Field rules: default value, display, and validation
Every field has three optional rules under Configure → Advanced. Rules are written with the same expression language as Formula fields.
| Rule | When it runs | Should return | Example |
|---|---|---|---|
| Default Value Rule | When a new record is created | A value of the field’s type | IF(Status == "New", TODAY(), "") |
| Display Rule | When the record form is shown | true (show) or false (hide) | Status != "Closed" |
| Validation Rule | Before the record is saved | true to allow saving, or an error message to block it | IF(Price > 0, true, "Price must be positive") |
Add a rule
- Open the field’s settings (+ Column for a new field, or column header → Edit column).
- Click Advanced, then choose Default Value Rule, Display Rule, or Validation Rule.
- Type the Expression.
- Click ƒx Functions to search the function library.
- Open Available columns to insert fields of this record. The list also includes Current User values, so you can write rules such as “only visible to the owner”.
- Click Save Rule, then Save the field.
Examples
Default the order date to today
TODAY()Show “Rejection Reason” only when an order is rejected
Status == "Rejected"Block discounts over 20%
IF(Discount <= 0.2, true, "Discount cannot exceed 20%")Require an end date that’s after the start date
IF(End Date >= Start Date, true, "End Date must be on or after Start Date")Validation return values
true: the value is valid and the record can be saved.false|Error message: saving is blocked and Error message is shown."Error message"(just a text string): saving is blocked and the string is shown.