> ## 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.

# Exporting records

> Download record data in CSV, Shapefile, and GeoPackage formats for reporting and analysis

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.

## Export formats

Forerunner supports three export formats for records:

### 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)

### Shapefile

**Best for:**

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

**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

<Note>
  Shapefiles have field name length limits (10 characters). Forerunner automatically abbreviates long field names in shapefile exports.
</Note>

### 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

<Tip>
  GeoPackage is the recommended format for GIS users as it has fewer limitations than shapefile and is a single file that's easier to manage.
</Tip>

## Exporting from records tables

The primary method for exporting records:

<Steps>
  <Step title="Navigate to records table">
    Go to **Records** and select the category you want to export (Inspections, Permitting, SI/SD, etc.).
  </Step>

  <Step title="Apply filters (optional)">
    Filter the table to show only records you want to export:

    * Date range
    * Record type
    * Status
    * Property attributes
    * Custom field values

    Only visible filtered records will be exported.
  </Step>

  <Step title="Click Export data">
    In the table header, click the **Export data** button (download icon).
  </Step>

  <Step title="Configure export">
    In the export dialog:

    * **Record type** - Select which type(s) to export
    * **Format** - Choose CSV, Shapefile, or GeoPackage
    * **Date range** (optional) - Further filter by date
    * **Additional options** - Depending on configuration
  </Step>

  <Step title="Start export">
    Click **Export** to start the process.

    What happens:

    * System queues export job
    * Processing begins in background
    * You can continue working
    * Progress notification appears
  </Step>

  <Step title="Download file">
    When export completes:

    * Notification appears with download link
    * Email sent with download link (usually within minutes)
    * Link remains active for 24-48 hours
    * Click link to download file
  </Step>
</Steps>

<Tip>
  Large exports (thousands of records) may take several minutes. You'll receive an email when the export is ready, so you don't need to wait on the page.
</Tip>

## What's included in exports

Record exports contain comprehensive data:

### Form field values

All fields from the record form:

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

### 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

### Calculated fields

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

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

### 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)

### Document information

For uploaded files:

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

<Note>
  Actual file contents (PDFs, images) are not included in exports. Exports contain metadata about files and links to access them within Forerunner.
</Note>

## Export use cases

### 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

### 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

### 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

### 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)

## Exporting individual records

To export a single record:

<Steps>
  <Step title="Open the record">
    Navigate to the specific record you want to export.
  </Step>

  <Step title="Use browser print/PDF">
    Most records can be printed or saved as PDF:

    * **Print** - Use browser print (Cmd/Ctrl + P)
    * **Save as PDF** - Select PDF as printer destination
    * Includes formatted view of all fields and data
  </Step>

  <Step title="Or export via API (advanced)">
    For programmatic access, use Forerunner's API to retrieve individual record data in JSON format. Contact your Customer Success Manager for API documentation.
  </Step>
</Steps>

<Tip>
  For SDE records, the summary page provides a well-formatted display that's ideal for printing or saving as PDF documentation.
</Tip>

## Export best practices

### 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

### 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
* Use exports promptly (links expire)
* Request new exports if data has changed

## Scheduled or automated exports

For recurring export needs, your Customer Success Manager can configure:

**Scheduled exports:**

* Automatic daily, weekly, or monthly exports
* Delivered via email or FTP
* 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

<Note>
  Scheduled exports and API access require additional configuration. Contact your Customer Success Manager to discuss automated export options for your workflows.
</Note>

## Export limitations and considerations

### Field name limitations (Shapefile only)

Shapefiles restrict field names to 10 characters. Forerunner automatically abbreviates:

| Original Field Name     | Shapefile Export Name |
| ----------------------- | --------------------- |
| Inspector Full Name     | InsptrFull            |
| Property Address Line 1 | PropAddr1             |
| Estimated Repair Cost   | EstRepCost            |

Abbreviations are consistent and documented in export metadata.

### 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)

### 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

### 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

<Warning>
  Exports do not automatically update. If records are created or modified after an export, you'll need to generate a new export to capture those changes.
</Warning>

## Troubleshooting export issues

### 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

### 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

### 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

### 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

## Related topics

* [Accessing Records](/records/accessing-records) - Find and view records
* [Tables](/tables/exporting-table-data) - Table export documentation
* [SI/SD Tracking](/records/si-sd-tracking) - Export SI/SD data for reporting
* [PDAs and SDEs](/records/pdas-sdes) - Export damage assessment data
* [Creating Records](/records/creating-records) - Add records to export later