Skip to content

Set default content for form fields

What is default content in form fields?

Default content automatically pre-fills form fields with values when a task or kick-off form is opened. This saves time for users by reducing data entry and ensures consistency across processes.

Default content can be static text, dynamic variables, or system-generated values like the current date. Users can still modify these pre-filled values if needed.

Benefits of using default content

  • Faster form completion: Users spend less time typing common information.
  • Reduced errors: Pre-filled content ensures consistent formatting and reduces typos.
  • Better user experience: Forms feel easier to complete when partially filled.
  • Dynamic information: Use variables to automatically insert relevant data from earlier steps.
  • Smart defaults: Set commonly selected options to speed up decision-making.

Which field types support default content

Not all form field types support default content. Here’s what’s available:

Text fields (Short text and Long text)

  • Static text: Pre-fill with standard phrases, instructions, or examples.
  • Variables: Insert data from previous form fields or system variables.
  • Mixed content: Combine static text with variables (e.g., “Request from {{customer_name}}”).

Selection fields (Dropdown, Radio buttons, Checklist)

  • Default selections: Pre-select the most common choices.
  • Multiple defaults: For checklists, you can pre-check multiple items.

Date fields

  • Current date/time: Automatically set to today’s date.
  • Relative dates: Set to a specific number of days from today (e.g., “today + 7 days”).
  • Variable dates: Use date values from earlier form fields.

Fields that don’t support default content

  • File upload: Cannot pre-populate files for security reasons.
  • Table: Cannot pre-fill table rows (though column headers are defined during setup).
  • Assignee picker: Cannot pre-select specific users (though you can set default assignments at the step level).

How to set default content

Setting default content for text fields

  1. Open your template in Edit mode.
  2. Click on the step containing the form field you want to configure.
  3. Go to the Form Fields tab in the details panel.
  4. Click on the specific form field to open its settings.
  5. Look for the Default Value or Default Content field in the settings.
  6. Enter your default text or click the button to insert variables.
  7. Save your changes.

Setting default selections for dropdown and radio buttons

  1. Open the form field settings as described above.
  2. In the Options section, enter your list of choices (one per line).
  3. Look for a Default or Default Selection option.
  4. Choose which option should be pre-selected when the form loads.
  5. Save your changes.

Setting default selections for checklists

  1. Open the checklist field settings.
  2. In the Options section, enter your list of items (one per line).
  3. Look for Default or Pre-checked items options.
  4. Select which items should be checked by default.
  5. Users can still uncheck these items if needed.
  6. Save your changes.

Setting default dates

  1. Open the date field settings.
  2. Look for Default Date or Default Content options.
  3. Choose from available options:
    • Today: Automatically sets to the current date.
    • Today + X days: Sets to a future date (e.g., “Today + 7 days” for next week).
    • Custom date: Set a specific date.
    • Variable: Use a date from another form field.
  4. For date/time fields, you can also set default times.
  5. Save your changes.

Using variables in default content

Variables make default content dynamic by pulling information from other parts of your process.

Available variable types

Form field variables: Data entered in earlier steps of the same process.

  • Example: {{customer_name}} inserts the customer name from a previous field.

Kick-off form variables: Information entered when the process started.

  • Example: {{request_type}} shows the type selected in the kick-off form.

System variables: Automatically generated information.

  • {{DATE}}: Current date
  • {{TIME}}: Current time
  • {{TEMPLATE_NAME}}: Name of the template being used
  • {{PROCESS_NAME}}: Name of the current process instance

Examples of variable usage

Customer communication: Set a default message like:

Dear {{customer_name}},


Thank you for your {{request_type}} request submitted on {{DATE}}.
We will process this within 5 business days.

Reference numbers: Create automatic reference formats:

{{TEMPLATE_NAME}}-{{DATE}}-{{customer_id}}

Follow-up dates: Use relative dates:

Follow up with {{customer_name}} by {{deadline_date}}

Best practices for default content

Choose meaningful defaults

  • Use the most common selections for dropdown and radio button fields.
  • Set default dates that make sense for your process timeline.
  • Pre-fill text fields with helpful examples or standard formats.

Keep it flexible

  • Remember users can modify default content, so don’t make it too specific.
  • Use defaults to guide users, not restrict them.
  • Test your defaults with actual users to ensure they’re helpful.

Use variables strategically

  • Combine static text with variables for personalized but consistent content.
  • Use system variables for timestamps and process information.
  • Reference earlier form fields to maintain context throughout the process.

Consider your audience

  • Internal forms: Use more technical defaults and abbreviations.
  • External forms: Use clearer, more explanatory default text.
  • Repetitive processes: Maximize defaults to speed up familiar workflows.

Maintain and update

  • Review default content regularly to ensure it stays relevant.
  • Update defaults based on user feedback and process changes.
  • Remove defaults that users consistently change or ignore.

Common use cases

Customer service requests

  • Default priority: Set to “Medium” since most requests aren’t urgent.
  • Default category: Pre-select the most common request type.
  • Response template: Include standard greeting with customer name variable.

Approval workflows

  • Default reviewer: Pre-select based on request type or department.
  • Due date: Set to standard review timeframe (e.g., “Today + 3 days”).
  • Approval notes: Include template for consistent feedback format.

Project initiation

  • Project prefix: Use template name and current date for project codes.
  • Default team members: Pre-select core team members for the project type.
  • Timeline defaults: Set standard milestone dates based on project start date.

Document generation

  • Document title: Combine project name with document type and date.
  • Author information: Use requestor details from kick-off form.
  • Version numbering: Start with “v1.0” for new documents.

Default content transforms empty forms into helpful, guided experiences that save time and reduce errors while maintaining the flexibility users need to customize information for their specific situation.

Tasks > Types of form fields

A comprehensive guide detailing various form field types in Tallyfy including short text long text dropdown lists checklists radio buttons date fields file uploads tables and assignee pickers along with their specific use cases settings and configuration options.

Templates > Variables

Variables in Tallyfy act as automatic information carriers that transport data between process steps to customize content and enable automation while maintaining data consistency throughout workflows.

Variables > Insert variables

Variables in step titles and descriptions enable automatic information display from earlier form fields to later steps ensuring data consistency personalization and error reduction throughout workflow processes.

How To > Build effective forms

Tallyfy enables organizations to build forms that integrate directly with trackable workflows rather than just collecting data through features like email verification conditional branching field validation collaborative completion and automated document generation.
Get in touch
About Tallyfy