Step 1: Accessing the Project Series Configuration

Let’s start by opening Swiftly Workspace.

From the homepage:

• Click on Configuration

• Then select Project Series

This is where you set up the numbering logic for your project types — including the starting number, formatting elements, and optional identifiers like the month, year, or project prefix.

Step 2: Why Use a Project Series?

A Project Series helps your team organize and identify projects efficiently. With automated numbering:

• Each project gets a unique and sequential ID

• You can categorize by type, region, or time period

• It reduces manual errors and duplicate entries

• You maintain audit-ready and well-structured records

This setup is especially helpful for organizations managing many concurrent projects across departments or countries.

Step 3: Creating a Project Series

To create a new project series:

1. Click the “+” button at the top-right

2. Fill in the following fields:

Project Type

Choose the project type this series will apply to — e.g., Consulting, Development, or Implementation.

Use Series Of (optional)

Select an existing series if you want to reuse its numbering format. This is helpful if multiple project types share a similar sequence.

Use Month

Enable this toggle to include the month in the project number — useful for monthly batch identification.

Use Year

Enable this toggle to embed the year, commonly used for yearly reporting and audit trails.

Start Number

Enter the number where the project ID should begin.

End Number

Set the maximum number limit for the series. This must be at least 4 digits for consistency.

Next Number

This shows what the next generated project number will be. It auto-increments unless manually changed.

Prefix (optional)

Add a custom label at the start of each project number.

Suffix (optional)

Add a label at the end to denote region, department, or client group.

Step 4: Example Configuration

Let’s say we’re creating a series for Consulting Projects in the Singapore region:

• Project Type: Consultation

• Use Month: Enabled

• Use Year: Enabled

• Start Number: 333

• End Number: 888

• Prefix: CONS

• Suffix: -SG

This configuration would generate project numbers like:

CONS-333-0625-SG

Where:

• 06 = June

• 25 = Year 2025

• SG = Singapore

Click Save to activate the series.

Step 5: Editing an Existing Project Series

To make changes:

• Click on the project series you want to update

• Adjust the prefix, suffix, toggles, or number limits as needed

• Click Save or Save & Close

Important: When updating the Next Number, make sure it doesn’t overlap with project numbers already in use to avoid duplicates or confusion in reporting.

You’ve Now Successfully:

• Navigated to the Project Series configuration

• Created a new numbering sequence for a specific project type

• Customized it with date elements and identifiers

• Edited and managed series safely and efficiently