Set default Custom Field values in ClickUp

Using default values for Custom Fields in ClickUp helps you keep new tasks consistent, reduce manual data entry, and speed up project setup across your workspace.

This guide explains how default values work, how to add them from different locations, how they interact with templates and automation, and what limitations to keep in mind.

What are default Custom Field values in ClickUp?

A default Custom Field value is a pre-filled value that automatically appears whenever a new task or other supported item is created in a location where that Custom Field is applied.

Once a default is set, it can:

• Populate values for new tasks on Lists, Folders, or Spaces
• Speed up data entry for repeated workflows
• Help standardize reporting and filtering

People with permission to manage Custom Fields can add or update these defaults wherever the field is available.

Where default values work in ClickUp

Default values for Custom Fields can be used in several places in ClickUp. However, there are some important scope and location rules.

Supported locations in ClickUp

You can set a default value for Custom Fields in these views and items:

• List view
• Board view
• Table view
• Timeline view
• Workload view
• Everything view
• Dashboards
• Doc task lists

When a default is configured for a field and that field is visible in one of these locations, the default value will appear for newly created tasks or items.

Scope behavior across ClickUp locations

Default values are defined per location, and scope matters:

• Same field, different location: A Custom Field can have different default values for each location where it is used.
• Deletion in one place: Deleting a default value from one location does not affect the same field in other locations.
• Global behavior: Existing tasks are not retroactively updated when you add, change, or remove a default value.

This structure gives you flexibility to set one default for a field in a specific List and another default for the same field in a different List or Folder.

How default values affect tasks in ClickUp

Default values apply automatically when a new task is created in a location where the Custom Field is visible and the default is configured.

When default values are applied

Default Custom Fields are applied when you create tasks in these ways:

• Creating a task directly in a List, Folder, or Space where the field exists
• Adding tasks in a supported view (for example, from a List or Board view)
• Creating tasks from templates that do not already contain a value for that specific field

The default is only used when the task does not already have a value for that field. If a value exists, the default will not overwrite it.

Actions that do not change existing tasks

Updating default values does not modify tasks that already exist. That includes when you:

• Add a new default value to an existing Custom Field
• Change an existing default value to something new
• Remove or delete a default value entirely

Only newly created tasks after the change will reflect the updated or removed default behavior.

Set a default value for a Custom Field in ClickUp

You can set default values right from your views. The steps below describe how to add or change a default in a typical task view.

Steps to set a default Custom Field value

1. Open the correct location: Go to the Space, Folder, List, or view where your Custom Field is visible.
2. Locate the Custom Field column: In List, Board, Table, or another supported view, find the column header for the field you want to modify.
3. Open field settings: Click the field name or its settings icon (for example, a caret or three-dot menu) to open the Custom Field options.
4. Set the default: Look for the option to define a default value for that field. Depending on field type, you may:
   • Select a default option from a dropdown or label list
   • Enter a text, number, or date value
   • Choose a default person, team, or status where supported
5. Save your changes: Confirm or save to apply the default value to that location.

After saving, any new task created in that location will use the new default value for the field unless another value is explicitly set.

ClickUp templates and default values

Default values interact with templates in specific ways. Understanding this behavior helps you design consistent workflows in ClickUp.

When defaults are used with templates

Defaults are applied to tasks created from templates only if the template does not assign a value to that Custom Field. For example:

• If a task template leaves a field blank, the location default will be applied when you create a new task from the template.
• If the template already includes a value for that field, the template value takes priority. The default is ignored in that case.

This ensures templates remain the primary source of structured task data, with defaults filling in any remaining gaps.

Template updates and existing tasks

When you update a default value or change a template, the behavior is consistent:

• Existing tasks created from old templates are unchanged.
• Future tasks created from templates will follow the new template configuration and location default rules.

ClickUp Automations and default values

Automations can set or change Custom Fields, but default values still play a role for newly created tasks.

Priority between Automations and defaults

The order of operations is important:

• When a new task is created, the default value is applied if the field is empty.
• If a ClickUp Automation later runs that sets a value for that same field, the Automation can overwrite the default.

In practice, use defaults to establish baseline values and Automations to adjust data based on triggers, conditions, or workflow rules.

Limitations of default values in ClickUp

Default Custom Field values are powerful, but they do not cover every scenario.

Key limitations

• Defaults only apply to new tasks or items created after the default is configured.
• Existing tasks are not updated when defaults are added or changed.
• Changing a default in one location does not update default settings for the same field in other locations.
• Some field types or views may not support defaults, depending on your current ClickUp configuration and permissions.

If you need to bulk update existing data, consider using bulk edit tools, imports, or Automations instead of relying on default values.

Best practices for using default values in ClickUp

To get the most from default Custom Field values, plan how they fit into your broader workspace structure.

• Standardize naming: Use consistent Custom Field names so you can manage defaults predictably across Spaces and Lists.
• Use location-specific defaults: Assign different defaults per List or Folder when different teams or workflows need different starting values.
• Combine with templates: Let templates provide detailed task structure, and use defaults to fill in common fields that are the same across many templates.
• Review periodically: As processes evolve, revisit your defaults to ensure they still match how teams actually work.

Learn more and next steps

For the original product documentation on this topic, see the official guide on setting default values for Custom Fields.

If you want help optimizing your workspace structure, templates, and automation around Custom Fields, you can explore consulting and implementation services at Consultevo.

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