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Set default content for form fields

What is default content in form fields?

Default content pre-fills form fields with values when a task or kick-off form opens. You can use static text, dynamic variables, or system-generated values like today’s date. Users can still change these pre-filled values whenever they need to.

Why use default content?

  • Faster completion - less time retyping common information.
  • Fewer errors - consistent formatting and fewer typos.
  • Dynamic data - variables pull in relevant data from earlier steps automatically.
  • Smart selections - pre-select the most common options for dropdowns and radio buttons.

Which field types support default content?

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

Text fields (short text and long text)

  • Static text - pre-fill with standard phrases, instructions, or examples.
  • Variables - pull data from previous form fields or system variables.
  • Mixed content - combine static text with variables (like “Request from {{customer_name}}”).

Selection fields (dropdown, radio buttons, multiselect)

  • Default selections - pre-select the most common option.
  • Multiple defaults - for multiselect fields, you can pre-check several items at once.

Date fields

  • Current date - sets to today’s date when the form opens.
  • Specific date - set a fixed date value.
  • Variable dates - pull date values from earlier form fields.

Field types that don’t support defaults

These field types can’t have default values - Tallyfy automatically disables the option for them:

  • File upload - can’t pre-populate files.
  • Table - can’t pre-fill table rows, though you configure column headers during setup.
  • Assignee picker - can’t pre-select users here, but you can set default assignments at the step level instead.

How to configure default content

Setting defaults for text fields

  1. Open your template in Edit mode.
  2. Click on the step containing the form field.
  3. Click on the form field to expand its settings.
  4. Expand the Default content section.
  5. Toggle the default value switch to Yes.
  6. Enter your default text or click the button to insert variables.
  7. Save your changes.

Setting defaults for dropdown and radio buttons

  1. Expand the form field settings and open the Default content section.
  2. Toggle the default value switch to Yes.
  3. Pick which option should be pre-selected when the form loads.
  4. Save your changes.

Setting defaults for multiselect fields

  1. Expand the form field settings and open the Default content section.
  2. Toggle the default value switch to Yes.
  3. Select which items should already be checked when someone opens the form.
  4. Users can still uncheck or change these selections.
  5. Save your changes.

Setting default dates

  1. Expand the date field settings and open the Default content section.
  2. Toggle the default value switch to Yes.
  3. Enter a date value. If the field has Collect time enabled, you can set a default time too.
  4. Save your changes.

Using variables in default content

Variables pull information from other parts of your process into default values.

Variable types available

Form field variables - grab data entered in earlier steps:

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

Kick-off form variables - data entered when the process started:

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

System variables - Tallyfy generates these automatically:

  • {{DATE}} - the date when the process was launched
  • {{TEMPLATE_NAME}} - the name of the template being used

Variable usage examples

Customer communication:

Dear {{customer_name}},


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

Reference numbers:

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

Follow-up tracking:

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

Best practices

  • Pick the options people actually select most often for dropdown and radio button defaults.
  • Pre-fill text fields with real examples or formats your team can use directly.
  • Think of defaults as suggestions, not rules. If everyone’s changing a default, it’s the wrong default.
  • Mix static text with variables for consistency and personalization.
  • Internal forms - use shortcuts and abbreviations your team understands.
  • External forms - provide clear, spelled-out options for customers.
  • Review your defaults periodically - processes change over time.

Common use cases

Customer service requests

  • Default priority - set to “Medium” since most requests aren’t urgent.
  • Default category - pre-select the most common ticket type.
  • Response template - pre-fill a greeting with the customer’s name using variables.

Approval workflows

  • Default reviewer - match the reviewer to the request type.
  • Approval notes - give reviewers a template so feedback stays consistent.

Project initiation

  • Project prefix - combine {{TEMPLATE_NAME}} + {{DATE}} for automatic project codes.
  • Author information - pull requestor details from the kick-off form using variables.
  • Version numbering - start at “v1.0” for consistency.

Templates > Variables

Variables in Tallyfy are placeholders that automatically carry data entered in one process step…
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