> ## 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.

# Managing records in the field

> Create, edit, and submit records from your mobile device

The mobile app lets you create and manage records while in the field. Submit forms, capture photos, attach documents, and sync your work—all from your phone or tablet, even without an internet connection.

## Create a record

The most common way to create records is directly from a property on the map:

<Steps>
  <Step title="Find the property">
    Navigate to the property on the map. You can:

    * Pan and zoom to find it visually
    * Use the search icon to search by address
    * Tap a parcel to see associated properties
  </Step>

  <Step title="Tap the property">
    Tap the property marker to open the property info panel.
  </Step>

  <Step title="Open records">
    In the info panel, tap **Records** to see existing records and create new ones.
  </Step>

  <Step title="Add a new record">
    Tap **Add record** or the **+** button to start creating a record.
  </Step>

  <Step title="Select the record type">
    Choose the type of record you want to create from the list. Available record types depend on your community's configuration.
  </Step>

  <Step title="Fill out the form">
    Complete each form field. Required fields are marked with an asterisk (\*).
  </Step>

  <Step title="Submit">
    Tap **Submit** to save the record. If you're online, it syncs immediately. If offline, it saves locally and syncs later.
  </Step>
</Steps>

<Tip>
  If you're working from a task, tap the task and select **Add \[record type]** to go directly to the correct record form with the property already selected.
</Tip>

## Create a record from a task

When tasks are linked to specific record types, you can create the required record directly:

<Steps>
  <Step title="Open your tasks">
    Go to the **Tasks** tab to see your assigned tasks.
  </Step>

  <Step title="Tap the task">
    Select the task you want to work on.
  </Step>

  <Step title="Select the record action">
    From the action sheet, tap **Add \[record type name]**. This opens the form for the specific record type linked to the task.
  </Step>

  <Step title="Complete and submit">
    Fill out the form and submit. The record is automatically associated with the task's property.
  </Step>
</Steps>

## Fill out form fields

Mobile forms match the same record types available on the web. Complete fields as you would on the web platform—the mobile app adapts the interface for touch input.

<Note>
  Form fields and requirements are configured by your community administrator. If you're unsure what to enter in a field, check the field's help text or contact your administrator.
</Note>

### Conditional fields

Some forms have fields that appear or change based on other selections:

* Fill out fields in order from top to bottom
* As you complete fields, additional fields may appear
* Some fields may hide if they're no longer relevant based on your selections
* Required fields that become visible must be completed before submitting

## Capture photos and documents

Most record types include fields for attaching photos and documents.

### Take a photo

<Steps>
  <Step title="Tap the upload field">
    Find the document or photo field in your form and tap **Add** or the camera icon.
  </Step>

  <Step title="Select Take Photo">
    Choose **Take Photo** from the options that appear.
  </Step>

  <Step title="Capture the image">
    Your device camera opens. Frame your shot and tap the capture button.
  </Step>

  <Step title="Review and use">
    Review the photo. Tap **Use Photo** to add it to the form, or **Retake** to try again.
  </Step>
</Steps>

### Select from your photo library

<Steps>
  <Step title="Tap the upload field">
    Find the document or photo field and tap **Add**.
  </Step>

  <Step title="Select Choose from Library">
    Choose **Choose from Library** or **Photo Library** from the options.
  </Step>

  <Step title="Find your file">
    Browse your device's photos. Tap to select.
  </Step>

  <Step title="Confirm selection">
    The selected file appears in the form field.
  </Step>
</Steps>

### Record or attach a video

When the record type allows video, you can record a new video or choose one from your library.

<Steps>
  <Step title="Tap the upload field">
    Find the document or media field in your form and tap **Add** or the camera icon.
  </Step>

  <Step title="Choose Take Video or Choose from Library">
    Select **Take Video** to record a new video, or **Choose from Library** to pick an existing video from your device.
  </Step>

  <Step title="Record or select">
    If recording, use your device camera to record, then tap to stop. If choosing from library, browse and tap the video to select it.
  </Step>

  <Step title="Confirm and use">
    Review the video. Tap **Use Video** (or equivalent) to add it to the form. Videos are limited to 600 MB (MP4 or MOV).
  </Step>
</Steps>

### Attach a document

For PDFs and other document types:

<Steps>
  <Step title="Tap the upload field">
    Find the document field and tap **Add**.
  </Step>

  <Step title="Select Browse Files">
    Choose to browse your device's files.
  </Step>

  <Step title="Find the document">
    Navigate to the file on your device and tap to select it.
  </Step>

  <Step title="Set document details">
    Some fields prompt for additional information like document type or date. Fill these out as needed.
  </Step>
</Steps>

### Photo tips for the field

**Lighting** - Take photos with good lighting. Avoid shadows and backlighting.

**Context** - Include reference points in photos to show scale and location.

**Multiple angles** - When documenting conditions, capture multiple angles for complete coverage.

**Review before leaving** - Check photos before leaving a site. It's easier to retake immediately than return later.

**Clean your lens** - Wipe your camera lens before important documentation photos.

### Photo metadata

When you take photos with the mobile app, Forerunner automatically captures metadata:

* **Timestamp** - When the photo was taken
* **Location** - GPS coordinates where the photo was captured
* **Orientation** - The original orientation of the image

This metadata is preserved and appears as columns in the Files table, making it easy to verify when and where photos were taken.

