> ## 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.

# Accessing records

> View and manage records via tables, maps, and property pages

Records can be accessed from multiple locations throughout Forerunner, making it easy to find the information you need whether you're searching by property, browsing by category, or viewing records on the map.

## Primary access methods

**Records tables** - Browse and search records organized by category with powerful filtering and sorting

**Property pages** - View all records attached to a specific property with files and tasks

**Map interface** - Click properties on the map to see records with geographic context

**Mobile app** - Access records in the field with offline support

**Direct links** - Share URLs to specific records with team members

## Accessing via records tables

Records tables are the primary interface for browsing, searching, and managing records across your account:

### Navigate to a records table

<Steps>
  <Step title="Open the Records menu">
    Click **Records** in the main navigation.
  </Step>

  <Step title="Select a category">
    Choose the category you want to view:

    * Inspections
    * Permitting
    * SI/SD
    * Grants
    * Mailings
    * Code Cases
    * And others based on your configuration

    Each category shows its own table of records.
  </Step>

  <Step title="View the records table">
    The table displays all records in that category with columns for:

    * Record type name
    * Property or object information
    * Creation date
    * Last updated date
    * Status (if applicable)
    * Creator
    * Quick actions
  </Step>
</Steps>

### Table controls

Every records table includes powerful controls in the header:

**Saved views dropdown** - Switch between different filtered views of your data

**Filter button** - Add and manage filters (shows badge when filters are active)

**Columns button** - Show or hide columns to customize your view

**Row count** - See total number of records in current view

**Add new button** - Create a new record of available types in this category

**Export data** - Download filtered records in various formats

<Tip>
  Create saved views for common searches like "Inspections this month" or "Permits needing review" to quickly access frequently-used filters.
</Tip>

### Filtering records

Use filters to find specific records:

<Steps>
  <Step title="Click Filter button">
    In the table header, click the **Filter** button (funnel icon).
  </Step>

  <Step title="Add filter criteria">
    Select filter options:

    * **Record type** - Filter to specific types within the category
    * **Date range** - Created date, updated date, or custom date fields
    * **Status** - If records have status fields
    * **Property attributes** - Flood zone, address, parcel ID, etc.
    * **Creator** - Who created the record
    * **Custom fields** - Any field from the record form
  </Step>

  <Step title="Apply filters">
    Click **Apply** to filter the table. The row count updates to show matching records only.
  </Step>

  <Step title="Save the view (optional)">
    To reuse these filters:

    * Click **Save view**
    * Give it a descriptive name
    * View appears in saved views dropdown for future use
  </Step>
</Steps>

Learn more about table views in [Tables documentation](/tables/creating-views).

### Sorting records

Click any column header to sort:

* **First click** - Sort ascending
* **Second click** - Sort descending
* **Third click** - Remove sort

Common sorting:

* **Created date** - See newest or oldest records
* **Property address** - Alphabetical by location
* **Status** - Group by status values
* **Record type** - Group by type within category

### Customizing columns

Adjust which columns appear and their order:

<Steps>
  <Step title="Click Columns button">
    In the table header, click the **Columns** button (column icon).
  </Step>

  <Step title="Select columns">
    Check or uncheck columns to show or hide them:

    * System columns (address, date, creator)
    * Record-specific fields from the form
    * Calculated values
  </Step>

  <Step title="Reorder columns">
    Drag and drop column headers to rearrange their order in the table.
  </Step>

  <Step title="Save preferences">
    Column customizations are saved automatically to your user account and persist across sessions.
  </Step>
</Steps>

<Tip>
  Column order and sizing are saved per user, so you can customize your view without affecting other team members.
</Tip>

### Opening a record

From the records table:

**Click the row** - Opens record in view mode

**Actions menu** - Click the three-dot menu for options:

* View - Read-only display
* Edit - Modify record data
* View on map - Show property location
* Duplicate - Create copy of record
* Delete - Remove record (if permitted)
* Copy link - Share URL to record

## Accessing via property pages

View all records attached to a specific property:

### From property page

<Steps>
  <Step title="Navigate to the property">
    Find the property using:

