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Default Value Examples for Each Field Type

You may set a default value that is automatically populated when a record is created. This value may be replaced by users. This field does not apply to auto numbered Text fields or Attachment fields. You can set the default value for a field in Structure Manager.

Recordset fields in the database should display in the correct time zone on a report.

Exceptions include date and time variables such as <Current Time> or <Today's Date>, and date functions such as Now(), which are calculated and displayed in database time.

  • The default value varies depending on the field type.
  • Field types may allow both literals and expressions.
  • For expressions, the maximum expression length is 50 characters.
  • For literal default values, the maximum length is 48 characters.

Examples for each field type are listed below:

Check box

  • If the value for Check box is selected, new records populate as True.
  • If the value for Check box is cleared, new records populate as False.

Integer

The default value for an integer field can be a whole number whether positive or negative such as 1,- 22, 123 ...

Number

  • The default value for a number field can be any positive or negative numeric value including decimal places if needed such as -0.50, 1.234, 50 …
  • Trailing Zeros and unnecessary decimal points will be stripped from the value. For example, 20.000 will be saved as 20 and 0.05000 will be saved as 0.05 respectively.

Currency

  • Currency follows the same default value guidelines as Number.
  • If a currency icon is used in the system, it cannot be entered into the default value in Structure Manager.  This icon displays when the default value is saved in your new record.

Quantity

A quantity is the combination of a numeric amount and a unit.

The amount for the quantity default value follows the same default value guidelines as Number.

The unit for the default value is set to the default unit of the Quantity and is only changed by changing the default unit for the Quantity field.

Lookup

The default value for a lookup can be any value that is contained within the target list of values for that field. For example, a lookup to the Activities library can have a default value of Install.

Date

  • You can either enter a valid date or a valid date expression as the default value for a date field.
  • If using a valid date, enter it in the same format that the system uses. For example, if the system normally displays dates in the MM/dd/yyyy format, enter the default value as 11/16/2014. To support syntax functionality, a date may also be entered as #11/16/2014#.
  • Usually, an expression will be used instead of a static date for a default value. Common expressions for a default value for a date field include:
    • Now() - Defaults the date field to today's date
    • AddDays(Now(), 30) - Defaults the date field to 30 days from today's date

Time

  • Recordset fields in the database should display in the correct time zone on a report. Exceptions include date and time variables such as <Current Time> or <Today's Date>, and date functions such as <Now>, which are calculated and displayed in database time.

  • You can either enter a valid time or a valid time expression for a default value for a time field.
  • If using a valid time, enter it in the same format that the system uses. For example, if the system normally displays dates in the HH:mm:ss format, you would enter the default value of 11:01:14. To support syntax functionality, time may also be entered as #11:01:14#.
  • Usually, an expression is used instead of a static time for a default value. Common expressions for a default value for a time field include:
    • Now() - Defaults the time field to the current time
    • AddHours(Now(), 2) - Defaults the time field to 2 hours from the current time

Date and Time

  • You can either enter a valid date and time or a valid date and time expression for a default value for a date and time field.
  • If using a valid date and time, enter it in the same format that the system uses. For example, if the system normally displays dates in the MM/dd/yyyy HH:mm:ss  format, you would enter the default value of 11/16/2014 11:01:14. To support syntax functionality, a date may also be entered as #11/16/2014 11:01:14#.
  • Usually, an expression is used instead of a static date and time for a default value. Common examples for a default value for a date and time field include:
    • Now() - Defaults the date field to today's date and time
    • AddDays(Now(), 30) - Defaults the field to 30 days from right now

Text (Not Auto Numbered)

  • Text fields allow both literal values and expressions for default values.
  • You could set the default value for a notes text field to Review Standard Operating Procedure.
  • Use an expression to set the notes field to ("Review action plan with " + User()) becomes Review action plan with Tom with Tom being the user who entered the record.
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