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Once you’ve started a workflow, you can track its progress at any time. Forerunner shows you which steps are complete, what’s currently in progress, and what still needs to be done.

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Viewing your workflows

Access your workflows from the Workflows section in the main navigation:
1

Go to Workflows

Navigate to the Workflows section to see all workflow types available in your community.
2

Select a workflow type

Click on a workflow type (like “Building Permit Application”) to see your workflows of that type.
3

View your workflow list

Your workflows appear as cards showing:
  • Property - The location associated with each workflow
  • Status - Overall progress (Locked, Open, Complete, or Rejected)
Click New to start another one.
4

Open a workflow

Click on any workflow card to open it and see detailed progress information.

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Understanding the workflow view

When you open a workflow, you see:

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Progress bar

At the top of the workflow, a progress bar shows how many steps you’ve completed out of the total. This gives you a quick visual indicator of where you are in the process.

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Workflow status

The overall status appears prominently:

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Step list

Each step displays:
  • Step name - The type of record required (like “Site Plan” or “Final Inspection”)
  • Tags - Labels that come from the step’s record, when it has any
  • Step status - See Step statuses below. Locked steps show a lock icon.
Click a step to open its form or see what was submitted. Locked steps can’t be opened yet.

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Renaming a step

Staff with permission to update workflows can rename a step from its Actions menu. Select Rename, enter the new name, and select Save. The name applies to that step on that workflow only, so other workflows of the same type keep their step names. Applicants see the new name wherever the workflow is displayed, including on the public website. A step name cannot be blank.

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Other staff actions

Staff with the right permissions can also:
  • Update status - Change a step’s status from its Actions menu
  • Duplicate - Add a copy of a step right after it. Duplicated steps can be removed with Delete.
  • Share - Give public users access to a workflow or a single step (Can create, Can update, or Can view)
  • Download Packet - Download the whole workflow from the workflow’s actions menu
  • Delete - Delete the whole workflow from the workflow’s actions menu
On mobile: open the property or object on the map, tap the Workflows tab, and tap the workflow. Then tap the three dots next to a step and choose Update status or Duplicate step. You can also open a workflow from a record or task by tapping its three dots and choosing View related workflow. Requires mobile app version 7.26 or later and a connection.

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Step statuses

Individual steps can have these statuses: Locked - The step isn’t open yet and shows a lock icon. You may need to complete earlier steps first. Not started - The step is open, but no record has been submitted for it yet. Submitted - The step is open and a record has been submitted for it. Complete - The step is done. Rejected - The step was reviewed and not approved. Depending on the workflow, you may be able to resubmit. Not applicable - The step doesn’t apply to this workflow (typically set by your community during their review process).

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Tracking multiple workflows

If you have several active workflows, the workflow list shows each one’s property and status so you can spot the ones that need attention. Staff can filter and sort every workflow of a type from the Workflows table.

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Email notifications

Forerunner sends email updates to keep you informed: Step completion - When you complete a step, you receive confirmation. Review updates - When your community reviews a step, you’re notified of the result. Action needed - If additional information is required, you receive a notification with details.
Check your email’s spam folder if you’re not receiving workflow notifications. You can also return to the workflow page anytime to check status directly.

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Workflow history

Your completed workflows remain accessible for your records:
  • View the full history of steps and submissions
  • Access records created during the workflow
  • Reference property information associated with the application
  • Download or print records for your files

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Returning to a workflow

You can continue a workflow from where you left off:
1

Find your workflow

Navigate to Workflows and select the workflow type, or access it from the property page.
2

Open the workflow

Click on your workflow card to open the detailed view.
3

Identify the next step

Look for open steps marked Not started. These are ready for your action.
4

Complete the step

Click the step to open the form and continue your application.
Your entries aren’t saved until you submit, so try to finish a step in one sitting.

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When your workflow is reviewed

Some workflow steps require review by your community. During review:
  1. You submit a step - Your information is recorded and marked for review
  2. Community reviews - Staff members evaluate your submission
  3. You receive notification - Email notification informs you of the result
  4. Status updates - The step status changes to Complete, Rejected, or another state
If a step fails review, the notification typically includes information about what’s needed to proceed.

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Troubleshooting

Solution: Workflow status changes when steps are completed or reviewed. If you’re waiting for community review, processing times vary. Check email for updates, or contact your community for status on pending reviews.
Solution: Workflows are grouped by type. Make sure you’re looking at the correct workflow type. If you still can’t find a workflow, verify you’re signed in to the correct account.
Solution: Check your email for a notification explaining why the step wasn’t approved. The notification typically includes details about what needs to be corrected. If you didn’t receive a notification, contact your community for clarification.
Solution: Make sure you clicked Submit or Save after completing the form. If the step requires review, it shows “Submitted” until it’s marked Complete. Check for any errors that may have prevented submission.
Solution: Once a step is completed and submitted, you may not be able to edit it directly. Contact your community if you need to correct information in a submitted step. They can advise on the process for amendments.