When you add a new row to a Notion database, properties like Status, Select, or Date often remain empty. Manually filling these fields for every entry slows down your workflow and increases the chance of missing important information. Notion does not include a native default value setting like spreadsheet software, but you can achieve the same result using database templates. This article explains how to configure a database template to pre-fill any property value for all new rows.
Key Takeaways: Setting Default Values in Notion Databases
- Database template: The only method to assign default values to properties for every new row in a Notion database.
- Template property editing: Open the template and set the desired value for each property, such as Status: To Do or Assignee: Me.
- Locking the template: Prevent accidental changes to the default values by locking the database template after configuration.
Why Notion Lacks a Default Value Setting and How Templates Replace It
Notion databases are designed to be flexible, not rigid like traditional spreadsheets. There is no single checkbox or field labeled Default Value inside a property editor. Instead, Notion uses database templates to define what a new page should contain when it is created. A template can include pre-filled property values, which effectively act as defaults for every new row. This approach works for all property types: Text, Number, Select, Multi-Select, Date, Status, Relation, Rollup, Formula, and more. The key requirement is that you must create at least one template and set it as the default for the database view you are using.
What a Database Template Controls
A template in Notion is a saved page structure that can contain any content you want, including property values. When you apply a template to a new row, Notion copies the template content into the new page. This includes any values you set in the properties section of the template. You can use one template for all new rows or multiple templates for different types of entries. For a true default value, you set one template to be applied automatically whenever a new row is created through a specific database view.
Prerequisites Before You Start
You need a Notion workspace with a database that already has the properties you want to pre-fill. The database can be a table, board, calendar, list, gallery, or timeline view. You also need edit access to the database. If you are using a shared workspace, confirm that you have Can edit permissions for the database page.
Steps to Create a Default Value Template for a Notion Database
Follow these steps to set a default value for one or more properties on every new row. This method uses the database template feature.
- Open the database view where you want the default
Navigate to the page that contains your database. Click the database title to open the view you normally use to add rows, such as the Table view or Board view. The template you create will apply to this specific view. - Click the dropdown arrow next to New
In the top-right corner of the database, locate the blue New button. Click the small downward-facing arrow next to it. A menu appears with options including New Template, New Database Template, or a list of existing templates. - Select New Template
Click New Template from the dropdown menu. Notion opens a new template editor page. The template editor looks like a regular page but with a banner at the top that says Template. - Name the template
In the template editor, type a name for the template in the title area. For a default value template, use a name like Default Entry or New Row. This name appears in the New button dropdown. - Set the property values you want as defaults
Below the title, locate the properties section. Click on any property field and set the value you want to appear by default. For example, set a Status property to To Do, a Date property to today, or a Person property to yourself. You can set multiple properties in the same template. Leave any property empty if you do not want a default value for it. - Add optional page content
Below the properties, you can add any text, images, or blocks that should appear inside every new row. This content is optional. If you only want default property values, leave the body of the template empty. - Close the template editor
Click the back arrow or the X button in the top-left corner of the template editor to return to your database view. The template is now saved. - Set the template as the default for new rows
In your database view, click the dropdown arrow next to the New button again. Find the template you just created. Click the three-dot menu icon to the right of the template name. Select Set as default from the menu. A checkmark appears next to the template name. Now every time you click New, Notion creates a new row using this template with the property values you set. - Test the default values
Click the New button. A new row appears in your database. Check the properties to confirm they contain the values you set in the template. If a property is empty, edit the template and save the changes.
Applying the Same Template to Multiple Views
If your database has multiple views, such as a Board view and a Calendar view, each view can use a different template. To use the same default template across all views, switch to each view, open the New button dropdown, and select your template as the default for that view. Notion stores templates per view, not per database.
Common Mistakes and Limitations When Setting Default Values
Property Values Are Not Copied When Using Quick Add
If you add a new row using the Quick Add button at the bottom of a table view, Notion creates a blank page without applying the template. The Quick Add feature bypasses the template system. To apply the default values, always click the New button in the top-right corner of the database view.
Changes to the Template Do Not Affect Existing Rows
Editing a template changes only future rows. Existing rows keep the values they had when they were created. If you need to update property values for existing rows, you must edit each row manually or use a batch update script through the Notion API.
Relation and Rollup Properties Cannot Be Pre-Filled Reliably
Relation properties in a template may not link to the correct target page if the target page does not yet exist. Rollup properties are read-only and cannot be set directly. For Relation properties, set the link in the template only if the target page already exists. For Rollup properties, leave them empty because Notion calculates them automatically.
Formula Properties Are Ignored in Templates
Formula properties compute their value based on other properties in the same row. You cannot set a formula property value in a template. If you need a formula to show a default value, adjust the formula to handle empty input, for example by using an ifempty function.
Notion Database Default Value Methods Compared
| Method | Description | Applies to Future Rows |
|---|---|---|
| Database template | Create a template with pre-filled property values and set it as default for a view | Yes |
| Manual entry | Type or select values for each property when adding a new row | No |
| Notion API script | Use the Notion API to create rows with preset property values via a script | Yes |
Using a database template is the only built-in method to set default values for new rows in Notion. The API method requires programming knowledge and is not available inside the Notion interface.
You can now set default property values for any Notion database using templates. Create one template per view, set the property values you need, and make that template the default. This method works for Status, Select, Date, Person, and most other property types. For advanced automation, consider using the Notion API to create rows with specific values programmatically.