Permits and Elevation Certificates

Permit records in Forerunner help communities manage development applications, building permits, and regulatory compliance. When combined with the Elevation Certificate submission module, permit records become a powerful tool for accepting, processing, and reviewing ECs as part of the permitting workflow.

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Understanding permit records

Permit records live in the Permitting category and track various types of applications and approvals: Common permit types:

• Building permits (new construction, renovations)
• Development permits (site work, grading)
• Floodplain development permits
• Elevation Certificate submissions and reviews
• Special permits and variances

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Elevation Certificate submission module

The EC submission module transforms a standard permit record into a specialized workflow for accepting and reviewing Elevation Certificates: Key capabilities:

• Accept EC uploads from staff or property owners
• Automatically process and extract data from EC PDFs
• Flag ECs needing review with specific reasons
• Track review status and approvals
• Link processed ECs to properties
• Maintain EC submission history

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How EC processing works

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Creating a permit record with EC submission

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For staff users

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For property owners (public portal)

If your public website supports EC submissions, property owners can upload their own ECs:

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Reviewing Elevation Certificates

After an EC is processed, staff can review the extracted data and approve or flag for follow-up:

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Review workflow

1. Access the permit record
   • Navigate to Records > Permitting
   • Open the permit record containing the EC
   • Or access from property page
2. View EC data
   • Review extracted elevation measurements
   • Check building and property details
   • Verify flood zone information
   • Examine surveyor certification
3. Verify accuracy
   • Compare extracted data to PDF
   • Check calculations and elevations
   • Confirm property match is correct
   • Review any system-generated flags
4. Make determination
   • Approve if EC is complete and accurate
   • Flag for review if issues are identified
   • Request additional information if needed
   • Update permit status accordingly

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Flagging ECs for review

If an EC requires additional attention:

1. Mark the EC as “needs review”
2. Select reason for flagging:
   • Incomplete information
   • Calculation discrepancies
   • Property match uncertainty
   • Missing required sections
   • Surveyor certification issues
   • Other (with notes)
3. Add detailed review notes
4. Assign to staff member for follow-up
5. Optionally notify submitter of issues

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Multiple ECs on one property

Properties often have multiple Elevation Certificates over time (new construction, renovations, or updated surveys):

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How Forerunner handles multiple ECs

Separate permit records:

• Each EC upload creates a distinct permit record
• All records link to the same property
• Maintains complete EC history

Chronological tracking:

• View all ECs for a property in date order
• Compare elevation changes over time
• Track certification updates
• Identify most recent EC for compliance

File management:

• All EC PDFs stored in Files system
• Categorized by document type (Elevation Certificate)
• Searchable and filterable
• Exportable for reporting

Learn more about Files.

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Integration with SI/SD tracking

Elevation Certificate submissions often connect to Substantial Improvement/Substantial Damage workflows:

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Permit review scenario

1. Property owner applies for building permit
2. Submits EC with permit application (via permit record)
3. Staff reviews permit for substantial improvement
4. If work exceeds 50% threshold:
   • Create SI/SD determination record
   • Link to permit record and EC
   • Document compliance requirements
5. EC data informs improvement calculation

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Post-disaster scenario

1. Property damaged in flood event
2. Owner submits EC for damage assessment
3. Staff creates Substantial Damage Estimate record
4. Uses EC elevation data in analysis
5. Links EC submission to SDE and SI/SD determination

Learn more about SI/SD Tracking.

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Common permit workflows

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Building permit with EC requirement

Workflow:

1. Applicant submits building permit (via permit record)
2. Staff reviews project scope
3. If in SFHA, requests EC
4. Applicant uploads EC to permit record
5. System processes EC automatically
6. Staff reviews extracted data
7. Approves permit or requests corrections

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EC-only submission for records

Workflow:

1. Property owner has new EC prepared
2. Wants to submit to community for records
3. Submits via public portal or staff uploads
4. System processes and links to property
5. No permit approval needed, just documentation
6. EC available for future reference

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Development permit with site plan

Workflow:

1. Applicant submits development permit
2. Uploads site plans, grading plans, and EC
3. Staff reviews all documents together
4. EC provides elevation context for drainage review
5. Approve or request modifications
6. Track permit conditions and inspections

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Accessing permit records

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Via Permitting table

1. Navigate to Records > Permitting
2. View all permit records in table format
3. Filter by:
   • Permit type
   • Status (submitted, approved, etc.)
   • Date range
   • EC review status (flagged, approved)
   • Property location

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Via property page

1. Open property details
2. Navigate to Records section
3. View all permit records for the property
4. See associated ECs and documents
5. Create new permits or EC submissions

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Via Files table

1. Navigate to Files
2. Filter to Elevation Certificates
3. See all EC uploads across all properties
4. Access linked permit records
5. Export EC data

Learn more about Accessing Records and Files.