    * Global search by address
    * Properties table
    * Map (click property marker)
  </Step>

  <Step title="Open property details">
    Property page displays with multiple sections:

    * Property information
    * Records
    * Files
    * Tasks
    * Map
  </Step>

  <Step title="View Records section">
    The Records section shows:

    * All records attached to this property
    * Organized by category or type
    * Count of records by type
    * Quick actions to view or edit
  </Step>

  <Step title="Open a record">
    Click on any record in the list to view details.
  </Step>
</Steps>

### Benefits of property-based access

**See complete context:**

* All records for one location
* Chronological history
* Related files and tasks
* Geographic location

**Easy navigation:**

* Jump between records, files, and tasks
* See how work relates to the property
* Track activities over time

**Quick creation:**

* Add new records to current property
* Property automatically linked
* Fields auto-populated from property data

## Accessing via map interface

View records with geographic context:

### Map-based workflow

<Steps>
  <Step title="Open the map">
    Navigate to **Map** in the main navigation, or use map widgets on dashboards and property pages.
  </Step>

  <Step title="Find properties with records">
    Properties on the map may show indicators:

    * Color coding based on recent assessments (PDAs)
    * Icons indicating record types
    * Badges showing record counts
  </Step>

  <Step title="Click a property">
    Click on a property marker to open the property information panel.
  </Step>

  <Step title="View records in panel">
    The panel displays:

    * Property summary
    * Recent records
    * Quick links to full record details
    * Option to create new records
  </Step>

  <Step title="Open full record">
    Click any record in the panel to view complete details, or click "View all records" to see the property page.
  </Step>
</Steps>

<Tip>
  Use map filters to display only properties with specific record types or attributes, like "Properties with PDAs showing major damage" or "Permits pending approval."
</Tip>

Learn more about map features in [Maps documentation](/maps/overview).

## Accessing via mobile app

View and manage records in the field:

### Mobile access workflow

<Steps>
  <Step title="Open mobile app">
    Launch the Forerunner mobile app and sign in.
  </Step>

  <Step title="Navigate to property">
    Find the property using:

    * Map view (navigate to location)
    * Search by address
    * Nearby properties (GPS-based)
    * Task list (assigned work)
  </Step>

  <Step title="View property records">
    Tap on property to open panel showing:

    * Property information
    * Records organized by category
    * Recent activity
  </Step>

  <Step title="Open a record">
    Tap any record to view details:

    * All form fields
    * Uploaded photos and documents
    * Creation and edit history
    * Options to edit or create related records
  </Step>
</Steps>

### Mobile offline access

Records are accessible offline after initial sync:

**Online preparation:**

* Open mobile app while connected
* Navigate to work area on map
* System caches property and record data

**Offline capabilities:**

* View all cached records
* Open record details
* Create new records (sync later)
* Edit existing records (sync later)
* View attached photos

**Return online:**

* App automatically syncs changes
* New and edited records upload
* Latest data downloads

Learn more about mobile capabilities in [Mobile App documentation](/mobile/overview).

## Direct links to records

Share specific records with team members using direct links:

### Record URLs

Every record has a unique URL:

* **View mode:** `/submissions/[recordId]`
* **Edit mode:** `/submissions/[recordId]/edit`
* **Summary mode:** `/submissions/[recordId]/summary` (for SDEs and some modules)

### Sharing links

To share a record:

<Steps>
  <Step title="Open the record">
    Navigate to the record you want to share using any access method.
  </Step>

  <Step title="Copy the URL">
    Either:

    * Copy the URL from your browser's address bar
    * Click the actions menu (three dots) and select "Copy link"
  </Step>

  <Step title="Share the link">
    Send the URL via:

    * Email
    * Team chat
    * Project management tools
    * Documentation
  </Step>

  <Step title="Recipient accesses record">
    When they click the link:

    * Must be signed in to Forerunner
    * Must have permission to view the record
    * Opens directly to that specific record
  </Step>
</Steps>

<Note>
  Direct links only work for team members with Forerunner accounts and appropriate permissions. Public website visitors use different URLs.
</Note>

## Record view modes

Records can be displayed in different modes depending on the record type and your intent:

