as a new file. Example: Your community needs to send annual flood zone notification letters to property owners. Instead of manually typing each owner’s name, address, and flood zone into a letter template, you select the property and click Create — Forerunner fills in every field automatically.

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Generating a document

You can generate documents from the property information panel or directly from records.

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From a property

Example: A resident calls asking for a letter confirming their property’s flood zone status. Open the property, generate a “Flood Zone Determination Letter” — the letter is pre-filled with the property address, owner name, current flood zone, FIRM panel number, and base flood elevation. Download and email it directly.

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From a record

Example: After completing a substantial damage estimate, generate an “SI/SD Determination Notice” directly from the record. The letter automatically includes the property address, owner information, cumulative improvement percentage, and determination result — all pulled from the record and property data.

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Available fields for mapping

Document templates can pull from a wide range of Forerunner data. Below are the field categories available for mapping into your PDF smart fields.

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General fields

These fields are available on every template regardless of object type.

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Property fields

Available when the template is configured for properties. Example: A permit reminder notice could map Property address line 1, Property address line 2, and Full assessed value to pre-fill the recipient’s property details without manual data entry.

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Property attributes

Any custom property attributes configured for your account are also available for mapping. These appear grouped by their section and include attributes sourced from custom maps or raster data layers. Example: If your account tracks “First Floor Elevation” as a custom property attribute, you can map it directly into a flood zone determination letter alongside the base flood elevation from FIRM data.

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Parcel data fields

Parcel data imported into Forerunner is available for mapping. The specific fields depend on your account’s parcel import configuration. Example: For annual notification letters, map Owner name and Mailing address 1/2 from parcel data so letters are automatically addressed to the current property owner on file.

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Flood Insurance Rate Map (FIRM) fields

Flood zone data from FIRM panels is available for mapping. Fields are available for your regulatory FIRM and any additional FIRMs enabled in your account (effective, preliminary, or custom). When your account has multiple FIRM datasets (e.g., regulatory, effective, and preliminary), each set of fields is available separately so you can reference the correct FIRM source in your template. Example: A “Letter of Map Amendment Response” template could map Flood zone, Base flood elevation, Panel number, and Panel effective date from the regulatory FIRM, plus include the SFHA determination to clearly state whether the property is in a Special Flood Hazard Area.

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Record fields

When a template is linked to a specific record type, all fields from that record’s form are available for mapping. This includes text fields, boolean fields (checkboxes), and image fields (document uploads). The specific fields depend on the record type’s form configuration. For example, a permit record type might expose fields like permit number, issue date, expiration date, and permit status. Example: A “Permit Issuance Letter” template linked to your permits record type could map the permit number, issue date, and permit conditions directly from the record, combined with property address and owner name from the property and parcel data.

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Custom map object fields

When a template is configured for a custom map object type (instead of properties), you can map the object’s label and any additional fields defined on that custom map. Example: If you maintain a stormwater infrastructure map, you could generate inspection notice letters that pull the infrastructure asset’s label and custom attributes into the document.

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Sending mail

After generating a document, you can send it as physical mail directly from Forerunner. Example: After generating annual flood zone notification letters, send them as USPS Certified mail to create a verifiable delivery record for CRS compliance documentation.

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Mailing status tracking

Each mailing record tracks the letter’s delivery status:

• In production — Letter is being printed and prepared
• Mailed — Letter has been sent
• In transit — Letter is moving through the postal system
• Processed for delivery — Letter is at the local post office
• Delivered — Letter has been delivered

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Setting up document templates

Document template creation and configuration is managed by the Forerunner team. To set up a new template or modify an existing one, reach out to your Forerunner point of contact. When requesting a new template, it helps to provide:

• The PDF form you want to use as a template (with smart fields / fillable form fields already added)
• Which object type the template should apply to (properties or a specific custom map)
• Which record type generated documents should be associated with
• A description of which Forerunner fields should map to which PDF fields

Your Forerunner point of contact can also help with bulk document generation for large-scale mailings across many properties.

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Common use cases

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Best practices

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Frequently asked questions