Default Values in Forms in Power Apps – A Comprehensive Guide

📌 Introduction

Default values in Power Apps forms play a crucial role in enhancing the user experience, improving data accuracy, and ensuring efficiency in data entry. By setting default values, users can start with predefined inputs, reducing errors and streamlining form submissions.

Default values can be set for:
✔ Text inputs (pre-filling user information)
✔ Dropdowns (auto-selecting common choices)
✔ Date pickers (setting today’s date)
✔ Toggle controls (defaulting to “On” or “Off”)
✔ Radio buttons & Checkboxes (pre-selecting common options)

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🔹 Step 1: Setting Default Values for Text Inputs

Text input controls allow users to enter free text, but they can be pre-filled with default values for better usability.

✅ Example 1: Setting a Static Default Value

For a Name input (txtName), set the Default property:

"John Doe"

📌 Behavior:
✔ The text input will be pre-filled with “John Doe”.
✔ Users can still edit or remove the value.

✅ Example 2: Using Current User’s Name

To dynamically set the default value to the logged-in user’s name, set the Default property:

User().FullName

📌 Behavior:
✔ Retrieves the current user’s name automatically.

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🔹 Step 2: Setting Default Values for Dropdowns

Dropdowns allow users to select from a list of options. A default value ensures a common choice is pre-selected.

✅ Example: Defaulting to a Specific Value

For a Department dropdown (drpDepartment) with items: ["HR", "IT", "Finance", "Marketing"], set the Default property:

"IT"

📌 Behavior:
✔ The dropdown will initially display “IT” as the selected option.

✅ Example: Defaulting to the First Item in a List

Instead of a hardcoded value, auto-select the first item dynamically:

First(drpDepartment.Items).Value

📌 Behavior:
✔ Automatically selects the first value from the list.

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🔹 Step 3: Setting Default Values for Date Pickers

Date pickers allow users to select dates, but a default value can improve efficiency.

✅ Example: Defaulting to Today’s Date

Set the DefaultDate property of a Date Picker (dtpStartDate):

Today()

📌 Behavior:
✔ Pre-selects today’s date automatically.

✅ Example: Defaulting to the First Day of Next Month

DateAdd(Today(), 1 - Day(Today()), Months)

📌 Behavior:
✔ Sets the default date to the 1st day of the next month.

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🔹 Step 4: Setting Default Values for Toggle Controls

Toggle controls are useful for Yes/No or On/Off decisions.

✅ Example: Defaulting a Toggle to “On”

Set the Default property of a Toggle Control (tglActive):

true

📌 Behavior:
✔ The toggle will start in the On position.

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🔹 Step 5: Setting Default Values for Radio Buttons

Radio buttons allow users to pick one option from multiple choices.

✅ Example: Defaulting to a Specific Option

For a Gender radio button (radGender) with values ["Male", "Female"], set the Default property:

"Male"

📌 Behavior:
✔ The Male option will be pre-selected.

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🔹 Step 6: Setting Default Values for Checkboxes

Checkboxes allow users to select or deselect an option.

✅ Example: Defaulting a Checkbox to “Checked”

Set the Default property of a Checkbox (chkTerms):

true

📌 Behavior:
✔ The checkbox starts as checked.

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🔹 Step 7: Setting Default Values in Forms

PowerApps Forms (EditForm or NewForm) allow users to create and update records. Default values can be set when using SharePoint, Dataverse, or SQL Server.

✅ Example: Setting Default Values in a New Form

Set the DefaultMode of the form (frmEmployee) to FormMode.New and define default values using the OnSelect of a “New Entry” button:

NewForm(frmEmployee);
frmEmployee.DefaultMode = FormMode.New

📌 Behavior:
✔ Opens the form in New Mode with default values pre-filled.

✅ Example: Setting Defaults Dynamically for New Records

Set the Default property of form fields:

✔ Default Employee Name

If(frmEmployee.Mode = FormMode.New, User().FullName, Parent.Default)

✔ Default Date of Joining

If(frmEmployee.Mode = FormMode.New, Today(), Parent.Default)

📌 Behavior:
✔ If it’s a new record, default values are pre-filled.
✔ If editing, existing values remain unchanged.

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🔹 Step 8: Using Patch Function with Default Values

When using Patch() to save data, ensure default values are assigned.

✅ Example: Submitting a New Record with Defaults

Patch(
    EmployeeRecords, 
    Defaults(EmployeeRecords),
    {
        Name: If(IsBlank(txtName.Text), User().FullName, txtName.Text),
        Department: If(IsBlank(drpDepartment.Selected.Value), "IT", drpDepartment.Selected.Value),
        JoiningDate: If(IsBlank(dtpStartDate.SelectedDate), Today(), dtpStartDate.SelectedDate),
        Active: tglActive.Value
    }
)

📌 Behavior:
✔ If the user doesn’t enter a value, defaults are used.
✔ If a value is entered, it overrides the default.

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🔹 Step 9: Resetting Default Values

Use the Reset() function to restore default values when needed.

✅ Example: Resetting a Form to Defaults

Button (btnReset) OnSelect property:

Reset(txtName);
Reset(drpDepartment);
Reset(dtpStartDate);
Reset(tglActive);
ResetForm(frmEmployee)

📌 Behavior:
✔ All fields return to their default state.

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🔹 Best Practices for Default Values in PowerApps Forms

✔ Use User() function for dynamically setting user-related default values.
✔ Use Defaults() for new records to auto-fill form fields.
✔ Use Reset() to clear inputs when needed.
✔ Use If() statements to distinguish between new and existing records.
✔ Ensure required fields have logical defaults to prevent blank submissions.

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🔹 Conclusion

Setting default values in PowerApps enhances the user experience, minimizes errors, and improves efficiency. Whether using text inputs, dropdowns, date pickers, toggles, or checkboxes, pre-filling form fields ensures smooth data entry and submission.

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