Default Values

Default Values let Ragic fill in fields automatically, such as the current date and time when a record is created, or who last modified it and when. They also work for Selection fields. For example, if every new record starts with the same "Status", a Default Value saves you from selecting it each time and helps avoid errors.

You can set Default Values by clicking the link next to the Default Value option in Design Mode, under Field Settings > Basic. You can then enter a Default Value yourself or choose from existing options.

Variables Offered

You can use the variables to generate a Default Value when a record is being created or updated.

When using the "Create" variables, note that if you add a Default Value after records already exist, it is triggered only when a record is added or edited, so empty fields will capture the current editing user and time instead of the actual creator and creation time. To avoid this, run Populate empty values once to fill in the original creation information.

Inputting Your Default Value Formatting

You can choose the Format Type options provided by Ragic, or you can directly enter text into the Formatting box below the Default Value options. You can also set a custom date format for Date fields.

Applying Formulas

You can also apply formulas to the Default Value. In Design Mode, check the Interpret as formula option below the Default Value field, then write the formula. For supported formulas, please refer to this section.

Notes

1. Formulas in the Default Value field will only be interpreted when the reference field is edited for the first time. Once the formula is interpreted, it will not be recalculated with further edits. If you would like the Default Value to be recalculated based on changes to the reference field, use Formulas instead.

2. If Auto Save is enabled in a sheet, Default Value formulas that reference more than one field are not suitable. Auto Save saves the record several times while it is being filled in, so the formula may run before all referenced fields have values and return an unexpected result. Use regular Formulas instead.

Using the Read Only Option

Fields with Default Values are often used in conjunction with the Read Only option to prevent users from manually changing the value.

Populating Empty Values

If your sheet already has records and you later add a Default Value to a new or existing field, Ragic will not automatically fill it into the existing records, so the field may remain empty.

If you want empty values to be automatically filled with Default Values, such as "creation date", "creator", or "exchange rate" fields, you can follow these steps in Design Mode:

Step 1. Access Design Mode to add or modify the desired Default Value field.

Step 2. Save your design.

Step 3. Under the Default Value setting, select the desired Default Value field. Then click Populate empty values.

Once you click the Populate empty values button, Ragic will start to populate the empty values in the background. This may take a while depending on the number of records in your sheet. Feel free to navigate away from Design Mode if needed. There will be a pop-up notice in the lower-left corner of the page once the process is complete.

You will then see the Default Values auto-populated on the Form Page.

Note: Currently, empty values cannot be populated when applying formulas to the Default Value. To make empty values use a default formula, set a formula for the field and run the formula recalculation once. Then remove the formula and reconfigure the Default Value formula.

Setting Multiple Default Values for Select User or Group Fields

When setting multiple Default Values for Select User fields, you can use "|" to separate the values. For example, by entering "Rex|Amy" as the Default Value, the field will automatically be populated with "Rex" and "Amy".

You can also use "|" to separate multiple values for Select Group fields.

Note: If the user or group names themselves already contain the "|" character, you need to use "%7C" instead. For example, to include the groups "IT" and "RD|Senior", it should be written as follows:

Since "|" is used to separate multiple values, we recommend avoiding it in user or group names (e.g., use "RD-Senior" instead of "RD|Senior") to prevent unexpected issues when the field is referenced elsewhere.