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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, directly from records, or in bulk for many properties at once from the properties table.

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From a property

1

Open the property

Navigate to the property from the map, a table, or search results. Open the property’s information panel.
2

Start document generation

Click the option to generate a document. A modal opens showing available document templates.
3

Select a template

Choose the document template you want to use. Only templates configured for the property’s object type are shown.
4

Create the document

Click Create. Forerunner populates the template with the property’s data and saves the generated PDF as a new file.
5

Review the result

You’re redirected to the generated document’s detail page where you can review, download, or share the file.
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

1

Open the record

Navigate to the record (inspection, permit, or other record type) that you want to generate a document for.
2

Start document generation

Click the option to generate a document. Available templates are filtered to those configured for the record’s submission type.
3

Select a template and create

Choose a template and click Create. The generated document is associated with both the property and the record.
Generating from a record links the document to that specific record, making it easy to find later when reviewing the record’s history.
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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For multiple properties at once

Generate the same document for many properties in one action, directly from the properties table — no need to open each property one at a time.
1

Select properties on the table

Open the properties table and use the checkboxes to select the properties you want to generate documents for. Filter the table or open a saved view first to narrow down to the right properties.
2

Click Generate document

With properties selected, an action bar appears at the bottom of the table. Click Generate document.
3

Choose a template

In the Generate document window, choose the template to use for the selected properties, then click Generate. Only templates configured for properties are available.
4

Let it run in the background

Forerunner generates a document for each selected property and saves it to that property’s files. Generation runs in the background — you’ll be emailed when the documents are ready.
Bulk generation is limited to 2,000 properties per run. If your selection is larger, narrow it with a filter or saved view and run it again.
The Generate document action appears once your account has at least one property document template. It’s available to users who can create documents (Manager, Member, and Creator roles); view-only users won’t see it.

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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.
Your account may have additional parcel fields beyond the standard set listed above. Any fields from your parcel data import are available for mapping.
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.
1

Open the generated document

Navigate to the document you want to mail.
2

Click Send mail

Select the Send mail option on the document.
3

Select a submission type

Choose the record type for tracking the mailing (only record types with the mailings module enabled are shown).
4

Configure mailing options

Set your mailing preferences:
5

Send

Click Send. Forerunner creates a mailing record to track the letter through delivery.
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
Additional statuses like Re-routed, Returned to sender, and Pickup available may appear depending on delivery circumstances.

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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
You can generate documents in bulk yourself, directly from the properties table — see For multiple properties at once. For very large or complex mailings that need advanced targeting (for example, by CSV upload, warning definitions, or custom map layers), your Forerunner point of contact can also run bulk generation for you.
If you need changes to an existing template’s field mappings, or want to add a new template, contact your Forerunner point of contact. They can configure templates to match your specific workflows and letter formats.

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Common use cases

Generate personalized letters notifying property owners of their flood zone status. Templates typically map owner name, mailing address, property address, flood zone, base flood elevation, and FIRM panel information. Use bulk generation to create letters for all properties in a Special Flood Hazard Area, then send them via USPS Certified mail for CRS compliance.
Create determination letters after completing SI/SD evaluations. Map the SI/SD percentage, improvement value, property address, and owner information to produce notices that communicate the determination result. Generate directly from the SI/SD record to keep the letter linked to the evaluation.
Send reminders to property owners about upcoming permit deadlines or requirements. Map property details, parcel data, and permit record fields to create personalized notices that reference the specific permit and property.
Respond to resident inquiries with official letters confirming their property’s flood zone status. Map the regulatory FIRM data including flood zone, base flood elevation, panel number, and SFHA determination for an authoritative response.
Generate notices for upcoming public hearings related to floodplain management. Map community information, property details, and mailing addresses to create properly addressed notices for all affected property owners.

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Best practices

After generating a document, open it and verify that all fields populated correctly. Check for formatting issues, missing data, or unexpected values before mailing.
When mailing flood zone notifications or other compliance-related correspondence, use USPS Certified mail to create a verifiable delivery record. This is especially important for CRS credit documentation.
Generating a document from a record (rather than just a property) links the document to that record’s history. This makes it easier to find related correspondence when reviewing a permit, inspection, or determination later.
Double-check postage type and print settings before sending mail. Certified mail costs more than standard mail, and color printing increases costs.

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Frequently asked questions

Templates can pull from general account information, property details (address, assessed values, SI/SD data), parcel records (owner name, mailing address, legal description), FIRM data (flood zone, base flood elevation, panel number, SFHA status), record fields, and custom property attributes. See Available fields for mapping for the complete list.
Generated documents are saved as PDF files. To make changes, you can regenerate the document with updated data, or download the PDF and edit it externally.
Generated documents capture data at the time of generation. If property data changes later, the existing document is not updated. Generate a new document to reflect the latest data.
Contact your Forerunner point of contact. They will configure the template, set up the field mappings, and make it available for your team to use.
Yes. Templates can be configured for custom map object types instead of properties. Contact your Forerunner point of contact to set this up.
Each mailing creates a record that tracks delivery status automatically. View the mailing record to see the current status, tracking number, and delivery updates.
Yes. Select the properties on the properties table, click Generate document in the action bar, and choose a template to generate a document for every selected property (up to 2,000 at a time). Documents are saved to each property and you’re emailed when they’re ready. See For multiple properties at once. For very large or complex mailings that need advanced targeting (by CSV upload, warning definitions, or custom map layers), your Forerunner point of contact can also run bulk generation for you.