A default is the value a field starts with in every new record. People can still change it. A good default saves typing and makes sure nothing starts empty by mistake.
Here is the test: is there one answer that is right for almost every new record? If yes, make it the default.
Example: a Findings table in an audit program. Every new finding starts with Status set to Open and a Remediation Due date 30 days out. The person who raised it is the Owner. The Finding Write-up already holds the headings auditors fill in.
The Defaults tab of a SmartDoc field on a Policies table, with a policy outline as the default text and the note that defaults apply to new records only.
Plan Availability | All plan types. |
Permissions | Administrators and Solution Managers set defaults in the solutions they manage. Solution Creators can do so only in solutions they manage. |
Platform | Web |
Related Reading |
Setting a default
Hover over the column header, select the three-dot menu and select Modify Field Settings. In an open record, use the field's ... menu.
Select the Defaults tab.
Set the default value or text.
Select Update Field. On a new field, the button is Add Field.
Every record created after this starts with the default.
Note: Defaults apply to new records only. Records that already exist do not change when you set or change a default. The Defaults tab says so in its own info box.
What the Defaults tab shows
The Defaults tab looks different for each field type, because each type holds a different kind of value. 27 field types have one. The sections below group them by the control you see.
A text or number box
You type the default.
Text: Default Text, up to 500 characters.
Text Area: Default Text, several lines, up to 120,000 characters.
Number, Number Slider, Percent, Currency and Percent Complete: a number.
Email, Link and IP Address: an address.
Time: a time in HH:MM.
Duration: a length of time, such as 2 hours.
A document
SmartDoc has a full document editor for its Default Text. Type / to insert a mention, an image, a link to a record, a date and more.
For a SmartDoc field called Finding Write-up, the default holds four headings: Condition, Criteria, Cause and Effect. The auditor fills in each one.
Tip: A default document is a template. Use headings for the parts people must fill in, so every finding is written the same way.
A list of choices
You pick from the field's own choices.
Single Select: one choice.
Multiple Select: one or more choices, with checkboxes.
Status: one status. It starts on the first status, so clear it if you want no default.
Tag: one or more tags.
Rating: select a star, or the field's own symbol.
Color Picker: one color.
Yes / No: a switch, set to No to start.
For Findings, the default Status is Open, so a new finding never starts as Closed by mistake.
A date
Date, Due Date and Date Range offer the same four choices. The label is Default Date, or Default Date Range on a Date Range field.
No Default Date: the field starts empty.
Today: the day the record is created.
Today Plus: a number of days after the day the record is created.
Specific Date: one fixed date.
For Remediation Due, pick Today Plus and set 30 days. Every new finding gets a deadline a month out.
A person or a record
Assigned To: Default member offers No Default Member or Record Creator. Record Creator makes the person who creates the record its owner.
Linked Record: one or more records from the linked table.
Checklist: Default List, where + Add New Value adds one item at a time. Members cannot edit or delete the default items unless Users can modify and delete default entries is on in the Settings tab. See Checklist Field.
Phone: Default Country only. It starts as Default to locale of User.
Defaults and forms
A form can set its own default for a field. When it does, the form's default is used for records that come in through that form. See Form View.
Permissions
Only Administrators and Solution Managers can set or change a default. Everyone who can edit the record can change the value in a record, default or not. To stop that, use Field Permissions.
Frequently asked questions
Why did my existing records not change?
Why did my existing records not change?
Defaults apply to new records only. To fill existing records, paste the value into the cells in Grid View. See Bulk Paste Data in Grid View.
Can a default be different for each person?
Can a default be different for each person?
Yes, for Assigned To. Record Creator assigns each new record to whoever creates it.
Can I make people change the default?
Can I make people change the default?
Not with a default. If you want people to choose, leave the field empty and turn on Require an entry in this field in the Settings tab.
Which field types have no Defaults tab?
Which field types have no Defaults tab?
Every type not listed above, such as Formula, Lookup, Count, Rollup, Signature, Vote, First Created and Last Updated.
Can a default date count months instead of days?
Can a default date count months instead of days?
Today Plus counts days. For a date a month out, use 30 days.
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Last verified 1 Nov 2026.