> ## 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.

# Creating records

> Add new records from web or mobile to track your workflows

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.

## 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.

<Tip>
  Creating records from the property page is the easiest method because the system automatically links the record to that property and pre-fills property-related fields.
</Tip>

## Creating a record from a property page

<Steps>
  <Step title="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
  </Step>

  <Step title="Open the property details">
    The property panel or page opens showing:

    * Property information
    * Attached records
    * Files
    * Tasks
    * Map location
  </Step>

  <Step title="Click Add Record">
    Look for the **Add Record** button, typically in the Records section of the property page or in the property panel toolbar.
  </Step>

  <Step title="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
    * Permitting
    * SI/SD
    * And others based on your configuration

    Select the appropriate record type for your task.
  </Step>

  <Step title="Fill out the form">
    The record form opens with:

    * Property information pre-populated (address, coordinates, etc.)
    * Any default values configured by your CSM
    * Required fields marked with asterisks

    Complete all required fields and any optional fields relevant to your workflow.
  </Step>

  <Step title="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
  </Step>

  <Step title="Save the record">
    Click **Save** (or **Submit** depending on configuration) to create the record.

    What happens next:

    * 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
  </Step>
</Steps>

<Note>
  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.
</Note>

## Creating a record from the records table

<Steps>
  <Step title="Navigate to the records table">
    From the main navigation:

    * Click **Records**
    * Select the category (Inspections, Permitting, SI/SD, etc.)
  </Step>

  <Step title="Click Add new">
    In the records table header, click the **Add new** button. If multiple record types exist in that category, a dropdown appears with options.
  </Step>

  <Step title="Select record type and property">
    Unlike creating from a property page:

    * You'll need to select which property this record applies to
    * Search by address or select from map
    * System pre-fills property data after selection
  </Step>

  <Step title="Complete and save">
    Fill out the form and save as described above.
  </Step>
</Steps>

<Tip>
  Creating from the property page is usually faster because the property is already selected. Use the records table method when you want to browse existing records first or when creating multiple records across different properties.
</Tip>

## Creating records on mobile

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

### Mobile workflow

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

  <Step title="Find the property">
    Locate the property using:

    * **Map view** - Navigate to property location using GPS
    * **Search** - Search by address
    * **Nearby** - View properties near your current location
    * **Assigned tasks** - Access properties from your task list
  </Step>

  <Step title="Open property details">
    Tap on the property marker or list item to open the property panel.
  </Step>

  <Step title="Tap Add Record">
    In the property panel, tap **Add Record** (or the + button) and select the record type.
  </Step>

  <Step title="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
  </Step>

  <Step title="Save or save and sync">
    * **Save** - Stores record locally if offline
    * **Save and sync** - Immediately uploads if online

    Records saved offline automatically sync when connectivity is restored.
  </Step>
</Steps>

### 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

<Warning>
  Don't uninstall the mobile app or clear app data while you have unsynced records - you'll lose that data. Always sync before reinstalling.
</Warning>

## 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.)

<Note>
  Auto-populated fields can usually be edited if the pre-filled value is incorrect. Your Customer Success Manager configures which fields auto-populate based on your workflows.
</Note>

## 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:**

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

### 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

<Tip>
  Conditional logic makes forms cleaner by only showing relevant fields. Take your time working through the form - new fields appearing is expected behavior.
</Tip>

## Document uploads

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

### File upload process

<Steps>
  <Step title="Locate upload field">
    Scroll to the document upload field (usually labeled "Documents," "Photos," "Attachments," etc.).
  </Step>

  <Step title="Select files">
    Click the upload area or **Choose files** button:

    * **Desktop** - Browse your computer
    * **Mobile** - Choose camera or photo library

    You can select multiple files at once (up to 10).
  </Step>

  <Step title="Wait for upload">
    System uploads files and shows progress:

    * Progress bar for each file
    * Checkmark when complete
    * Error message if upload fails
  </Step>

  <Step title="Complete the record">
    After uploads finish, complete remaining fields and save the record.
  </Step>
</Steps>

### File requirements

| File Type         | Maximum Size | Notes                                               |
| ----------------- | ------------ | --------------------------------------------------- |
| PDFs              | 30 MB        | Common for Elevation Certificates, reports, permits |
| Images (JPG, PNG) | 30 MB each   | Inspection photos, damage documentation             |
| Videos (MP4, MOV) | 600 MB       | Site videos, inspection documentation               |

<Warning>
  Maximum 10 files per upload session. If you need to upload more, save the record first, then edit it to upload additional files.
</Warning>

### 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](/records/permits-ec-submission).

## Understanding record status

Some record types include status fields to track progress:

### 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

### 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

<Note>
  Not all record types have status fields. Your Customer Success Manager configures status options based on your workflow needs.
</Note>

## After creating a record

Once you save a record, several things happen automatically:

### 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)

### 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](/records/accessing-records) and [Exporting Records](/records/exporting-records).

## Common issues and solutions

### 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

### 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

### 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

<Note>
  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.
</Note>

## 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

**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)

### 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

### 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

## Related topics

* [Records Overview](/records/overview) - Understanding records in Forerunner
* [Customizing Records](/records/customizing-records) - Field types and configuration
* [Accessing Records](/records/accessing-records) - View and manage records
* [Preliminary Damage Assessments](/records/preliminary-damage-assessments) - Creating PDA records
* [Safety Evaluations](/records/safety-evaluations) - Creating safety evaluation records
* [SI/SD Tracking](/records/si-sd-tracking) - Creating SI/SD and SDE records
* [Permits and EC Submission](/records/permits-ec-submission) - Creating permit and EC records