Default Value

When default values are defined for a field, data entry tasks take less time, because fields are automatically populated with correct information.

Default field values can be used to support these actions:

• Include a date/time stamp in a reservation record

(use a timestamp to manage first-come, first-served request processing)

• Append a code prefix to a field value

(create a code based on the request type or the originating territory/zip code/state - the code can be used in workflow decision-making)

• Automatically set the default fulfillment date for orders to be 'x' days from today

(use the future fulfillment date to manage work)

• Create Dynamic Filters as default field values

How it Works

A Formula can be used to define a default value for a field. The formula is applied differently, depending on the situation - when a new record is added, or an existing record is edited.

New Record

• When a new record is added from the browser interface (when a user edits a form), the default value automatically appears in the field.
• If the record is saved with the default value in place, the default value is saved with the record
• If the user changes field value, the new value overrides the default value and is saved with the record
• If the user changes field value to <BLANK>, it overrides the default value and is saved with the record

Existing Record

• When an existing record is edited, the default value appears as it was when last saved.
• If a default value was saved as <BLANK>, the default value automatically appears in the field

Limitations

Default values cannot be applied:

• to Web Forms
• during Data Import
• for fields which are not in the Form

Available Field Display Types

For a list of available field display types, see: Field Display Types. A field can also default to an Expression based on Formula Functions, or can be built around a Dynamic Filter.

Add a Default Value to a Field

To set a Date Field to default as the current date:

1. Add a new field
2. Select Date Time as the Display Type:

   Add this expression in the Default Field area:

   NOW()

   

3. Make any additional changes and [Save]

   A validation is performed to verify that the formula has the correct syntax

   To perform this validation, click the [Check Syntax] button; An error message will appear if the syntax is not correct

   When a new field is added, the Date Field you created will appear with an automatic timestamp:

To set a Date Field to default as 7 days from today:

1. Add a new field
2. Select Date as the Display Type:

   Add this expression in the Default Field area:

   DATEADD(TODAY(), 7)

3. Make any additional changes and [Save]

   A validation is performed to verify that the formula has the correct syntax

   To perform this validation, click the [Check Syntax] button; An error message will appear if the syntax is not correct

Examples

Expression	Field Display Type	Description
if( user.firstname = 'Jim','A,B','C')	Multiple Check Boxes	Set the default checkbox value, based on an expression. In this example, assume that the values in a multiple check box are A, B and C. This expression assigns the following checkbox values, based on whether the user first name is Jim: If the user.firstname field is equal to 'Jim', checkboxes A and B are checked If the user.firstname is not equal to 'Jim', box C is checked
DATEADD(TODAY(), 7)	Date	Set the field default to 7 days from today (next week)

Dynamic Filters

Dynamic Filters define a query with field variables, enabling more powerful controls.

• Use Dynamic Filters when complex associations are needed for Record Selection Criteria

How it Works

• In a Technology Asset record, display a list of Technicians certified to support or repair the equipment
• For an Inventory Application, add a field to a Part Record that finds only component parts (subcomponents of the Part)
• For a Product or Service Ordering Application, add a field to a Brand Record that limits the lookup to products that belong to the brand family
• In a Candy Manufacturing Application, add a field to a Recipe Record that identifies organic ingredients only

Guidelines for building Dynamic Filters

The format of a Dynamic Filter changes, depending on the type of field:

• Lookup
• Other (text, date, other alphanumeric field)

To specify Dynamic filters in the UI, insert a derived field name in the Value field of the Record Selection Criteria builder

• To create a derived field name, include a dollar sign ($) before the internal field name (this identifies the value as a dynamic filter)
• If a Lookup field is chosen, use the $fieldname_name format
• For all other fields, use $fieldname

Where fieldname can be found in Field Name

Examples

• In a Lookup field of Object "Employee", to restrict the Employees available depending on the Location, set filter to {0} in the Location field. If the Location is any other field type, set filter to {1} in the Location field.
• An IT assets object is linked to the Service Techs object, which includes staff members who are responsible for support

• Service Techs have an Area of Responsibility that matches one of the available IT asset Types: "Laptop", "Desktop", or "Server"
• The Service Tech object is defined as follows:

• In the IT asset object, the Lookup field to the Service Tech object includes Record Selection Criteria that limits the lookup to Service Techs with Areas of Expertise that match the Asset Type:

• When assigning the asset to a user, a Service Tech is selected, and the list of Service Techs displayed in the Lookup Window shows only the techs with expertise in the required area of technology

User-specific template variables

Record data can be compared to the User object data for the current user. Those criteria have the form:

{field_name} {operator} $user.{User_object_field}

For example:

• Owner equals $user.id - Records owned by the current user
• Created By equals $user.id - Records created by the current user
• Modified By equals $user.id - Records modified by the current user
• City equals $user.city - Records in the current user's city

Similarly, were you to add a custom hiredate field or birthday field to the User object, you select records that came before or after that date using the less than and greater than operators.

Label	Template Variable	Comment
Current Date	$today	Current date in Company date format
Current Date User Date Format	$today_dateformatted	Current date in User's date format
User Id	$user.id
User Full Name	$user.fullname	First name and last name, together
User First Name	$user.firstname
User Last Name	$user.lastname
User Email Address	$user.email
City	$user.city
State/Province	$user.state
Zip/Postal Code	$user.zip
Country	$user.country
Title	$user.title
Division	$user.division
Phone	$user.phone
Fax	$user.fax
Mobile Phone	$user.mobile
Street	$user.street
User HTML Signature	$user.html_signature
User Text Signature	$user.text_signature
User Name	$user.username	User's login name
All custom fields defined on the User Object