### View mode (read-only)

**Purpose:** Review record details without editing

**Features:**

* All form fields displayed
* Uploaded documents visible
* Creation and edit history
* Related records linked
* Actions menu (edit, duplicate, delete)

**Access:** Click record from table or property page

### Edit mode

**Purpose:** Modify record data

**Features:**

* Editable form fields
* Add or remove documents
* Change status or other values
* Save changes
* Edit history tracked

**Access:** Click **Edit** button from view mode

### Summary mode

**Purpose:** Display calculated or formatted results (SDEs, special modules)

**Features:**

* Formatted display of key information
* Calculated values highlighted
* Action buttons for related operations (like "Create SD record")
* Link to edit source data
* Professional formatting for printing

**Access:** Automatic for certain record types, or click **View summary**

<Tip>
  Summary pages are especially useful for SDEs (Substantial Damage Estimates) as they present complex calculations in an easy-to-understand format.
</Tip>

## Record history and audit trail

Track changes to records over time:

### What's tracked

For every record:

* **Created** - Who created it and when
* **Last updated** - Most recent change and who made it
* **Edit history** - All changes with timestamps
* **Version** - Which form version was used (if record type has been updated)

### Viewing history

<Steps>
  <Step title="Open the record">
    Navigate to the record in view mode.
  </Step>

  <Step title="View metadata">
    Look for information at the top or bottom of the record:

    * Created by \[Name] on \[Date]
    * Last updated by \[Name] on \[Date]
  </Step>

  <Step title="View edit history (if available)">
    Some record types show detailed edit history:

    * Click "View history" or similar link
    * See list of all changes
    * Who made each change
    * When changes occurred
    * What values were changed
  </Step>
</Steps>

<Note>
  Audit trail capabilities depend on your account configuration. Contact your Customer Success Manager to enable detailed edit history tracking if needed.
</Note>

## Searching for records

Find specific records across all categories:

### Global search

Use the global search bar at the top of Forerunner:

1. Type search terms:
   * Property address
   * Parcel ID
   * Record ID or reference number
   * Creator name
   * Text from record fields

2. Results appear showing:
   * Matching records
   * Property context
   * Preview of relevant data

3. Click a result to open that record

### Category-specific search

Within a records table:

1. Use the filter controls to narrow by category
2. Add filters for specific fields
3. Sort by relevance
4. Combine multiple filter criteria

### Advanced search tips

**Find records by date:**

* Filter to date range
* Sort by created or updated date
* Save views for "Last 30 days" or "This year"

**Find records by property:**

* Search for property first
* View all records from property page
* Or filter records table by property address/parcel

**Find records by status:**

* Filter to specific status values
* Create saved views for "Pending review" or "Approved"
* Sort by status to group similar records

**Find flagged items:**

* Filter to records needing review
* Show only incomplete records
* Highlight priority items

## Bulk operations

Perform actions on multiple records at once:

### Available bulk actions

**Export** - Download multiple records (see [Exporting Records](/records/exporting-records))

**Update status** - Change status for multiple records simultaneously (if configured)

**Delete** - Remove multiple records (if permitted)

**Assign** - Assign records to user or group (if configured)

### How to use bulk operations

<Steps>
  <Step title="Filter to desired records">
    Use filters to show only the records you want to act on.
  </Step>

  <Step title="Select records">
    Check boxes next to records:

    * Individual selections
    * Select all on current page
    * Select all matching filter (if available)
  </Step>

  <Step title="Choose action">
    Click the bulk action button or dropdown and select the operation.
  </Step>

  <Step title="Confirm">
    Review the action and confirm. Bulk operations may take a moment for large selections.
  </Step>
</Steps>

<Warning>
  Bulk delete operations cannot be undone. Always double-check your filter and selections before confirming bulk deletions.
</Warning>

## Related topics

* [Creating Records](/records/creating-records) - Add new records
* [Exporting Records](/records/exporting-records) - Download record data
* [Tables](/tables/overview) - Learn about table views and saved searches
* [Maps](/maps/overview) - Using map features to view records
* [Mobile App](/mobile/overview) - Accessing records in the field