Skip to main content
Forerunner’s public sharing capabilities allow you to selectively share records with residents and property owners through your public website. You can control visibility at both the record type level (default settings) and individual record level (override defaults), ensuring transparency while protecting sensitive information.

​
Understanding record visibility

Every record has a visibility setting that determines whether it appears on your public website: Hidden from public - Record is only visible to staff users with appropriate permissions. This is the private setting. Public - Record is visible to residents and property owners accessing your public website. This is the shared setting.

​
Two levels of control

1. Record type default - Set during configuration by your Customer Success Manager
  • Defines whether new records of this type are public or hidden by default
  • Applies automatically to all new records
  • Can be overridden on individual records
2. Individual record override - Adjusted by staff after record creation
  • Change specific records from default to opposite setting
  • Useful for exceptions (hide a specific public record, or share a usually-private record)
  • Requires appropriate permissions
Most communities configure record types to default to the setting that applies to 90% of records in that type, then override the exceptions. This reduces manual work.

​
How record visibility works

​
Record type defaults

When your Customer Success Manager creates or configures a record type, they set: hiddenFromPublicByDefault: true - New records are private by default
  • Staff-only visibility
  • Must manually choose to make public
  • Appropriate for sensitive or internal-only records
  • Examples: Draft inspections, internal notes, confidential determinations
hiddenFromPublicByDefault: false - New records are public by default
  • Visible to public website visitors
  • Must manually hide if needed
  • Appropriate for transparency-focused records
  • Examples: Approved permits, public inspections, final determinations

​
Individual record settings

After a record is created, staff can override the default: Toggle visibility - Change hiddenFromPublic setting on specific record
  • Switch from hidden to public
  • Switch from public to hidden
  • Change persists until manually changed again
Inherited visibility rules:
  • If property is hidden, all its records are hidden (automatic)
  • If SI/SD hiding enabled account-wide, all SI/SD records are hidden
  • If parent record is hidden, related records may inherit that setting

​
Configuring default visibility

Your Customer Success Manager configures default visibility for each record type:

​
Considerations for defaults

Default to public when:
  • Information promotes community transparency
  • Data is non-sensitive and approved for sharing
  • Residents benefit from seeing these records
  • Examples: Approved permits, completed inspections, public notices
Default to hidden when:
  • Records contain sensitive or confidential information
  • Review or approval needed before public release
  • Information is for staff use only
  • Privacy concerns exist
  • Examples: Draft assessments, internal notes, pending investigations, complaints
Mixed visibility needs:
  • Default to more common setting
  • Plan to override exceptions
  • Document which records should be public vs. private
  • Train staff on when to override
Changing the default visibility setting for a record type does not affect existing records - only new records created after the change. Existing records retain their current visibility unless manually updated.

​
Changing visibility on individual records

Staff with appropriate permissions can change record visibility:
1

Open the record

Navigate to the record you want to modify using any access method (table, property page, map).
2

Find visibility toggle

Look for the visibility control:
  • “Hidden from Public” toggle switch
  • Or “Public visibility” setting
  • Usually in record header or settings section
3

Toggle the setting

Click the toggle to change:
  • On (or checked) - Record is hidden from public
  • Off (or unchecked) - Record is public
Change takes effect immediately.
4

Save changes

Some record types auto-save visibility changes, others require clicking Save. Follow the interface prompts.
5

Verify on public website

Visit your public website and navigate to the property to confirm the record appears (or doesn’t appear) as expected.
Visibility changes are immediate. If you make a record public, it becomes visible to anyone accessing your public website right away.

​
Permissions required

To change record visibility:
  • User must have updateVisibility permission on records
  • Typically available to Admin and Standard users
  • Limited users may not have this permission
  • Contact your admin if you need visibility change access

​
Public website integration

Records shared publicly appear on your public website where residents and property owners can access them:

​
Public Account Portal (PAP)

Your public website (Public Account Portal) displays public records: Property search:
  • Residents search for their property by address
  • View property information and public records
  • See record details, but not edit or create (unless configured)
Record display:
  • All public records for the property shown
  • Organized by category or type
  • Read-only view of form data
  • Uploaded documents visible (if not marked sensitive)
Guest access:
  • No sign-in required (or optional sign-in for some features)
  • View-only access to public records
  • Contact information to request help or submit records
Learn more about public website features in Public Website documentation.

​
What’s visible publicly

When a record is public, residents can see: Included:
  • All form field values (unless specific fields hidden)
  • Submitted dates
  • Status (if applicable)
  • Associated property information
  • Non-sensitive uploaded documents
Not included:
  • Staff notes or internal comments (if configured to hide)
  • Sensitive document uploads (if marked sensitive)
  • Draft or internal status markers
  • Edit history or creator information
Your Customer Success Manager can configure which specific fields within a record are visible publicly. Some fields can be staff-only even when the record is public.

