Creating records

Creating records in Forerunner is straightforward, whether you’re in the office using the web app or in the field with the mobile app. Records can be created from multiple locations throughout the platform, and the system intelligently pre-fills information to save you time.

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Where to create records

Records can be created from several locations in Forerunner: Property page - The most common starting point. When viewing a property, click Add Record to create a record linked to that property. Objects page - For records linked to custom objects (stormwater systems, facilities, etc.), create from the custom object’s detail page. Records table - Navigate to Records > [Category], then click Add new to create a record. You’ll need to select or search for the property as part of the process. Map - Click on a property or object on the map to open its panel, then create a record from there. Mobile app - Create records while in the field with full offline support.

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Creating a record from a property page

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Creating a record from the records table

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Creating records on mobile

The Forerunner mobile app enables field data collection with offline support:

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Mobile workflow

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Mobile offline capabilities

Before going offline:

• Open the mobile app while online
• Navigate to your work area on the map
• System caches map tiles and property data automatically
• Download specific properties or areas if needed

While offline:

• Create and edit records
• Capture photos
• All data stores locally on your device
• Visual indicator shows offline status

When back online:

• App automatically detects connectivity
• Syncs all pending records
• Uploads photos and documents
• Updates record status
• Confirms sync completion

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Understanding auto-populated fields

Forerunner automatically fills in certain fields to save you time and ensure accuracy:

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Property-related fields

When creating from a property, these commonly auto-populate:

• Address - Full property address
• Parcel ID - Tax parcel identifier
• Coordinates - Latitude and longitude
• Flood zone - FEMA flood zone designation
• Property type - Residential, commercial, etc.
• Owner name - Current owner from property records
• Assessed value - Tax assessment value

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User-related fields

Fields related to the person creating the record:

• Inspector name - Your name
• Inspector email - Your email address
• Inspector phone - Your phone number
• Created by - Your user account (always tracked)
• Department - Your assigned department

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Computed fields

Automatically calculated values:

• Created date - Date record was created (always tracked)
• Current date - Today’s date for date fields
• Unique ID - Auto-generated reference numbers
• Calculated values - Based on other field inputs (SDE calculations, etc.)

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Working with conditional fields

Many record types use conditional logic to show or hide fields based on your responses:

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How conditional fields work

Example scenario:

1. You select “Yes” for “Property in Special Flood Hazard Area”
2. System immediately shows additional fields:
   • Flood zone
   • Base Flood Elevation
   • Elevation Certificate required?
3. If you change to “No,” those fields hide again

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Tips for conditional forms

Watch for appearing fields:

• As you complete the form, new fields may appear
• Scroll down after selecting options to see new fields
• Required fields that appear are marked with asterisks

Changing answers:

• If you change a field that triggers conditions, related fields may hide
• Data in hidden fields is preserved (not lost)
• If you show the field again, your previous entry reappears

Required conditional fields:

• Some fields become required based on conditions
• Save button won’t work until required conditional fields are complete
• Error messages indicate which fields need attention

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Document uploads

Many record types allow file uploads for photos, PDFs, and other documents:

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File upload process

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File requirements

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Special handling for Elevation Certificates

If uploading an EC to a permit record with EC submission enabled:

• System automatically detects it’s an Elevation Certificate
• Begins AI processing to extract data
• Usually completes within a few minutes
• You can continue filling out the form while processing
• Extracted data becomes available after processing

Learn more about Permits and EC Submission.

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Understanding record status

Some record types include status fields to track progress:

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Common status values

Draft - Record started but not complete Submitted - Submitted for review Under review - Being reviewed by staff Approved - Approved and complete Denied - Application denied or rejected Complete - Work finished or closed On hold - Paused pending additional information

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Status workflows

Status typically follows a progression:

1. Create record (starts as Draft or Submitted)
2. Staff reviews (changes to Under Review)
3. Decision made (changes to Approved, Denied, or Complete)
4. Follow-up actions taken

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After creating a record

Once you save a record, several things happen automatically:

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Immediate actions

Record is saved - Data is stored and linked to the property Redirects - You’re sent to the record view, summary, or edit page Notifications - Emails sent if configured (to supervisors, reviewers, etc.) Property updates - Property warnings, status, or attributes may update (for PDAs, SI/SD, etc.) Related records - Some modules create draft related records (SDE → SI/SD)

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Follow-up actions

Viewing the record:

• Access from property page (shows in Records section)
• Find in records table (filter by date, type, etc.)
• Share link with team members

Editing the record:

• Click Edit on the record view page
• Make changes and save
• Edit history is tracked

Creating related records:

• Some record types offer actions like “Create SD record”
• Links records together for easy reference

Exporting:

• Export individual record data
• Include in bulk exports from records table

Learn more about Accessing Records and Exporting Records.

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Common issues and solutions

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Can’t find record type I need

Problem: The Add Record button doesn’t show the record type I want to create. Solutions:

• Check if you’re in the right category (Inspections, Permitting, etc.)
• Verify you have permission to create that record type
• Confirm the record type is configured for your account
• Contact your admin or Customer Success Manager

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Required field errors

Problem: Can’t save because of required field errors. Solutions:

• Scroll through entire form - conditional fields may have appeared
• Look for fields marked with asterisks or highlighted in red
• Error messages usually indicate which field needs attention
• Fill in or correct the indicated fields

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Upload failures

Problem: Files won’t upload or uploads fail partway through. Solutions:

• Check file size limits (PDFs and images: 30 MB, videos: 600 MB)
• Verify you’re uploading allowed file types
• Test internet connectivity
• Try uploading fewer files at once
• Compress large files or split into smaller uploads

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Auto-populated data is wrong

Problem: Pre-filled property information is incorrect. Solutions:

• Edit the field manually if editable
• If field is locked, update the property information first
• Contact admin if property data needs correction
• Add notes explaining any discrepancies

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Mobile sync issues

Problem: Records created offline won’t sync. Solutions:

• Verify internet connectivity
• Force sync by pulling down on records list
• Check mobile app for sync status indicator
• Restart app if sync appears stalled
• Contact support if data loss is possible

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Best practices

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Before creating records

Verify property:

• Confirm you have the correct property
• Check address and location on map
• Review existing records to avoid duplicates

Gather information:

• Collect necessary documents before starting
• Have photos ready to upload
• Know measurements or values you’ll need to enter

Check permissions:

• Ensure you have permission to create this record type
• Verify you can access the property (not restricted)

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While creating records

Complete in one session:

• Fill out forms completely when possible
• Don’t leave drafts sitting unfinished
• Upload all documents before saving

Use appropriate detail:

• Provide enough information for others to understand
• Don’t over-explain obvious items
• Include context that might not be obvious later

Capture quality photos:

• Take clear, well-lit photos
• Capture multiple angles
• Include context shots showing overall conditions
• Annotate or caption if helpful

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After creating records

Review for accuracy:

• Double-check key data like measurements and calculations
• Verify uploads completed successfully
• Confirm record linked to correct property

Follow up as needed:

• Create related tasks if follow-up required
• Notify team members who need to know
• Track status changes

Organize your work:

• Use consistent naming or numbering
• Add notes for future reference
• Link related records together

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Related topics

• Records Overview - Understanding records in Forerunner
• Customizing Records - Field types and configuration
• Accessing Records - View and manage records
• Preliminary Damage Assessments - Creating PDA records
• Safety Evaluations - Creating safety evaluation records
• SI/SD Tracking - Creating SI/SD and SDE records
• Permits and EC Submission - Creating permit and EC records