Exporting records

Exporting records from Forerunner allows you to download your data for reporting, analysis, and integration with other systems. Records can be exported in multiple formats to support different use cases, from spreadsheet analysis to GIS mapping.

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Export formats

When you export the current view of a records table, you can pick:

• Spreadsheet (.csv)
• Geopackage (.gpkg)
• Geodatabase (.gdb)
• Zip (.zip) - when the view has a file column. Includes the files themselves
• PDF (.pdf) - one PDF of the records in the view, up to 500 records

Shapefile is only offered for the built-in SI/SD, SDE, and Elevation Certificate reports.

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CSV (Comma-Separated Values)

Best for:

• Opening in Excel or Google Sheets
• Simple data analysis and reporting
• Importing to databases or other systems
• Creating charts and pivot tables
• Sharing with non-GIS users

What’s included:

• All form field values
• Calculated fields (SDE totals, percentages, etc.)
• Property information (address, parcel ID, etc.)
• Record metadata (created date, creator, last updated)
• Document filenames and links
• Status and visibility settings

File format:

• .csv file
• Opens in any spreadsheet application
• Text-based, human-readable
• No spatial data (coordinates exported as numbers)

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Shapefile

Best for:

• GIS analysis in ArcGIS or QGIS
• Mapping records spatially
• Overlaying with other geographic datasets
• Spatial analysis and queries
• Legacy GIS workflows

Only available for the SI/SD, SDE, and Elevation Certificate reports. What’s included:

• All data from CSV export
• Full spatial data (point geometries)
• Coordinate reference system information
• Attribute table with all fields

File format:

• .zip file containing multiple files:
  • .shp - Geometry data
  • .dbf - Attribute data
  • .shx - Shape index
  • .prj - Projection information
• Requires extraction before use
• Compatible with most GIS software

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GeoPackage

Best for:

• Modern GIS workflows
• Large datasets
• Maintaining complex data types
• Single-file portability
• Future-proofing data exports

What’s included:

• All data from CSV export
• Full spatial data (point geometries)
• Coordinate reference system information
• Attribute table without field name restrictions

File format:

• .gpkg file (single file, no extraction needed)
• SQLite database format
• Supports longer field names than shapefile
• Compatible with QGIS, ArcGIS Pro, and other modern GIS tools

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Exporting from records tables

The primary method for exporting records:

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What’s included in exports

Record exports contain comprehensive data:

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Form field values

All fields from the record form:

• Text inputs
• Numbers and calculations
• Dates
• Dropdown selections
• Checkbox values
• User selections
• Tags and categories

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Property information

If records are linked to properties:

• Property address (full and components)
• Parcel ID
• Coordinates (latitude and longitude)
• Flood zone designation
• Property type
• Owner information (if available)
• Custom property attributes

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Calculated fields

For records with modules (SDEs, SI/SD):

• Structure value calculations
• Depreciation amounts
• Percentages and ratios
• Derived values
• Invariants (persisted calculations)

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Metadata

System-tracked information:

• Record ID (unique identifier)
• Created date and time
• Created by (user name)
• Last updated date and time
• Last updated by (user name)
• Record version
• Visibility status (public or hidden)

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Document information

For uploaded files:

• Document filenames
• Upload dates
• Document types
• Links to files (for internal use)

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Export use cases

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Reporting to state and federal agencies

FEMA Individual Assistance (IA) reporting:

1. Navigate to Inspections > PDAs
2. Filter to disaster date range
3. Export to CSV
4. Open in Excel and format for IA reporting template
5. Include damage assessments, owner information, estimated losses

FEMA Public Assistance (PA) reporting:

1. Filter to SDEs for public facilities
2. Export with structural damage details
3. Include cost estimates and damage documentation
4. Submit with PA application

State damage reporting:

1. Export PDAs or SDEs in required format
2. Include GPS coordinates (use GeoPackage or Shapefile)
3. Add summary statistics
4. Submit within required timeframe

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GIS analysis

Mapping damage patterns:

1. Export PDAs to Shapefile or GeoPackage
2. Import to ArcGIS or QGIS
3. Symbolize by damage degree
4. Overlay with flood zones, demographics, or other layers
5. Create maps for briefings or reports

Spatial queries:

1. Export records with spatial data
2. Use GIS to answer questions like:
   • How many damaged properties in each flood zone?
   • Which neighborhoods had highest impact?
   • Spatial clustering of damage
   • Distance to critical facilities

Integration with other datasets:

1. Export Forerunner records
2. Join with tax assessor data, building permits, or other sources
3. Perform combined analysis
4. Generate comprehensive reports

