This article explains the features of the new LegalOn. For information on the current version’s product features, please refer to this page.
This article explains how to set up internal ID auto-generation.
About internal ID auto-generation
You can configure the timing and rules for automatically generating internal IDs.
This allows internal IDs to be automatically entered and assigned to contracts (including executed contracts) in accordance with your company’s operational rules.
Requirements
Target users: All users with a contracted tenant
Admin permissions: Module admin
How to set up internal ID auto-generation
Configure the auto-generation timing
1. Go to [Admin settings] → [Contract Management] → [Internal ID auto-generation]
2. Select the timing at which internal IDs should be auto-generated (multiple selections allowed)
Auto-generating timing options |
| Description |
When uploading a new file | When uploading a contract | An internal ID is generated when a contract is uploaded or imported into LegalOn, regardless of its status. |
When assigning a contract status | When setting to “Approved version” | An internal ID is generated when a contract status changes to [Approved version] or is imported with the [Approved version] status. |
| When setting to “Version to be executed” | An internal ID is generated when a contract status changes to [Version to be executed] or is imported with the [Version to be executed] status. |
| When setting to “Executed copy” | An internal ID is generated when a contract status changes to [Executed copy] or is imported with the [Executed copy] status. |
When you click “Save,” ID auto-generation will start based on the configured timing.
⚠️Notes:
ID auto-generation starts once the timing is set.
If you are licensed for the E-signature module, contracts uploaded to the automatically created [Approval request workspace] will not be assigned an auto-generated ID.
If versions are merged at a later time, the internal ID of the version with the earliest file upload date is carried over, resulting in gaps in the internal IDs. For details, see “Notes on merging versions at a later time” below.
💡Info:
If you select both [When uploading a new file] and [When assigning a contract status], Internal ID auto-generation will be performed at all of the selected timings.
Example: If you select both [When uploading a contract] and [When setting to “Approved version”], Internal ID auto-generation will be performed at either of the following timings:
When a contract is uploaded/imported, regardless of its status
When the status of an already uploaded contract changes to [Approved version]
If you select any of the options under [When assigning a contract status], Internal ID auto-generation will be performed only when the contract is actually set to the selected status.
Example: If only [When setting to “Approved version”] is selected:
Changing the status to [Version to be executed] without passing through [Approved version] → No ID will be assigned.
If no options are selected, Internal ID auto-generation will not be performed.
Notes on merging versions at a later time
This section applies to cases where contract revisions are uploaded as separate files and both versions are merged at a later stage.
When versions are merged later, the ID of the version with the oldest file upload date is inherited as the Internal ID after merging.
Therefore, if either of the following settings is enabled, an ID will be assigned to each contract before the version merge, and gaps in ID generation may occur when the versions are merged: ・ [When uploading a new file] → [When uploading a contract] ・ Selecting multiple options under [When assigning a contract status]
To prevent this, select only one item under [When assigning a contract status]. This ensures that Internal IDs are not assigned to individual contracts before the merge, but are assigned only after the versions are merged.
Please refer to “How to merge file versions in LegalOn” for details on how Internal IDs are retained when contract versions are merged. |
[Optional] Configure Internal ID auto-generation rules
You can configure the prefix (such as a date or contract type code), number of digits, and the next number to be generated when an internal ID is assigned.
1. Configure the following items
| Item | Description | Restrictions | Example |
a： | Prefix | Sets the prefix for the Internal ID. The configured prefix is automatically added to the beginning of the sequential number | ・You can enter a combination of alphanumeric characters, symbols, and Japanese text (hiragana, kanji, katakana, etc.). ・Maximum length is 40 characters. ・Can be left blank. | ・2026-01- ・CNT-2026- ・NDA- |
b： | Digits | Sets the number of digits for the sequential number. | ・You can select 1 to 8 digits from the drop-down list. | ー |
c： | Next generated ID | Click [Edit] to set the next sequential number to be generated. | ・You can specify a number between 0 and 999999. | 100 |
2. Check the ID to be assigned next in [Preview Internal ID], and click [Save].
ID generation will begin according to the configured rules.
Troubleshooting:
If the following error message is displayed:
“Contract Internal ID auto-generation has been stopped. The current ID generation rule has reach its limit (99999999),” please reset “Next generated ID.”
If you do not change the [Prefix], a management number that duplicates a previously auto-generated one may be assigned. Therefore, we recommend changing the [Prefix] at the same time.
Note that if you do not change the [Prefix], the system may generate an internal ID that duplicates a previously auto-assigned internal ID. For best results, change also the [Prefix].
💡Info:
If ID generation rules are not set, the following default values are applied:
Prefix: None
Digits: 5 digits
Next generated ID:
If there are contracts that have already been assigned an ID automatically: the number following the last auto-generated ID
If there are no contracts that have been already been assigned an ID automatically: [1]
Auto-generated Internal IDs are guaranteed to be unique across files. However, manually entered or edited IDs are retained and may result in duplicates.
Please refer to “How to merge file versions in LegalOn” for details on how Internal IDs are retained when contract versions are merged.
Contracts migrated from LegalForce and LegalForce Cabinet are excluded from ID auto-generation.
💡Info:
If an Internal ID has already been entered for a contract, it will not be overwritten.
ID auto-generation is performed in the order files were added, starting with the oldest.
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