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Forerunner’s record system is highly customizable. If the Record Builder is enabled for your account, manager-level users can create and modify record types directly—adding fields, configuring conditional logic, setting permissions, and more.
The Record Builder must be enabled for your account, and only manager-level users can access it. Contact your Customer Success Manager to turn on the Record Builder or to request customizations if you don’t have access.

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Getting started with the Record Builder

The Record Builder lets you customize record types to match your workflows. You can:
  • Create new record types - Build forms for new workflows from scratch
  • Add and remove fields - Customize what information you collect
  • Edit field properties - Update labels, help text, and options
  • Reorder fields - Arrange fields in the order that makes sense for your team
  • Configure conditional logic - Show, hide, or require fields based on responses
  • Set permissions - Control who can create and view each record type
  • Configure notifications - Set up email alerts when records are created
Don’t have the Record Builder enabled? Your Customer Success Manager can still help you with record customizations. Contact them to discuss your needs.

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Creating a new record type

1

Open the Record Builder

Go to your account settings to access the Record Builder. You need manager-level permissions to access it.
2

Set up basic information

Configure the record type’s foundational details:
  • Record type — Give the record type a clear, descriptive name (e.g., “Annual Floodplain Inspection”)
  • Record category — Assign it to the appropriate category (Inspections, Permitting, SI/SD, etc.)
  • Who can fill out this record — Choose which user types can create records of this type
  • Object type associated — Select whether this record attaches to properties, custom objects, or both
3

Add fields to the form

Build your form by adding fields. For each field:
  1. Select a field type from the available options (text, number, date, select, etc.)
  2. Enter a label that clearly describes what information to enter
  3. Configure field-specific options like dropdown choices, min/max values, or default values
  4. Add help text to guide users filling out the form
  5. Mark the field as required if it must be completed before saving
4

Organize field order

Use the up and down arrows to reorder fields. Group related fields together using the Group field type to create collapsible sections. Put the most important fields near the top of the form.
5

Set permissions

Configure who can create and view this record type:
  • Choose which user types can create records (team members, guests, public users)
  • Set default visibility (public or hidden)
  • Restrict creation to specific public user groups if needed
6

Add form guidance (optional)

Add contextual information to help users:
  • Form description — Instructions shown at the top of the form before any fields
  • Success message — Confirmation shown after saving
7

Configure notifications (optional)

Set up email alerts to notify team members when records of this type are created. Specify recipient email addresses, subject line format, and any conditions for when notifications should send.
8

Save the record type

Review your configuration and save. The new record type is immediately available for users with the appropriate permissions to create records.

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Editing an existing record type

1

Open the Record Builder

Navigate to the Record Builder and select the record type you want to modify.
2

Make your changes

Update any aspect of the record type:
  • Add, remove, or reorder fields
  • Edit field labels, help text, or options
  • Update conditional logic rules
  • Adjust permissions or notifications
3

Choose how to handle existing records

When you save changes to a record type’s form structure, Forerunner creates a new version. You can choose to:
  • Keep existing records on their original version — Past records maintain their original form structure
  • Update existing records to the new version — Past records adopt the updated form (new fields appear empty, removed fields are hidden)
4

Save and review

Save your changes. New records will use the updated version immediately. If you chose to update existing records, verify that they display correctly with the new form structure.

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Record type versioning

When you update a record type’s form structure, Forerunner creates a new version automatically. This versioning system ensures data integrity while allowing your forms to evolve over time.

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How versioning works

  1. Form structure updated - Fields are added, removed, or modified
  2. New version created - Forerunner creates a new version of the record type
  3. Choose what happens to existing records - You can keep existing records on their original version or update them to the new version
  4. New records use updated version - Any records created after the update use the new form

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Benefits of versioning

BenefitDescription
Historical integrityPast records maintain their original structure and data
No data lossField removals don’t affect existing records
Audit complianceHistorical records remain valid for reporting and audits
Seamless exportsSystem handles different versions automatically in exports
Safe iterationMake changes without worrying about breaking existing data
When viewing older records that haven’t been updated, you’ll see the form as it existed when that record was created. This preserves the context of the original data entry.

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Version considerations

When planning form updates, you can choose whether to update existing records to the new version:
  • Adding fields - New fields appear on future records; if you update existing records, new fields will be empty
  • Removing fields - Removed fields remain visible on existing records unless you update them to the new version
  • Renaming fields - Creates a new field; existing data stays with the old field name
  • Changing field types - May require creating a new field to maintain data integrity
When making changes, you’ll have the option to apply the new version to existing records or leave them on their original version.

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Available field types

Records support 15+ field types to collect different kinds of information:
Field TypeUse ForKey Options
TextShort responses (names, IDs, addresses)Optional max character count, format patterns
Text AreaLong descriptions, notes, observationsOptional max character count, row height
NumberNumeric values (costs, measurements, counts)Min/max, decimal places, negatives
Number with UnitsMeasurements with units (feet, meters, dollars)Available units, conversions
DateSpecific dates (inspection date, deadline)Format, min/max ranges, default to today
BooleanYes/No choices (owner-occupied, in SFHA)Default state, display style
SelectSingle choice from list (permit type, status)Available options, search capability
Multi-SelectMultiple choices (affected systems, violations)Max selections, display style
Damage DegreeStandardized damage levels (for PDAs)None, Affected, Minor, Major, Destroyed, Unknown
TagsCategorization with visual stylingPredefined or free-form, colors
Property AttachmentLink to property in ForerunnerRequired or optional, auto-populate
Property Market ValueProperty value calculationsSource, depreciation method, percentages
UserSelect staff member (inspector, reviewer)Restrict by role, default to current user
Document UploaderFile attachments (photos, PDFs, docs)Allowed types, file size, required/optional
GroupVisual section containerCollapsible, organizational only
Unique IDAuto-generated reference numbersPrefix, padding, increment rules
File upload limits: PDFs up to 30 MB, images up to 30 MB each, videos up to 600 MB. Maximum 10 files per upload session.

