> ## 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.

# Permits and Elevation Certificates

> Process permit applications and review Elevation Certificates with automated data extraction

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.

## 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

<Note>
  Your Customer Success Manager configures permit record types during account setup based on your community's permitting workflows. Many communities maintain separate record types for different permit categories.
</Note>

## 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

### How EC processing works

<Steps>
  <Step title="EC is uploaded">
    When an EC PDF is uploaded to a permit record with the EC submission module:

    * System detects that the file is an Elevation Certificate
    * Begins automated processing
    * Extracts data from the PDF using AI
    * Geocodes the property address
  </Step>

  <Step title="Property matching">
    System attempts to match the EC to a property:

    * Uses address, parcel ID, and coordinates
    * Links EC to existing property if found
    * Creates new property if needed
    * Handles multiple ECs on same property
  </Step>

  <Step title="Data extraction">
    AI reads the EC and extracts key information:

    * Building and property details
    * Elevation measurements (LAG, BFE, etc.)
    * Flood zone and panel information
    * Certification dates and surveyor details
    * Photo locations and documentation
  </Step>

  <Step title="Quality checks">
    System performs checks:

    * Checks for required fields
    * Validates elevation calculations
    * Flags potential issues or inconsistencies
    * Marks ECs needing manual review
  </Step>
</Steps>

<Tip>
  Elevation Certificate processing happens automatically in the background. Most ECs are processed within minutes of upload, with extracted data immediately available for review.
</Tip>

## Creating a permit record with EC submission

### For staff users

<Steps>
  <Step title="Navigate to the property">
    Find the property on the map or in the Properties table and open its details page.
  </Step>

  <Step title="Start permit record">
    From the property page:

    * Click **Add Record**
    * Select your permit record type with EC submission enabled
    * System pre-populates property information
  </Step>

  <Step title="Complete permit details">
    Fill out the permit application form:

    * Applicant name and contact information
    * Project description and scope of work
    * Estimated cost of improvements
    * Any required permit-specific fields
  </Step>

  <Step title="Upload Elevation Certificate">
    In the document upload section:

    * Select the EC PDF file (up to 30 MB)
    * System automatically identifies it as an EC
    * Processing begins after upload
    * Continue with other form fields while processing
  </Step>

  <Step title="Review extracted data">
    After processing completes:

    * View extracted elevation data
    * Verify key measurements (LAG, BFE, etc.)
    * Check that property was matched correctly
    * Review any flags or warnings
  </Step>

  <Step title="Complete and save">
    Finalize the permit record:

    * Add any review notes or conditions
    * Set permit status (submitted, under review, approved, etc.)
    * Save the record
    * EC is now linked to the property
  </Step>
</Steps>

### For property owners (public portal)

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

<Steps>
  <Step title="Access public portal">
    Property owner navigates to your public website and signs in (or creates account if guest uploads are enabled).
  </Step>

  <Step title="Find their property">
    Search for property by address or select from map view.
  </Step>

  <Step title="Start EC submission">
    From property page:

    * Click option to submit Elevation Certificate
    * System opens EC submission form
  </Step>

  <Step title="Complete submission form">
    Property owner provides:

    * Contact information (if not auto-populated)
    * Purpose of submission (new EC, update, inquiry)
    * Upload EC PDF
    * Any additional notes or questions
  </Step>

  <Step title="Submit and confirm">
    After submission:

    * System confirms receipt
    * Processing begins automatically
    * Property owner receives confirmation (if notifications enabled)
    * Staff is notified of new submission
  </Step>
</Steps>

<Note>
  Public EC submissions require specific configuration of your public website and permit record types. Contact your Customer Success Manager to enable this feature.
</Note>

## Reviewing Elevation Certificates

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

### 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

### 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

<Tip>
  Create a saved view in your Permitting table filtered to show only ECs flagged for review. This makes it easy to track outstanding review items and ensure timely follow-up.
</Tip>

## Multiple ECs on one property

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

### 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](/files/reviewing-elevation-certificates).

## Integration with SI/SD tracking

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

### 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

### 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](/records/si-sd-tracking).

## Common permit workflows

### 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

### 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

### 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

## Accessing permit records

### 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

### 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

### 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](/records/accessing-records) and [Files](/files/overview).

## Exporting permit data

Export permit and EC data for reporting and analysis:

### 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

### 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](/records/exporting-records).

## Public visibility and sharing

Permit records can be shared publicly with careful configuration:

### 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

### 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

<Warning>
  Coordinate with your Customer Success Manager to configure appropriate public visibility for permit records. Consider privacy implications and state/local disclosure requirements.
</Warning>

Learn more about [Public Sharing](/records/public-sharing).

## Notifications and automation

Permit records with EC submission can trigger automated actions:

### 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

### 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

### Workflow automation

Your CSM can configure:

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

<Note>
  Notification and automation configuration requires admin access. Contact your Customer Success Manager to set up automated workflows for your permitting process.
</Note>

## Best practices

### 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

### 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

## 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](/records/customizing-records) for details.

Your Customer Success Manager can help with EC processing setup and other specialized configuration:

### 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.

## Related topics

* [Elevation Certificates](/files/reviewing-elevation-certificates) - EC file management and processing
* [SI/SD Tracking](/records/si-sd-tracking) - Substantial improvement/damage workflows
* [Preliminary Damage Assessments](/records/preliminary-damage-assessments) - Rapid damage assessments
* [Safety Evaluations](/records/safety-evaluations) - Structural safety assessments
* [Creating Records](/records/creating-records) - Step-by-step creation guide
* [Public Sharing](/records/public-sharing) - Configure public visibility
* [Exporting Records](/records/exporting-records) - Export permit data