> ## 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.

# Accepting submissions

> Process forms and documents submitted by residents through your public website

Your public website can accept form submissions from residents, allowing them to submit permit applications, upload Elevation Certificates, or complete other forms without visiting your office. These submissions appear in your Records tables for review and processing.

<Note>
  Public submission is an optional feature you can enable per record type. Work with your Customer Success Manager to configure which record types residents can submit through the public website.
</Note>

## How public submissions work

When you enable a record type for public submission:

1. Residents access the form on your public website
2. They complete required fields and upload documents
3. Forerunner creates a record and links it to the property or custom object
4. You receive a notification (if configured)
5. The submission appears in your Records table for review

## Viewing public submissions

Submissions from your public website appear in your Records tables alongside staff-created records.

### Identifying public submissions

Public submissions can be identified by:

* **Created by** - Shows the resident's name or "Guest" for anonymous submissions
* **Source** - Indicates submission came from the public website
* **Submission date** - When the resident submitted the form

### Filtering submissions

Create saved views to organize public submissions:

* **New submissions** - Filter to recent public website submissions awaiting review
* **By record type** - See all submissions of a specific type (permits, EC uploads, etc.)
* **By status** - Track submissions through your review workflow

## Record types available for public submission

You determine which record types residents can submit. Common examples:

| Record type                       | Use case                                  |
| --------------------------------- | ----------------------------------------- |
| **Elevation Certificate uploads** | Residents submit ECs for processing       |
| **Permit applications**           | Floodplain development permit requests    |
| **Document submissions**          | Compliance documentation uploads          |
| **Information requests**          | Formal requests requiring structured data |

<Tip>
  Work with your Customer Success Manager to configure which record types should accept public submissions based on your workflows.
</Tip>

## Processing submissions

### Review workflow

<Steps>
  <Step title="Receive notification">
    When a resident submits a form, you receive an email notification with submission details (if configured).
  </Step>

  <Step title="Open the submission">
    Navigate to the appropriate Records table and open the submission to review.
  </Step>

  <Step title="Review submitted data">
    Check the form fields and uploaded documents:

    * Verify information accuracy
    * Review uploaded files
    * Check for completeness
  </Step>

  <Step title="Process the submission">
    Take action based on your workflow:

    * Approve or deny applications
    * Request additional information
    * Create follow-up tasks
    * Link related records
  </Step>

  <Step title="Update status">
    Update the record status to reflect its current state. If you've configured notifications, the resident receives an update.
  </Step>
</Steps>

### Contacting residents

If you need additional information:

1. Use the contact information provided in the submission
2. Document your outreach in the record notes
3. Update the status to indicate you're waiting for response

## Elevation Certificate submissions

EC submission is a common use case with special handling in Forerunner.

### Automatic EC processing

When residents upload Elevation Certificates:

1. **Data extraction** - Forerunner automatically reads the EC PDF and extracts elevation data, flood zone information, and certification details
2. **Property matching** - The EC is linked to the property using address and parcel information
3. **Quality checks** - The system validates the EC and flags potential issues
4. **Review queue** - You review extracted data and approve or request follow-up

### Reviewing extracted EC data

After processing, you can review:

* Building and property details
* Elevation measurements (LAG, BFE, FFE)
* Flood zone and FIRM panel information
* Certification date and surveyor details
* Any flags or warnings from automated checks

### Common EC flags

The system may flag ECs for review when:

| Flag                          | Meaning                                |
| ----------------------------- | -------------------------------------- |
| **Incomplete information**    | Missing required fields on the EC form |
| **Poor scan quality**         | Text or numbers are illegible          |
| **Property mismatch**         | Address doesn't match property records |
| **Calculation discrepancies** | Elevation values don't align           |
| **Certification issues**      | Missing surveyor signature or seal     |

Review flagged ECs and contact residents if additional information is needed.

