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Examples of Setting Default Values with Functions for Different Field Types

Check Item​

Set a Value​

When using a function to set the default value of a check item field, the formula must return either true or false.

  • true = checked
  • false = unchecked

Example 1: If the Score field is greater than or equal to 60, the Pass field is selected by default. Otherwise, it remains unchecked.

IF(Score >= 60, true, false)

Example 2: If the Score field is blank, the Absent field is selected by default. Otherwise, it remains unchecked.

ISBLANK(Score)

Logical functions return either true or false, so the result can be used directly.

Get a Value​

To retrieve or evaluate the value of a check item field, check whether the value equals 1 or 0, or true or false.

Single Select​

Set a Value​

A single select field is assigned by matching the returned value with the option labels. If a matching option is found, that option is selected. If no match is found, no value is assigned.

Example: Assign a grade level based on the score. The Grade Level field is a single select field with the following options:

  • Fail
  • Pass
  • Good
  • Excellent

Rules:

  • Less than 60 → Fail
  • Greater than or equal to 60 and less than 75 → Pass
  • Greater than or equal to 75 and less than 85 → Good
  • Greater than or equal to 85 → Excellent

Set the default value of the Grade Level field using the following formula:

IF(Score<60,'Fail',IF(Score<75,'Pass',IF(Score<85,'Good','Excellent')))

Notes:

  • If the function returns a fixed value, such as 'Fail', the value must be enclosed in quotation marks.
  • If the function returns the value of another field, select the field directly without quotation marks.

Get a Value​

The value of a single select field is stored as an array containing a single element. To retrieve or compare the selected option in a formula, append [0] to the field reference.

Multi Select​

There are two ways to set default values for a multi select field.

Method 1: Use a comma-separated text string.

To select Option 1 and Option 3 by default:

'Option 1,Option 3'

Method 2: Use an array.

To select Option 2 and Option 3 by default:

['Option 2','Option 3']

Example: If the Gender field is Male, the Elective Courses field defaults to Public Speaking and Music History. If the Gender field is Female, it defaults to Floral Design.

Method 1

Method 2

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