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Specialized field types

Some field types enable advanced functionality when used with specific modules: Damage Degree - Updates property warnings automatically when used in PDA records. See Preliminary Damage Assessments. Property Market Value - Enables SI/SD calculations with depreciation options. See SI/SD Tracking. Document Uploader - Can trigger special processing for certain file types (e.g., EC PDFs are automatically extracted). See Permits and EC Submission.

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Conditional logic

Record types support rules that show, hide, require, or unrequire fields based on other responses. This makes forms cleaner and reduces errors by only showing relevant fields.

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Effect types

EffectDescriptionUse Case
SHOWReveal hidden fieldShow flood zone fields when property is in SFHA
HIDEConceal fieldHide commercial fields for residential properties
REQUIREMake field mandatoryRequire photos for major damage
UNREQUIREMake field optionalMake certain fields optional based on status

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Example rules

If "Property type" is "Commercial"
  Then SHOW "Business name" and "Business license number"

If "Damage degree" is "Major" or "Destroyed"
  Then REQUIRE "Photo documentation" and "Cost estimate"

If "In Special Flood Hazard Area" is "No"
  Then HIDE "Base Flood Elevation" and "Flood zone"
Conditional logic makes forms cleaner by only showing relevant fields. This reduces errors and speeds up data entry.

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Best practices for conditional logic

  • Don’t over-complicate - Too many conditions confuse users
  • Use strategically - Hide irrelevant fields, require documentation for critical decisions
  • Test thoroughly - Verify logic works as expected before deploying
  • Document rules - Keep a record of what conditions exist and why

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Default values

Fields can auto-populate from various sources to save time and ensure consistency: Property information - Address, parcel ID, coordinates, flood zone, property type, assessor data User information - Name, email, phone, department, role of logged-in user Computed values - Current date/time, calculations based on other fields, previous record data Static defaults - Common selections, standard text, baseline values Configure defaults in the Record Builder to match your workflow needs.

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Permissions

Control who can create and view each record type:

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User types

Team - Staff members in your organization who can create and update records Guests - Members of the public who access your public website without an account Public users - Members of the public who create accounts on your public website. Public users can be organized into user groups for more granular permissions.

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Creation permissions

Configure which user types can create records of each type:
  • Allow team members to create records
  • Enable public submissions from guests or public users
  • Restrict certain record types to specific public user groups

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Visibility permissions

Team visibility - Control which team members can view records Public visibility - Configure default visibility (public or hidden) with the option to override on individual records Learn more about Public Sharing.

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Form guidance

Add contextual information to guide users through the form: Form description - Instructions displayed at the top of the form before any fields. Use for prerequisites, important notices, or context about when to use this record type. Success message - Custom confirmation shown after saving. Use for expected timeline, reference numbers, or what happens next. Field help text - Guidance for specific fields. Use for explanations, examples, or format requirements.
Well-crafted guidance reduces confusion and support requests by setting clear expectations for users.

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Notifications

Trigger email alerts when records are created: Configuration options:
  • Email addresses (individual or group)
  • Subject line format
  • Conditions for sending (based on field values)
  • Whether to include record details
Example: Email permits@city.gov with subject “New Building Permit Application - [Address]” only when “In SFHA” is “Yes” Configure notification rules in the Record Builder to match your workflow needs.

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Specialized modules

Record types can include modules that add specific functionality:
ModuleCapabilityLearn More
PDAAutomatic property warning updates based on damage degreePreliminary Damage Assessments
SDESubstantial Damage Estimate calculations with depreciationSI/SD Tracking
SI/SDCumulative improvement/damage tracking with thresholdsSI/SD Tracking
EC SubmissionElevation Certificate upload, processing, and reviewPermits and EC Submission
MailingsMailing and notification management-
Your Customer Success Manager can help configure specialized modules like Preliminary Damage Assessments, Substantial Damage Estimates, and Elevation Certificate processing to match your community’s requirements.

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Object attachment options

Configure what records can attach to: Properties only - Most common. Use for building inspections, permits, property assessments. Custom objects only - For custom map features. Use for infrastructure inspections, asset maintenance. Both - Records can attach to either type. Use for general inspections, complaints, work orders.

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Best practices

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Form design

Keep it simple - Only include fields you’ll use regularly Consider the user - Put important fields first, use clear labels, add helpful defaults Plan for public sharing - Some fields may need to be hidden from public view

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Field naming

Use descriptive labels - “Building square footage” not “Size” Be consistent - Use same terminology across record types Avoid jargon - Especially for public-facing forms

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Permissions

Grant appropriate access - Match permissions to roles and responsibilities Protect sensitive data - Restrict access to confidential record types Review regularly - Adjust as roles change

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Getting help from your CSM

Your Customer Success Manager is available to help with record customization:
  • Enable the Record Builder - Contact your CSM to turn on self-service customization for your account
  • Specialized modules - Your CSM can help configure PDA, SDE, SI/SD, and EC processing modules to match your community’s requirements
  • Complex customizations - For advanced configurations or bulk changes, your CSM can assist
  • Migration support - If you need to update existing records or migrate data between field types
Don’t have the Record Builder enabled? Your CSM can still make customizations on your behalf. Contact them to discuss your needs.