Overview

A Position update import can apply approved Position values even when one or more included Positions have active approval requests. This supports coordinated updates such as new fiscal-year pay rates without forcing valid requests to be cancelled.

The import does not submit requests in bulk. It does not add values to an active request, apply draft values, change the submitted request or its history, change its approval path or current stage, or close the request.

When to use this option

Use a Position update import when someone authorized to manage positions for all departments needs to apply approved values to many active Positions. Examples include:

  • Base pay rate and Pay rate basis updates for a new fiscal year.
  • Department, Job code, Schedule, FTE, Position status, funding, or Reports to changes.
  • Organization-defined Position fields, including protected Currency fields when the person applying the import has the required sensitive-data access.

Use individual Position requests when the new values themselves require approval. A Position import applies approved values directly; it is not an alternative way to submit many requests.

Position update imports cannot activate or change a draft Position. Use a New position request for a draft.

Access and protected information

Position imports require Position management access for All departments. A file containing Base pay rate or a protected custom field also requires View sensitive workforce data for All departments.

The warning about active requests is intentionally general. It does not name request fields, values, request counts, file names, or import names. People can see current approved values and submitted request details only when their existing Position and sensitive-data access permits it. Restricted information remains Restricted.

Review the warning

Validation shows one warning when the import includes any active position that has already been approved and has an active request. The warning applies to the complete position, even when the imported fields appear unrelated to the request. FTE Tree does not ask the person applying the import to decide whether two fields or dates could affect one another.

Before confirming:

  1. Review the imported fields and Effective dates.
  2. Confirm that the imported values should become approved while the requests continue.
  3. Consider whether an approved request could later change the same field on an earlier, identical, or later Effective date.
  4. If concurrent approved changes are not intended, wait for the request to finish and validate the import again. You do not need to cancel a valid request merely because the import warning appears.

Confirm the import

The person applying the import must explicitly accept the warning about active requests. Without that confirmation, the import remains ready for review and makes no changes.

After confirmation:

  • The import applies only approved values from the file.
  • Every active request remains active with the same submitted values, approval path, current stage, and decision history.
  • The import does not cancel, invalidate, restart, or redirect a request.

FTE Tree checks active requests again before applying changes and while the import runs. If the active requests change before the import begins, it returns for validation and review. If they change after some work finishes, the import stops before applying the next changes. Earlier completed changes remain and can be reviewed or reversed through the import results.

What reviewers see

An affected active request shows a general alert that approved Position information changed after submission. The alert does not reveal which field changed or expose a value to someone who could not already view it.

The request keeps two separate views of the information:

  • Submitted request shows the fixed values and Effective dates sent for approval.
  • Current approved shows approved Position information as it exists now, subject to the viewer’s current access.

An approver must acknowledge the alert before choosing Approve. The same acknowledgment applies when an authorized administrator records an approval for an assigned approver or approves through an override. Denial remains available without this extra acknowledgment. The alert does not change the approval path or make the request invalid.

Effective dates decide the result

Imported values and later approved request values keep their own Effective dates. For a given date, the most recent approved value effective on or before that date is used.

Examples:

  • A pay import effective July 1 and an unrelated Schedule request effective September 1 can both take effect on their dates.
  • If an import and a request change the same field on the same Effective date, final approval applies the submitted request value for that date.
  • If a request changes a field on January 1 and an import changes it on July 1, approving the request does not remove the later July 1 value.
  • If an import changes a field on January 1 and the request changes it on July 1, the imported value applies first and the approved request value begins July 1.

Always verify the first affected date, each later change date, and the relevant report after the import and request finish.

Replacement and elimination requests

A replacement or elimination request can remain active while approved Position values are imported. The import does not attach draft field changes to either request. Replacement review remains about the submitted replacement decision, and elimination review remains about the submitted elimination decision.

If an imported Position value affects the business decision, reviewers use the general alert and compare the submitted request with the current approved information available to them.

Reversal

Use Recover or reverse an import to reverse an eligible Position import. Reversal does not cancel or rewrite the active request. If all later Position changes connected to the import are reversed, the request no longer shows an alert for that import.

Common questions

Can Finance update base pay rates for a new fiscal year while requests are active?

Yes. A person with the required access can use a Position update import, review the warning about active requests, and explicitly confirm that the approved Base pay rate values should apply while the requests continue.

Does the import decide whether the same field is involved?

No. The warning covers every position in the import that has an active request, so the person applying the import makes one clear business decision without exposing request details.

Does confirming the warning approve or change a request?

No. Import confirmation and request approval remain separate actions with separate history.