Use Workforce Rules in Batch imports to create complete rules or update existing policy. You can also start with Import rules at the top of the Workforce rules list. Download a fresh template for the selected mode and keep one action per rule in each file.

A rule import lets you create several requirements or maintain their dated values in one reviewed file. Use Create for complete new rules and the supported Update action for a later requirement, correction, or retirement. Read Understand workforce rules first so the measure, target, condition, and action responses describe the requirement you intend.

Before you begin

You need Import workforce data, plus Manage workforce rules and View positions for every department affected by the rules. Budget requirements also need View labor budgets for every department affected by the rules; compensation requirements need View actual compensation for every department affected by the rules. If one file contains both kinds, you need both viewing permissions. Existing financial versions remain protected when you change a rule’s details. Organization-wide rules require All departments. You can import policy with read-only access to the underlying records; rule management and importing remain separate permissions.

Prepare departments and job codes before referencing them. Use Download reference IDs beside the Workforce Rules template guidance to find the available setup records. This complete setup list requires Export organization information, Manage departments, Manage position setup, and Manage job catalog, in addition to permission to import rules. Ask a setup administrator for the required reference IDs if you do not have that access. Enter the FTE Tree record ID requested by the column. The Workforce Rules Catalog report includes Rule ID and Rule version ID. After an import, Download committed rule changes and IDs provides identifiers for the changes that were saved. Neither file is an upload template.

Create rules

Choose Create. Each row creates the rule and its first dated version together. Enter a unique Rule name, Applies from, Applies until, Effective date, and Measure, plus the values required by the chosen requirement.

Choose a Department ID. Leave it blank for an organization-wide rule. The first Effective date must equal Applies from. Applies until is the first day outside the rule’s period. The selected department and the rule’s start and end dates stay fixed after creation.

Choose At least or At most in Condition and supply one Target. Use separate rows for a minimum and a maximum. Set Budget to Yes to include an FTE or dollar rule in budget comparisons. Enter no more than four decimal places for quantities.

The available measures are Position FTE, Assigned FTE, Budget capacity cost, Staffed budget cost, and Calculated compensation. Enter a fixed target and optionally restrict the rule to one job code.

Add or correct dated policy

Choose Update and supply Rule ID, Action, and Reason for every row.

Action Required identity and date Effect
Add dated version Rule ID and a new effective date Carries forward the preceding version’s settings and applies your entered changes from that date.
Correct dated version Rule ID and Rule version ID Corrects the specified version while keeping its effective date.
Correct rule details Rule ID Changes only Rule, Description, Available, or Budget.

An added version lasts until the next scheduled version or the rule’s end date. Adding an April version does not replace a July version already on the timeline. If no preceding version exists, provide a complete first version at the rule’s start date. A supplied new date creates a dated entry even when the values match the preceding version.

An existing date cannot be added again. Use Correct dated version to fix that version. A blank correction cell leaves the value unchanged. For a new dated version, a blank cell carries forward the preceding setting. Review these carried-forward values before confirming.

Use <clear> to remove an optional Description or Job code ID. Target is required and cannot be cleared.

Corrections can change newly calculated historical results. Saved evaluations and completed reports remain unchanged. Plan changes are checked against current requirements before application.

Set separate fiscal-year caps

For a limit evaluated at Every applicable interval, add later dated versions to the same rule when the limit changes within its applicability window.

For Total for rule period, use one rule and one version for each complete budget period. For example, create FY2027 budget limit from July 1, 2026 until July 1, 2027 with At most and Target 1,000,000, then FY2028 budget limit from July 1, 2027 until July 1, 2028 with At most and Target 1,200,000. Both can cover the same department. Their exclusive end dates prevent overlap. A typo in a period cap can be corrected; a new period requires a new rule.

Choose what to check and how to respond

Use exact choices. Separate multiple Applies to values with semicolons: Approved;Draft;Approval request;Workforce plan. Enter dates as YYYY-MM-DD and yes-or-no answers as Yes or No.

For On submission, On approval, and On application, choose Information only, Warn and allow, Block action, or Allow with warning if improving. New rules start with Warn and allow for all three actions. They apply to approved records, drafts, approval requests, and workforce plans, with Active and Available set to Yes. The preview shows the complete requirements and settings, including those you left at their starting values.

To stop enforcement from a date, add a version with Active set to No. Available controls future catalog selection and does not turn off enforcement. An inactive version does not bring an older active version back into force.

Review and verify

Validation does not change any rules. Open Review complete policy for the preview rows and check which records and dates the rule covers, its target and condition, and all three action choices. Check values kept from the previous version as carefully as newly entered values. Pay particular attention to removing a type of record from the checks, turning Active off, or replacing Block action with a warning. Confirming the import saves those changes directly.

If a rule or its referenced setup changes after validation, review a fresh import. During application, final submission, approval, and application actions wait for the rule import to finish.

A completed import proves the policy was saved, not that the workforce meets it. Open affected rules and run the relevant evaluation. A partially completed import retains its saved changes; download the list of saved changes and compare it with your intended changes before preparing a correction. See Correct an import.

After importing, check the rules and save the completed results.