Where to create records
Records can be created from several locations in Forerunner: Property panel - The most common starting point. Open a property, go to its Records tab, and click Add 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 to create a record. If the record type attaches to properties or objects, you’ll pick the location 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.Creating a record from a property
1
Navigate to the property
Find the property in one of these ways:
- Search by address in the global search bar
- Click the property on the map
- Browse the Properties table and select the property
2
Open the property details
The property opens in a side panel with Overview, Related, Activity, Tasks, Records, Workflows, and Files tabs.
3
Click Add
Go to the Records tab and click Add.
4
Select record type
A dropdown appears showing all record types you have permission to create. If there’s only one option for that category, it may create directly.Record types are organized by category:
- Inspections
- Permits
- SI/SD
- And others based on your configuration
5
Fill out the form
The record form opens with:
- Property information pre-populated (address, coordinates, etc.)
- Any default values configured for that record type
- Required fields marked with asterisks
6
Upload documents (if applicable)
If the record type includes document upload fields:
- Click the upload area or Choose files button
- Select files from your computer (or capture photos on mobile)
- Wait for uploads to complete
- System shows upload progress and confirms completion
7
Submit the record
Click Submit to create the record. If you can’t finish it yet, click Save as draft instead. Required fields can stay empty until you submit. See Saving records as drafts.What happens when you submit:
- Record is created and linked to the property
- You’re redirected to the record view or summary page
- Success message appears (if configured)
- Notifications are sent (if configured)
- Any automated workflows trigger
Some record types redirect to a summary page after saving (like SDEs with calculated results), while others redirect to the edit page to continue adding details.
Creating a record from the records table
1
Navigate to the records table
From the main navigation:
- Click Records
- Select the category (Inspections, Permits, SI/SD, etc.)
2
Click Add
In the records table header, click the Add button. If multiple record types exist in that category, a dropdown appears with options.
3
Select record type and property
Unlike creating from a property:
- If the record type attaches to properties or objects, you’ll need to select which one this record applies to
- Search by address or select from map
- System pre-fills property data after selection
4
Complete and save
Fill out the form and save as described above.
Creating records on mobile
The Forerunner mobile app enables field data collection with offline support:Mobile workflow
1
Open the mobile app
Launch the Forerunner mobile app and sign in if needed.
2
Find the property
Locate the property using:
- Map view - Navigate to property location using GPS
- Search - Search by address
- Assigned tasks - Access properties from your task list
3
Open property details
Tap on the property marker or list item to open the property panel.
4
Tap Add
In the property panel, tap Add and select the record type.
5
Fill out the form
Complete fields using mobile-optimized inputs:
- Text - Tap to open keyboard
- Numbers - Numeric keyboard appears
- Dates - Mobile date picker
- Dropdowns - Scrollable options
- Photos - Tap to capture with camera or select from library
- Location - GPS coordinates auto-populate
6
Submit
Tap Submit to create the record. Anything you submit offline syncs once you’re back online.
Mobile offline capabilities
Before going offline:- Open the mobile app while online
- Download your work area in Settings > Offline maps
- Create and edit records
- Capture photos
- All data stores locally on your device
- Visual indicator shows offline status
- Pending uploads show in Settings > Data syncing
- App automatically detects connectivity
- Syncs all pending records
- Uploads photos and documents
- Updates record status
- Confirms sync completion
Understanding auto-populated fields
Forerunner automatically fills in certain fields to save you time and ensure accuracy: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
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
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.)
Fields from an earlier workflow step
When a record is part of a workflow, fields can pull their value from a record type completed at an earlier step, so information entered once at intake carries into the forms that follow. Owner name, address, and agent details are typical.Auto-populated fields can be edited unless the record type locks them. A locked field shows its value but can’t be changed here; it changes at its source instead. Managers configure which fields auto-populate in the record type settings.
Working with conditional fields
Many record types use conditional logic to show or hide fields based on your responses:How conditional fields work
Example scenario:- You select “Yes” for “Property in Special Flood Hazard Area”
- System immediately shows additional fields:
- Flood zone
- Base Flood Elevation
- Elevation Certificate required?
- If you change to “No,” those fields hide again
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
- 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
- Some fields become required based on conditions
- You can’t submit until required conditional fields are complete, but you can save as a draft
- Error messages indicate which fields need attention
Document uploads
Many record types allow file uploads for photos, PDFs, and other documents:File upload process
1
Locate upload field
Scroll to the document upload field (usually labeled “Documents,” “Photos,” “Attachments,” etc.).
2
Select files
Click the upload area or Choose files button:
- Desktop - Browse your computer
- Mobile - Choose camera or photo library
3
Wait for upload
System uploads files and shows progress:
- Progress bar for each file
- Checkmark when complete
- Error message if upload fails
4
Complete the record
After uploads finish, complete remaining fields and save the record.
File requirements
Each upload field can have its own file limit.
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
Understanding record status
Every record has a Status: Draft, Processing, Submitted, or Canceled. A record you’ve saved but not submitted is a Draft, and only you can see it. Once you submit, it shows as Submitted. You can filter record tables by status. To track progress beyond that, add a dropdown field for it (for example Under review, Approved, Closed), or use workflows.After creating a record
Once you submit a record, several things happen automatically. None of these happen while a record is a draft.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 linked records for you (SDE → SI/SD)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
- Open the record to go straight to its form
- Make changes and click Save
- Changes show in the property’s Activity tab
- Saving a complete SDE adds a linked SI/SD entry for you
- Links records together for easy reference
- Export individual record data
- Include in bulk exports from records table
Common issues and solutions
Can’t find record type I need
Problem: The Add button doesn’t show the record type I want to create. Solutions:- Check if you’re in the right category (Inspections, Permits, 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
Required field errors
Problem: Can’t submit because of required field errors. Solutions:- If you don’t have the information yet, click Save as draft and come back to it later
- 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
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
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
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
If you encounter persistent issues creating records, contact your Customer Success Manager or admin. They can check permissions, form configuration, and provide guidance specific to your account.
Best practices
Before creating records
Verify property:- Confirm you have the correct property
- Check address and location on map
- Review existing records to avoid duplicates
- Collect necessary documents before starting
- Have photos ready to upload
- Know measurements or values you’ll need to enter
- Ensure you have permission to create this record type
- Verify you can access the property (not restricted)
While creating records
Submit drafts promptly:- Save as a draft when you can’t finish a record in one sitting
- Submit as soon as the record is complete. Your team can’t see a draft, and notifications and automations don’t run until you submit.
- Provide enough information for others to understand
- Don’t over-explain obvious items
- Include context that might not be obvious later
- Take clear, well-lit photos
- Capture multiple angles
- Include context shots showing overall conditions
- Annotate or caption if helpful
After creating records
Review for accuracy:- Double-check key data like measurements and calculations
- Verify uploads completed successfully
- Confirm record linked to correct property
- Create related tasks if follow-up required
- Notify team members who need to know
- Track status changes
- Use consistent naming or numbering
- Add notes for future reference
- Link related records together
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
- SI/SD Tracking - Creating SI/SD and SDE records
- Permits and EC Submission - Creating permit and EC records