FTE Tree gives every new position draft a number that identifies it. You can change the number’s displayed prefix and padding. If another system also identifies the position, store that separate value as an external ID.

Position numbers and external IDs identify the position across its whole history. Unlike dated position details, a number or ID correction applies to every date.

Before you begin

To do this You need
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

  • Position number padding digits: Adds zeros before shorter numbers. For example, with four digits and the default prefix, position 132 appears as POS-0132. Enter 0 to add no zeros. If a position number is longer than the chosen number of digits, FTE Tree still shows the whole number.
  • 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.

The prefix and padding apply to every position number in the organization. Changing either updates how all position numbers are shown immediately; it does not have a separate effective date.

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. Earlier values are kept but no longer shown as the organization’s identifier.
  • Optional: Shows the field and allows a blank value.
  • Required: Requires a value when you edit or import a position in FTE Tree and 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: Lets you view the ID in FTE Tree but requires changes to be made in the connected system. This choice appears only for a connection that supports maintaining 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 as new position 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 eliminated 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.

Form choices

Use this reference to choose form values. Available choices depend on the task, selected date, and your access.

External ID usage

External IDs identify records in another system. FTE Tree numbers continue to identify records inside FTE Tree.

Choice Meaning
Not used The external identifier is not used for this kind of record.
Optional An external identifier may be recorded, but is not required.
Required Supply the external identifier required by your organization.

Configure employee, position, and assignment identifiers separately. A position number is not an external position ID, and an employee number is not an external employee ID. Use the identifier named on the form or import template; do not substitute a name or a different record number.

External ID manager

Choose who maintains the identifier. A connected system is offered only when it is eligible for that kind of record.

Choice Meaning
FTE Tree People with the appropriate access maintain the identifier in FTE Tree.
HRIS integration The selected human resources connection maintains the identifier; correct it in that system.

Selecting a connection does not turn an FTE Tree number into an external ID. When the external identifier comes from a connected system, correct it in that system. Check that the selected connection is the one that maintains this record type.

Optional practice: find a position after its number display changes

For exercises that change records, use a separate practice organization and complete the preparation below.

Practice steps and checks
  1. Write down the number assigned to a separate practice draft.
  2. In position settings, change the agreed prefix or padding.
  3. Find and reopen that same position.
  4. Check its external ID separately, if your organization uses one.

The number’s appearance can change without creating a new position. Its FTE Tree number is never reused.

Try copying a draft: its external ID should start blank. If you discard a never-submitted draft, its FTE Tree number remains used, while its external ID can be released for another position. For Batch edit external IDs, select the exact record and check it again after saving. An ID correction applies to the record on every date.