<Note>
  Location metadata requires your device's camera to have access to location services with precise location enabled. If location access isn't configured, the timestamp and orientation will still be captured, but location will be empty.
</Note>

**To enable location metadata:**

<Tabs>
  <Tab title="iOS">
    1. Open **Settings**
    2. Tap **Privacy & Security**
    3. Tap **Location Services**
    4. Scroll down and tap **Camera**
    5. Select **While Using the App**
    6. Ensure **Precise Location** is turned on
  </Tab>

  <Tab title="Android">
    1. Open **Settings**
    2. Tap **Location** (or **Security & Location**)
    3. Ensure location is turned **On**
    4. Go back to **Settings** and tap **Apps**
    5. Find and tap **Camera**
    6. Tap **Permissions** > **Location**
    7. Select **Allow only while using the app**
    8. If available, turn on **Use precise location**
  </Tab>
</Tabs>

## Edit existing records

Update records you created or have permission to edit:

<Steps>
  <Step title="Open the property">
    Navigate to the property and tap to open the info panel.
  </Step>

  <Step title="Find the record">
    Tap **Records** and locate the record you want to edit.
  </Step>

  <Step title="Open the record">
    Tap the record to view its details.
  </Step>

  <Step title="Tap Edit">
    Select **Edit** to open the record form with current values.
  </Step>

  <Step title="Make changes">
    Update fields as needed. You can add or remove photos and documents.
  </Step>

  <Step title="Save changes">
    Tap **Save** or **Submit** to save your edits.
  </Step>
</Steps>

## View existing records

Before creating a new record, review what's already been submitted:

<Steps>
  <Step title="Open the property">
    Tap a property marker on the map.
  </Step>

  <Step title="Go to Records">
    In the info panel, tap **Records**.
  </Step>

  <Step title="Browse records">
    See all records associated with the property, including:

    * Record type
    * Creation date
    * Record status
  </Step>

  <Step title="View details">
    Tap any record to see its full details and attached files.
  </Step>
</Steps>

## Work with records offline

Records fully support offline workflows:

### Creating records offline

* Create records normally while offline
* Records save locally to your device with a "Pending" indicator
* When you reconnect, records automatically sync to the server
* If sync fails, you'll see an error indicator with retry options

### Editing records offline

* Edit records that are available in your offline pack
* Changes save locally and sync when you're back online
* If you edit a record that was also edited on the web while you were offline, your changes will overwrite the web changes

### Record types offline

* Only record types included in your offline pack are available offline
* If you need a specific record type offline, ensure it's included when your offline pack is configured
* Connect to the internet to access all available record types

<Note>
  Photos and documents attached to records while offline are stored on your device and upload when you sync. Ensure your device has sufficient storage before capturing many photos offline.
</Note>

## Complete field inspections

For inspection workflows, combine tasks and records:

<Steps>
  <Step title="Review your tasks">
    Check the Tasks tab for assigned inspections before heading to the field.
  </Step>

  <Step title="Navigate to the property">
    Use the task's **View on map** option to navigate to the location.
  </Step>

  <Step title="Conduct your inspection">
    Document conditions with photos and complete the inspection record form.
  </Step>

  <Step title="Submit the record">
    Fill out all required fields and submit the inspection record.
  </Step>

  <Step title="Update the task">
    Mark the task as complete after submitting the inspection.
  </Step>
</Steps>

## Best practices

**Prepare before going out** - Review your task list and download offline packs for your work area.

**Work systematically** - Move through properties in a logical order to avoid backtracking.

**Document thoroughly** - Capture sufficient photos and fill out all relevant fields while on site.

**Submit before moving on** - Submit completed records before going to the next property. Don't batch submissions.

**Verify the property** - Confirm you're at the correct property before creating records, especially in areas with many nearby properties.

**Sync when possible** - When you have connectivity, let records sync before continuing. This provides a backup and lets others see your progress.

## Troubleshooting

<AccordionGroup>
  <Accordion title="I can't find a record type">
    **Why this happens:** Record types must be included in your offline pack or you must be online.

    **Solutions:**

    * Verify you're in an area covered by your offline pack
    * Check that the record type is enabled for your account
    * Connect to the internet to access all available record types
  </Accordion>

  <Accordion title="The form won't submit">
    **Why this happens:** Required fields are incomplete or contain invalid data.

    **Solutions:**

    * Scroll through the form to find fields marked with errors
    * Check that required fields (marked with \*) are completed
    * Verify data format (dates, numbers) is correct
    * Review conditional fields that may have appeared
  </Accordion>

  <Accordion title="Photos aren't saving">
    **Why this happens:** Device storage may be full, or there's a file permission issue.

    **Solutions:**

    * Check available device storage
    * Verify camera permissions are granted for Forerunner
    * Try restarting the app
    * Clear space on your device if storage is low
  </Accordion>

  <Accordion title="I created a record at the wrong property">
    **Why this happens:** Easy to tap the wrong property on a crowded map.

    **Solutions:**

    * If still in the form, cancel and start over at the correct property
    * If already submitted, edit the record (if permitted) or contact your administrator
    * Zoom in further on the map to distinguish between nearby properties
  </Accordion>
</AccordionGroup>

## Related documentation

* [Getting started with mobile](/mobile/getting-started) - Initial app setup
* [Creating properties](/mobile/creating-properties) - Add new properties in the field
* [Offline mode](/mobile/offline-mode) - Working without connectivity
* [Using tasks on mobile](/tasks/mobile-tasks) - Task management in the field