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Data analysis and reporting

Trend analysis:

1. Export inspections over time
2. Analyze completion rates, failure trends
3. Identify common issues
4. Track seasonal patterns

Compliance reporting:

1. Export SI/SD determinations
2. Count properties exceeding thresholds
3. Track compliance actions
4. Document enforcement activities

Program evaluation:

1. Export grant-related records
2. Analyze project completion rates
3. Track spending and outcomes
4. Report to funding agencies

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Sharing with partners

Emergency management coordination:

1. Export damage assessments
2. Share with county/state emergency management
3. Support resource allocation decisions
4. Coordinate recovery efforts

Inter-department collaboration:

1. Export permits or inspections
2. Share with building, planning, or engineering departments
3. Support coordinated reviews
4. Avoid duplication of effort

Consultant or contractor access:

1. Export relevant records
2. Provide to consultants for analysis
3. Support grant applications or studies
4. Maintain data control (they don’t need Forerunner access)

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Exporting individual records

To export a single record:

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Export best practices

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Before exporting

Filter carefully:

• Verify filters show exactly the records you want
• Check row count to confirm expected number
• Review a few records to ensure data quality
• Remove unnecessary filters that might exclude data

Choose the right format:

• CSV for spreadsheet analysis, reporting, sharing
• Shapefile for GIS with legacy tools or data sharing requirements
• GeoPackage for modern GIS analysis and mapping

Consider data sensitivity:

• Exports may contain personal information
• Handle exported files according to privacy policies
• Limit distribution to authorized users
• Secure files if they contain sensitive data

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After exporting

Verify export completeness:

• Open the file and spot-check data
• Confirm row count matches expected
• Check that all columns are present
• Verify spatial data loaded correctly (for GIS formats)

Document the export:

• Note export date and filters used
• Save export configuration for repeatability
• Document any post-processing steps
• Keep metadata with exported files

Clean up old exports:

• Delete downloaded files when no longer needed
• Don’t leave sensitive data in downloads folder
• Sign in to Forerunner to use the download link
• Request new exports if data has changed

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Scheduled or automated exports

For recurring export needs, your Customer Success Manager can configure: Scheduled exports to ArcGIS:

• Saved views can be sent to ArcGIS on a schedule
• Consistent filters and format
• Reduce manual work for regular reporting

API access:

• Programmatic export capability
• Integrate with other systems
• Real-time or on-demand data access
• Build custom reporting tools

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Export limitations and considerations

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Field name limitations (Shapefile only)

Shapefile field names are cut to 10 characters. Use GeoPackage if you need the full names.

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File size limits

Large exports may be split into multiple files:

• Generally not an issue for most use cases
• Exports with tens of thousands of records may take longer
• Email delivery may fail for very large files (alternative download provided)

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Data privacy

Exports may contain:

• Property owner names and contact information
• Sensitive assessment or damage data
• Internal notes and comments

Recommendations:

• Review data privacy policies before exporting
• Remove or redact sensitive fields if sharing externally
• Use secure file transfer methods
• Limit export access to authorized users

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Temporal considerations

Exports are point-in-time snapshots:

• Data may change after export
• New records won’t appear in old exports
• Edited records won’t update in existing exports
• Re-export if you need current data

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Troubleshooting export issues

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Export fails or times out

Possible causes:

• Too many records selected (try filtering to smaller set)
• System temporarily busy (try again in a few minutes)
• Browser connectivity issues

Solutions:

• Filter to smaller date range or subset of records
• Try different format (CSV is usually fastest)
• Contact support if issue persists

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Can’t find export email

Possible causes:

• Email still processing (wait a few minutes)
• Email in spam/junk folder
• Email filtering rules

Solutions:

• Check spam/junk folders
• Search inbox for “export” or “forerunner”
• Check notification center in Forerunner
• Contact support to resend link

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Exported file won’t open

Possible causes:

• File extension association issue
• Corrupted download
• Incompatible software version

Solutions:

• CSV: Open with Excel, Google Sheets, or text editor
• Shapefile: Extract ZIP file first, then open .shp in GIS software
• GeoPackage: Open with QGIS or ArcGIS Pro (requires modern GIS software)
• Re-download file if download was interrupted

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Missing data or fields

Possible causes:

• Filters too restrictive
• Permissions limiting data access
• Record version differences

Solutions:

• Review and adjust filters
• Check that you have permission to view all data
• Contact CSM if expected fields are missing

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Related topics

• Accessing Records - Find and view records
• Tables - Table export documentation
• SI/SD Tracking - Export SI/SD data for reporting
• PDAs and SDEs - Export damage assessment data
• Creating Records - Add records to export later