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Forerunner’s record system is highly customizable. Manager-level users can create and modify record types directly—adding fields, configuring conditional logic, setting permissions, and more.
Only manager-level users can customize record types, and it has to be turned on for your account. If you don’t see Record types in your settings, contact your Customer Success Manager to turn it on or to request customizations.

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Getting started with record types

From Settings > Account > Record types, you can 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 or hide fields based on responses
  • Set permissions - Control who can create and view each record type
  • Configure notifications - Get an email when guests or public users submit a record
Don’t see Record types in your settings? Your Customer Success Manager can turn it on, or make changes for you.

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Creating a new record type

1

Open Record types settings

Go to Settings > Account > Record types and click Add record type. 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, Permits, SI/SD, etc.)
  • Who can fill out this form? — Choose Team, Guests, or a user group
  • Object type — 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 Field 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. Guest and public forms get a Success page title and Success page message instead
7

Configure notifications (optional)

If guests or public users can fill out the form, add addresses under Notification emails to get an email each time one of them submits.
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 type

Go to Settings > Account > Record types, open the row’s actions menu, and select Edit record type.
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:
  • Only update new records — Past records maintain their original form structure
  • Update existing and new records — Past records adopt the updated form (new fields appear empty, removed fields are hidden)
If you added a required field or a photo attestation, existing records can’t be updated, so the change only applies to new records.
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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Deleting a record type

Open the row’s actions menu in Settings > Account > Record types and select Delete.

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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
To look at earlier versions, click the history icon next to Save while editing a record type. Click Return to current version to go back.

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Benefits of versioning

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. Short answer and Long answer fields can also fill themselves in with AI (AI Fields).
File upload limits: PDFs up to 30 MB, images up to 30 MB each, videos up to 600 MB. Each file upload field can have its own file limit. On a record type with AI fields, every file type is capped at 30 MB.

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Specialized field types

Some field types enable advanced functionality when used with specific modules: Property market value - Enables SI/SD calculations with depreciation options. See SI/SD Tracking. File upload - Can trigger special processing for certain file types (e.g., EC PDFs are automatically extracted). See Permits and EC Submission. Related records - Lets users create linked records directly from a form. See Related records.

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Conditional logic

Record types support rules that show or hide fields based on other responses. This makes forms cleaner and reduces errors by only showing relevant fields. To set up rules, open the Logic rules tab while editing a record type, describe what you want in plain language, and click Generate. The rules it creates show below the prompt. A rule’s condition can only read fields on the same record type. A rule that references anything else is rejected when you save the record type, with a message naming the rule.

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Example rules

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 fields that don’t apply
  • 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

A field can arrive on the form already filled in. Set a field’s default when editing the record type, under Default value: choose Static value for a fixed entry, or Dynamic value to pull from context Forerunner already has. A field carries one default. Choosing a new source replaces the existing one. Formula and AI-generated values take precedence over any default. A default can also be a formula. A formula default shows as a Dynamic value with the source Formula, and a banner explains that it cannot be edited there. Ask your Customer Success Manager, or the AI assistant, to change it.

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Defaults from an earlier workflow step

When a record type sits in a workflow, fields on record types at earlier steps become available as default sources. A value entered once at intake then carries into every later form in the process instead of being re-keyed on each one. Construction permits are the common case: the applicant enters owner name, address, and agent on the initial application, and the tech sheets that follow inherit those values. Workflow sources appear in the Dynamic value picker under Workflow, labeled with the path to the field:
There’s no separate setup. Being in a workflow is what exposes the sources. The picker only offers fields that are valid to pull from, so you can’t select a source that would break:
  • The source record type comes earlier in a workflow the two share, and appears in that workflow exactly once
  • Field types match, across text, number, date, and select fields
  • A public-visible field can only default from another public-visible field
  • A required field can only default from another required field
Where a workflow doesn’t include the configured source, the field behaves as an ordinary editable field.

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Locking a defaulted value

Setting a default also marks the field read-only, so the value changes only at its source. Clear Allow default value to be overridden to let staff edit it on the record instead. Which you want depends on whether the value should stay identical everywhere:
  • Keep owner and agent information locked so a correction at the source holds across every downstream form
  • Allow overrides on values staff adjust mid-process, like contractor details

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When defaults resolve

A field resolves its default when the record is created, from the values present at that moment.
Editing a value upstream after a downstream record already exists doesn’t change that record. Defaults populate at creation and don’t re-sync, the same way every default value in Forerunner behaves.
Defaults apply to records created after the default is configured. They don’t populate records that already exist.

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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

Who can view this form after it is submitted? - Choose Team or Team and Guests. This shows when your public website is on Field permissions - Limit who can see or edit a specific field after the form is submitted 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. Guest and public forms get a Success page title and Success page message instead. 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

If guests or public users can fill out the form, add addresses under Notification emails to get an email each time one of them submits a record. Those addresses also get notified about comments on those records. Example: Add permits@city.gov to get an email for every permit application submitted from your public website.

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Specialized modules

Record types can include modules that add specific functionality. You can add the Mailings module yourself. Ask your CSM about PDA, SDE, SI/SD, and EC setups.
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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More record type settings

  • Use AI to complete field - On short and long answer fields, add an AI prompt and pick Fields to reference so AI fills in the field
  • AI knowledge - On the Settings tab, pick knowledge base files for AI to use with this record type
  • AI actions - On the Settings tab, click Add AI action to write a prompt that generates a file on the record
  • Show table of contents - Display a navigation sidebar with links to each section of the form

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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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Changing attachments later

Removing an attachment from a record type that is already in use is checked when you save:
  • Records exist on that object type - The change is blocked. The record type must stay attachable to every object type that has records attached.
  • A workflow starts from this record type - Removing every attachment is blocked, because a workflow tracks a property or object.
  • A document template depends on it - You are asked to delete the template before saving. Files already generated from it are unaffected.
  • An automation depends on it - You are asked to disable the automation before saving. You can re-enable it later.

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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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AI Assistant for record setup

When you’re configuring a record type, the AI Assistant can help you set up fields, validation, and conditional logic. Open the assistant while editing a record type and describe what you need, for example “add a field that calculates percent damage from repair cost and property value.” The assistant makes the changes in the editor, and nothing is saved until you click Save. While you’re editing a record type, the assistant can see the current form structure, your account’s file types and user groups, and the default value paths available to fields. It doesn’t read the records themselves.

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Getting help from your CSM

Your Customer Success Manager is available to help with record customization:
  • Turn on Record types - Contact your CSM to turn on Record types 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 see Record types in your settings? Your CSM can turn it on, or make changes for you.