Create a position when the organization needs a new approved staffing place. The new position remains proposed until its request receives the required approval.

Before you begin

You need the Manage positions permission for the selected department. Submitting it requires the Submit position requests permission. Subscription and open-request limits can also apply.

Confirm the department, job code, approved FTE, work schedule, reporting relationship, intended start date, and any required organization fields. Budget rates and employee compensation are completed separately after the structural position exists.

Also confirm:

  • the subscription has capacity for another managed position;
  • the department and job code are available on the intended date;
  • the reporting position exists and is available to you;
  • required requester files are ready; and
  • another open request or draft is not already creating the same position.

Create one position for one approved staffing place. Do not combine unrelated planned roles into a single position merely because they share a department.

Create a position

  1. Open Position control and select Create position.
  2. Choose the department and enter the position name.
  3. Select the job code, FTE, work schedule, and effective date. A newly approved position begins with an Active lifecycle.
  4. Complete the reporting relationship and required fields.
  5. Review and save the proposed position.
  6. Submit the New position request and follow its progress.

The position receives a stable position number so it can be discussed during review.

The draft is not yet approved structure. Review the request page to confirm the proposed values, effective date, reason, required files, and approval steps before submission.

Example: create a future position

Operations needs a 1.0000 FTE Customer Support Specialist beginning October 1.

  1. Select Operations and the approved support job code.
  2. Enter 1.0000 FTE, the planned work schedule, and October 1.
  3. Choose the position it reports to.
  4. Complete required fields.
  5. Save the draft and submit a New position request with the business reason and required files.

If approved in August, the position is still future-dated. It becomes part of the approved October 1 structure when that date arrives.

Copy an approved position

Use Copy when another approved position is a useful structural starting point. Review every copied value. The copy is a separate proposed position with a new position number and its own request; assignments and history are not copied.

Copying is helpful when department, job code, schedule, and required fields are similar. It is unsafe when the source position has an exception you may overlook.

After copying, review at least:

  • title and department;
  • job code and work schedule;
  • approved FTE;
  • reports-to position;
  • effective date;
  • external identifier, when shown;
  • custom fields; and
  • request reason and files.

Do not copy merely to preserve a position number. The new draft always represents a distinct position.

After approval

The position becomes part of approved position control on its effective date. Missing staffing appears in Issues. Labor budget setup and employee assignment work remain separate next steps.

A typical follow-up sequence is:

  1. confirm the approved position on its effective date;
  2. review missing staffing or financial information in Issues;
  3. add labor budget setup when your organization uses it;
  4. create an employee assignment when staffing is known;
  5. add protected compensation only through actual compensation; and
  6. run a position report to verify the approved result.

Verify the new position

  • The stable position number identifies the intended draft.
  • The request shows the complete proposed structure.
  • The approval route and files are correct.
  • The approved position appears on its effective date, not earlier.
  • The reporting line does not create a loop.
  • Staffing and vacancy match the assignments on the selected date.
  • Financial results are reviewed only after their separate setup is complete.

When a draft can be discarded

A position draft must never have been approved or submitted in a request. It also cannot have assignments or be referenced by reporting relationships, comments, or other saved work.

A draft used in a request cannot be discarded even if that request was denied, invalidated, or cancelled. Closing a request does not make its draft eligible for disposal. See Correct or close a request when submitted work needs attention.

Discard an unused position draft

  1. Open the draft from Position control > Positions.
  2. Review its identity, proposed values, and any information you still need.
  3. Open Actions and choose Discard draft position.
  4. Read the confirmation and provide any requested note.
  5. Confirm only when the draft should not continue.

After discarding, the draft is removed from ordinary position work. Its external position ID becomes available for reuse, but its position number is not reused and activity history remains.

For unsubmitted edits to an approved or scheduled position, see Discard unsubmitted changes.