How to Create Contract Series in Swiftly Workspace
Step 1: Navigating to Contract Series Configuration
Let’s start in Swiftly Workspace.
From the homepage:
Click Configuration
Select on Contract Series
This is where you’ll define how contract numbers are generated — including rules for format, sequence, prefixes, and suffixes.
Step 2: Why Contract Series Matter
A Contract Series controls how contract numbers are created in the system. It ensures that:
Each contract gets a unique, consistent number
You can quickly identify contracts by type, date, or department
You comply with internal documentation rules or government regulations
Your contract records remain audit-ready and easy to trace
You can also include month, year, prefixes, and suffixes to customize the numbering format based on your organizational needs.
Step 3: Creating a New Contract Series
To create a new series:
Click the “+” button at the top right
Fill in the details using these fields:
Contract Type
Select which type of contract this series applies to — for example, Service Agreement or Vendor Contract.
Use Series Of (optional)
You can copy the structure from another existing series if it shares the same format.
Use Month
Turn this on to include the current month in the contract number.
Use Year
Turn this on to include the year in the number. Helpful for tracking contracts yearly.
Start Number
This is the starting number for the series.
End Number
Enter the highest number allowed in the series. It must be at least 4 digits
Next Number
This shows the next contract number that will be issued. It is auto-generated but can be adjusted manually if needed.
Prefix (optional)
Add a label before the number.
Suffix (optional)
Add a label after the number.
After completing all the fields, click Save to activate your contract series.
Step 4: Example Setup
Here’s a real-world example:
Contract Type: Service Agreement
Use Month: ON
Use Year: ON
Start Number: 222
End Number: 8888
Prefix: SA (For Service Agreement)
Suffix: -EU (For Region)
This setup will generate contract numbers like:
SA-222-0625-EU
Where:
06 = June
25 = Year 2025
EU = Region or office code
Step 5: Editing a Contract Series
To update an existing series:
Click on the contract series name
You can modify the end number, toggles, prefix, or suffix
Click Save to apply the changes
Important: Be careful when changing the Next Number. Avoid duplicating numbers that may already exist to prevent confusion in records or reports.
What You’ve Learned
You now know how to:
Access the Contract Series configuration
Create a structured numbering system for contracts
Customize with date fields, prefixes, and suffixes
Maintain and update numbering logic as needed
