Every draft receives the next position number for its organization. You can control how that number is displayed and optionally store a separate external ID that matches a human resources system, payroll service, or another source.

Position numbers and external IDs identify the position record. They are not effective-dated position details.

Before you begin

Activity Permission and scope required
Configure number display or external-ID behavior Manage position setup
Batch edit external IDs Manage position setup plus Manage positions for every affected department
View an external ID on a position View positions for that department
Edit an external ID on a position Manage positions for that department
Access setup See Roles and permissions.

Configure position number display

  • Padding digits for position number: Pads the displayed number with leading zeros. For example, the 132nd position with padding set to four and the default prefix displays as POS-0132. Set it to 0 for no padding. If the organization outgrows the selected width, FTE Tree increases it automatically unless it is 0.
  • Prefix for position label: Adds a prefix to the number and defaults to POS-. The hyphen is part of the prefix. Use POS to remove it or leave the prefix blank.

Prefix and padding form one current organization-wide display. Changing either value updates how every position number is shown; it does not create a dated change.

A position number is assigned when a draft is created and is never reused. Discarding a never-submitted draft retains the position record, number, discarded values, and activity history.

Configure external position IDs

The external position ID uses the same usage and management choices as employee and assignment external IDs:

  • Not used: Hides the field on position forms, details, lists, search, reports, and CSV imports. Existing stored values are retained but are not shown as an active organization identifier.
  • Optional: Shows the field and allows a blank value.
  • Required: Requires a value in local edit and import workflows when FTE Tree manages the ID. Existing positions with a blank value remain visible so they can be corrected.
  • Show on position create: Shows the field when a user creates a position. Leave this off if positions normally receive their external identifier only after approval.
  • External position ID label: Changes the label throughout FTE Tree to match terms such as “Human resources system reference” or “SAP position ID.”
  • Managed by FTE Tree: Allows authorized users and reviewed imports to maintain the value.
  • Managed by an HRIS integration: Makes the value read-only in local forms and imports. This choice appears only for a connection certified to manage position IDs. If a required value is missing, review it through the connected system.

On create, a locally managed required ID is required only when Show on position create is also enabled. Copy to new draft always starts with a blank external ID.

External IDs identify the position record rather than a dated version. Changing an external ID updates it for every effective date. Use dated position fields for business changes that begin on a selected date.

Batch edit external IDs

When external IDs are optional or required and managed by FTE Tree, choose the batch edit link in position settings. Search by position name, number, or external ID; sort any column; and include archived positions when needed. When a connected system manages IDs, review them through that connection instead.

A never-submitted draft releases its external ID when discarded, so the ID can be used on another position. Once a draft has been submitted, it cannot be discarded. If an external ID is incorrect, correct it on the same position after the submitted request is no longer active rather than creating another position.