​
Account-wide visibility controls

In addition to record-level settings, Forerunner includes account-wide controls:

​
Hide all SI/SD records

Public website settings include an option to hide all SI/SD records: Setting: hideSISD in Public Account Portal configuration Effect:
  • All Substantial Improvement/Substantial Damage records are hidden from public
  • Overrides individual record visibility settings
  • Useful if community policy requires all SI/SD determinations to be reviewed before sharing
  • Related SDE records also must be hidden if SI/SD is hidden
Use case:
  • Community wants to review all SI/SD determinations before public disclosure
  • Legal or policy requirements for SI/SD data confidentiality
  • Phased rollout (start private, open up later)

​
Hide specific record categories

Your CSM can configure entire record categories or types to never appear publicly: Examples:
  • All complaint records always hidden
  • All internal assessment types always hidden
  • All draft or pending statuses always hidden
Account-wide visibility controls are managed by your Customer Success Manager through Public Account Portal settings. Contact them to adjust these settings.

​
Property-level visibility inheritance

Individual properties can be hidden from the public website:

​
Hidden properties

If a property is marked as hidden:
  • Property doesn’t appear in public searches
  • All records attached to that property are hidden
  • Files attached to that property are hidden
  • Overrides individual record visibility settings
Use cases:
  • Sensitive properties (government officials, protected individuals)
  • Properties with ongoing investigations
  • Confidential ownership situations
  • Testing or draft properties
How to hide a property: Contact your admin or Customer Success Manager to mark specific properties as hidden from public.

​
Effect on records

When property visibility changes:
  • Property hidden: All attached records become hidden automatically
  • Property made public: Records return to their individual visibility settings (hidden or public)
Hiding a property hides all its records, even if individual records were set to public. This is intentional to ensure complete property confidentiality.

​
Public record submission

Some record types can be configured to allow public submission:

​
Guest record creation

When enabled, your public website allows residents to:
  • Submit Elevation Certificates via permit records
  • Report issues or complaints
  • Request services
  • Submit applications
Configuration:
  • CSM enables public submission for specific record types
  • Forms can require sign-in or allow guest access
  • Submissions can be set to hidden by default (require staff review before public)
  • Notification emails alert staff of new submissions
Learn more about Permits and EC Submission.

​
Staff review workflow

For public submissions:
1

Resident submits record

Property owner or resident completes form on public website and submits.
2

Staff notified

Configured staff members receive email notification of new submission.
3

Staff reviews

Staff opens the record, reviews submitted information:
  • Verify accuracy
  • Process uploaded documents (ECs, applications, etc.)
  • Add staff notes or follow-up items
4

Approve or request changes

Staff takes action:
  • Approve and make public (if defaulted to hidden)
  • Request additional information from submitter
  • Deny with explanation
5

Resident notified

If notifications configured, resident receives update on their submission status.
Public submission workflows promote transparency and reduce staff workload by allowing residents to submit information directly, while maintaining quality control through review processes.

​
Use cases and best practices

​
Transparency-focused communities

Approach:
  • Default most record types to public
  • Hide only truly sensitive information
  • Proactively share inspection results, permits, assessments
  • Build public trust through openness
Best practices:
  • Clearly communicate what information is public
  • Train staff on sensitive data handling
  • Review public records periodically for accuracy
  • Provide context/explanations for public data

​
Privacy-focused communities

Approach:
  • Default most record types to hidden
  • Selectively share approved information
  • Require review before public release
  • Prioritize resident privacy
Best practices:
  • Document criteria for what gets shared
  • Consistent review and approval process
  • Clear communication about what’s available publicly
  • Honor resident requests for privacy

​
Hybrid approach

Approach:
  • Public: Approved permits, completed inspections, final determinations
  • Hidden: Drafts, internal notes, sensitive assessments
  • Configurable per record type based on nature of data
Best practices:
  • Tailor visibility to each record category
  • Train staff on defaults and when to override
  • Regular review of visibility settings
  • Responsive to resident feedback

​
CRS and compliance

For CRS Activity 330 (Outreach Projects):
  • Public access to floodplain information earns credit
  • Sharing Elevation Certificates publicly supports CRS documentation
  • Public inspection results demonstrate transparency
  • Document what’s shared publicly for CRS visits
Configuration:
  • Share EC submissions publicly (after review)
  • Share inspection results for SFHA properties
  • Share SI/SD determinations (after legal review)
  • Provide clear explanations and context
Consult your floodplain ordinance, local policies, and legal counsel when determining what records to share publicly. Requirements vary by jurisdiction.

​
Troubleshooting visibility issues

​
Record not appearing publicly

Check:
  1. Is the record marked as hidden? (Toggle to public)
  2. Is the property hidden? (Can’t override this)
  3. Is there an account-wide setting hiding this category? (Contact CSM)
  4. Does the record type allow public visibility? (Contact CSM)

​
Record appearing publicly when it shouldn’t

Solutions:
  1. Open the record and toggle visibility to hidden
  2. Check if property should be hidden (contact admin)
  3. Review account-wide settings with CSM
  4. Verify record type defaults are appropriate

​
Some fields visible, others not

Explanation:
  • Some fields can be configured as staff-only even in public records
  • This is intentional for sensitive information
  • Contact CSM to adjust field-level visibility

​
Public users can’t create records

Check:
  1. Is public submission enabled for this record type? (Contact CSM)
  2. Is the Public Account Portal enabled? (Contact CSM)
  3. Is there a guest access configuration issue? (Contact CSM)