> ## Documentation Index
> Fetch the complete documentation index at: https://withforerunner.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# Generating documents
> Create letters and documents from templates using property and record data
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.
## 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.
| Concept | Description |
| ---------------------- | -------------------------------------------------------------------- |
| **Document template** | A PDF with smart fields (form fields) that map to Forerunner data |
| **Smart fields** | Fillable fields in the PDF that Forerunner populates automatically |
| **Field mapping** | The connection between a PDF smart field and a Forerunner data field |
| **Generated document** | The final PDF with all fields filled in, saved as a 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.
## Generating a document
You can generate documents from the property information panel or directly from records.
### From a property
Navigate to the property from the map, a table, or search results. Open the property's information panel.
Click the option to generate a document. A modal opens showing available document templates.
Choose the document template you want to use. Only templates configured for the property's object type are shown.
Click **Create**. Forerunner populates the template with the property's data and saves the generated PDF as a new file.
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.
### From a record
Navigate to the record (inspection, permit, or other record type) that you want to generate a document for.
Click the option to generate a document. Available templates are filtered to those configured for the record's submission type.
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.
## 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.
### General fields
These fields are available on every template regardless of object type.
| Field | Description | Example value |
| ---------------- | ------------------------------------------- | -------------------- |
| Today's date | Current date when the document is generated | March 27, 2026 |
| Account name | Your organization's name in Forerunner | City of Springfield |
| Community number | Your NFIP community number | 120345 |
| Community name | Your community's official name | Springfield, City of |
### Property fields
Available when the template is configured for properties.
| Field | Description | Example value |
| ----------------------- | ------------------------------------------- | --------------- |
| Property address line 1 | Street address | 123 Main Street |
| Property address line 2 | Additional address info (unit, suite) | Unit 4B |
| SI/SD percentage | Cumulative substantial improvement progress | 45% |
| SI/SD value | Total improvement value | \$52,000 |
| Full assessed value | Total property assessed value | \$185,000 |
**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.
### 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.
### Parcel data fields
Parcel data imported into Forerunner is available for mapping. The specific fields depend on your account's parcel import configuration.
| Field | Description | Example value |
| -------------------- | ---------------------------------- | ------------------------------- |
| Owner name | Property owner from parcel records | Jane Smith |
| Mailing address 1 | Owner's mailing address | 456 Oak Avenue |
| Mailing address 2 | Additional mailing address line | PO Box 789 |
| Parcel ID | County parcel identifier | 12-34-567-890 |
| Land value | Assessed land value | \$75,000 |
| Improvement value | Assessed improvement value | \$110,000 |
| Parcel value | Total parcel value | \$185,000 |
| Year built | Structure year built | 1985 |
| Legal description | Legal property description | LOT 4 BLK 2 SPRINGFIELD HEIGHTS |
| Lot | Lot number | 4 |
| Block | Block number | 2 |
| Building description | Property building description | Single Family Residential |
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.
### 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).
| Field | Description | Example value |
| ---------------------- | ----------------------------------------------------- | ---------------- |
| Panel effective date | Date the FIRM panel became effective | January 15, 2024 |
| Panel number | FIRM panel number | 12001C0125F |
| Base flood elevation | Static BFE value | 12.5 |
| Design flood elevation | DFE value (regulatory FIRM only) | 14.5 |
| Flood zone | Flood zone designation | AE |
| Datum | Elevation datum | NAVD88 |
| SFHA determination | Whether property is in a Special Flood Hazard Area | In SFHA |
| In SFHA checkbox | Boolean for SFHA status (checked if in SFHA) | ✓ |
| Out SFHA checkbox | Boolean for non-SFHA status (checked if outside SFHA) | ✓ |
| Screenshot | Map screenshot of the FIRM panel area | *(image)* |
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.
### 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.
### 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.
## Sending mail
After generating a document, you can send it as physical mail directly from Forerunner.
Navigate to the document you want to mail.
Select the **Send mail** option on the document.
Choose the record type for tracking the mailing (only record types with the mailings module enabled are shown).
Set your mailing preferences:
| Option | Choices |
| ------------------ | -------------------------------------------------- |
| **Postage type** | USPS Standard, USPS First Class, or USPS Certified |
| **Paper size** | U.S. Letter |
| **Print in color** | Yes or No |
| **Double-sided** | Yes or No |
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.
### 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.
## 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.
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.
## 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.
## 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.
## 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](#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. Your Forerunner point of contact can set up bulk document generation for large-scale mailings. Bulk generation can target properties by CSV upload, warning definitions, or custom map layers, and results are delivered via email.