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Exporting permit data

Export permit and EC data for reporting and analysis:

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Export options

CSV format:

• Spreadsheet-compatible
• Includes all form fields
• Extracted EC data (if applicable)
• Property information
• Status and review notes

GIS formats (Shapefile, GeoPackage):

• Spatial data included
• Map in GIS software
• Analyze geographic patterns
• Overlay with flood zones

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Common exports

Permits in SFHA:

1. Filter permitting table to properties in Special Flood Hazard Area
2. Export to CSV
3. Analyze development trends in floodplain

ECs submitted in date range:

1. Filter to EC submission permits within timeframe
2. Export with extracted elevation data
3. Use for CRS documentation

Flagged ECs requiring review:

1. Filter to permits with “needs review” status
2. Export with flag reasons
3. Track review backlog

Learn more about Exporting Records.

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Public visibility and sharing

Permit records can be shared publicly with careful configuration:

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Visibility considerations

Public by default:

• Promotes transparency in permitting process
• Allows residents to track applications
• Shows community development activity

Hidden by default:

• Protects applicant privacy
• Allows internal review before public disclosure
• Prevents premature information sharing

Selective visibility:

• Show approved permits publicly
• Hide pending or denied applications
• Control what fields are visible to public

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EC-specific visibility

For EC submissions specifically: Public access:

• Residents can view EC information on properties
• Extracted elevation data visible
• EC PDF downloadable (if configured)

Private processing:

• ECs under review hidden from public
• Only staff can see flagged items
• Approved ECs made public after verification

Learn more about Public Sharing.

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Notifications and automation

Permit records with EC submission can trigger automated actions:

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Staff notifications

When configured, staff receive alerts for:

• New EC submissions (especially from public portal)
• ECs flagged for review by system
• Permits requiring action
• Review deadlines approaching

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Applicant notifications

Property owners can receive:

• Confirmation of EC upload and processing
• Notification when review is complete
• Requests for additional information
• Permit approval or denial notices

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Workflow automation

Your CSM can configure:

• Auto-assignment of permit reviews
• Escalation for overdue reviews
• Status updates based on actions
• Integration with task management

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Best practices

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For staff processing permits

Efficient EC review:

• Check flagged items first (system often catches issues)
• Compare key elevations (LAG, BFE, FFE) against expected values
• Verify property match is correct before approving
• Document any manual corrections in review notes

Quality assurance:

• Spot-check a sample of processed ECs for accuracy
• Review system-generated flags to understand common issues
• Train staff on EC review procedures
• Maintain consistent review standards

Organization:

• Create saved views for common permit searches
• Use status fields consistently
• Link related records (permits, inspections, SI/SD)
• Keep review notes detailed for future reference

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For communities enabling public submissions

Clear instructions:

• Provide guidance on your public website for EC submission
• Explain what documents are needed
• Set expectations for review timeline
• Offer contact information for questions

Prompt processing:

• Review public submissions within defined timeframe
• Acknowledge receipt (automated or manual)
• Communicate if additional information is needed
• Notify when review is complete

Privacy protection:

• Configure visibility appropriately
• Don’t expose sensitive applicant information
• Comply with disclosure requirements
• Allow property owners to update their own information

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Getting help with permit configuration

If the Record Builder is enabled for your account, you can customize permit record types yourself—adding fields, configuring logic, and setting permissions. See Customizing Records for details. Your Customer Success Manager can help with EC processing setup and other specialized configuration:

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Configuration options

Form customization:

• Add permit-specific fields (project type, cost, contractor info) - do this yourself with the Record Builder, or your CSM can help
• Configure conditional logic
• Set up approval workflows
• Customize status options

EC processing:

• Enable EC submission module
• Configure flagging rules and reasons
• Set up review assignments
• Customize extracted data fields

Public access:

• Enable public permit submissions
• Configure guest vs. authenticated access
• Set visibility defaults
• Customize confirmation messages

Integration:

• Link permits to inspections
• Connect to SI/SD tracking
• Integrate with task management
• Set up reporting and exports

Contact your Customer Success Manager to discuss EC processing setup, public access configuration, or other specialized needs for your permitting workflows.

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Related topics

• Elevation Certificates - EC file management and processing
• SI/SD Tracking - Substantial improvement/damage workflows
• Preliminary Damage Assessments - Rapid damage assessments
• Safety Evaluations - Structural safety assessments
• Creating Records - Step-by-step creation guide
• Public Sharing - Configure public visibility
• Exporting Records - Export permit data