## Configuring public submissions

### Enabling a record type for public submission

Work with your Customer Success Manager to enable public submission for a record type. You can configure:

* **Who can submit** - Guest users (no account) or public users (with account)
* **Preamble text** - Instructions shown before the form
* **Postamble text** - Confirmation message after submission
* **Notification emails** - Staff to notify when submissions arrive
* **Default visibility** - Whether submissions are public or private by default

### Guest vs. public user submission

**Guest submission** (no account required)

* Residents submit without signing in
* Contact information collected each time
* Cannot track submission status
* Best for simple, one-time submissions

**Public user submission** (account required)

* Residents sign in before submitting
* Contact information pre-populated
* Can track submissions in My Submissions
* Best for ongoing relationships or complex workflows

Learn more about [public user accounts](/public-website/public-users).

## Controlling submission visibility

You control whether public submissions appear on the public website:

### Default visibility

You can set a default visibility for each record type:

* **Public by default** - Submissions visible to anyone viewing the property
* **Hidden by default** - Submissions only visible to staff until you make them public

### Individual record visibility

Override the default for specific submissions:

1. Open the submission record
2. Find the visibility toggle
3. Change to public or hidden as needed

<Warning>
  Visibility changes take effect immediately. Making a submission public means anyone visiting the property page can see it.
</Warning>

### Account-wide settings

Some visibility settings apply across your account:

* **Hide SI/SD records** - Hide all Substantial Improvement/Substantial Damage submissions from public view
* **Record type restrictions** - You can configure certain record types as always private

## What residents experience

Understanding the resident experience helps you configure and support public submissions effectively.

### Finding submission forms

Residents can access forms through:

* Property or custom object pages on your public website
* Direct links you share (on your main website, in emails, etc.)
* Navigation menu (for featured submission types)

### Completing a submission

1. Resident finds the form on your public website
2. They search for or confirm their property or custom object
3. They complete required fields
4. They upload any required documents
5. They provide contact information
6. They submit and see a confirmation

### After submission

* Residents see a confirmation message
* If they have an account, they can track status in My Submissions
* You process the submission according to your workflow

## Notifications

### Staff notifications

You can configure email notifications to alert you when submissions arrive:

* Send to specific staff members
* Include submission details in the email
* Route based on record type or property location

### Resident notifications

You can also configure residents to receive:

* Confirmation of submission receipt
* Status updates as you process their submission
* Requests for additional information

Contact your Customer Success Manager to configure notification settings.

## Troubleshooting

<AccordionGroup>
  <Accordion title="Not receiving notifications for new submissions">
    **Check:**

    * Notification settings are configured for the record type
    * Email addresses are correct
    * Emails aren't going to spam

    Contact your Customer Success Manager to verify notification setup.
  </Accordion>

  <Accordion title="Submissions aren't appearing in the Records table">
    **Verify:**

    * Your filters aren't hiding recent entries
    * You're looking at the correct record type table
    * The public submission feature is enabled for that record type

    Contact Forerunner support if issues persist.
  </Accordion>

  <Accordion title="EC data extraction shows errors">
    **Common causes:**

    * Poor quality PDF scan
    * Non-standard EC form
    * Incomplete or illegible EC

    Review the original PDF and contact the resident if a better quality document is needed.
  </Accordion>

  <Accordion title="Residents can't find the submission form">
    **Check that:**

    * The record type is enabled for public submission
    * The form is accessible from the expected location
    * Direct links are correct and working

    Test the submission flow yourself to verify.
  </Accordion>

  <Accordion title="Residents report submission errors">
    **Common causes:**

    * Required fields not completed
    * File size exceeds limit (typically 30 MB)
    * File format not supported
    * Network connectivity issues

    Have residents try again or contact your office for assistance.
  </Accordion>
</AccordionGroup>

## Related topics

* [Managing resident logs](/public-website/managing-resident-logs) - Handle Get Help requests (creates logs, not submissions)
* [Public user accounts](/public-website/public-users) - Resident account features
* [Record public sharing](/records/public-sharing) - Control submission visibility
* [Permits and EC submission](/records/permits-ec-submission) - EC processing workflow details