Overview

Create a position when the organization needs a new position in its workforce plan. FTE Tree creates a draft first, assigns its permanent position number, and keeps every initial value proposed until the complete New position request is approved.

You can start with a blank position or copy an approved active position. Both paths create a new draft and follow the same approval sequence.

Access needed

You need Manage positions for the selected department. Submitting the draft also requires Submit position requests and an available paid position place when the planned approved status counts as active.

View sensitive workforce data controls whether you can view and enter pay information. Organization setup can also require particular fields.

Before you create the draft

Have these decisions ready:

  • The effective date.
  • The department and a job code available in that department on that date.
  • Position name, FTE, Base pay rate, Pay rate basis, and status.
  • Reports to when required.
  • Required custom fields and funding sources.
  • An external position ID when your organization requires one at creation.

Enter the effective date first. The available departments and job codes depend on it. Changing the date clears both selections, and changing the department clears the job code, so an old choice is not carried into an invalid context.

Create a blank position

  1. Select Workforce, then Positions.
  2. Select New position.
  3. Enter the effective date.
  4. Choose the department, then the job code.
  5. Complete all required position information.
  6. Review the Base pay rate, Pay rate basis, FTE, funding, and reporting line.
  7. Save the draft.
  8. Review the draft and prepare a New position request.

FTE Tree assigns the position number when the draft is created, before approval. This gives the draft one stable reference in requests, reports, and org charts.

Copy an existing position

Choose Copy to new draft on an approved active position when a similar position is needed.

  1. Select the new position’s department.
  2. Review every copied standard field.
  3. Review the custom fields that will be copied.
  4. Save the new draft.
  5. Change any copied information that should differ.
  6. Submit a New position request.

The copy receives a new Position number. FTE Tree does not copy the original Position’s external ID, assignments, requests, files, comments, history, or Position number. The current Base pay rate and Pay rate basis are copied together only when your View sensitive workforce data covers both Departments.

Draft and paid position limits

Creating a draft does not consume a paid position place, but the organization has a separate open-draft allowance. Drafts with current working values and drafts in active requests use that allowance.

Submitting a New position request whose planned status counts as active requires an unreserved paid position place. The request holds that place until final approval, denial, invalidation, or cancellation.

If you cannot create or submit:

  • A full draft allowance blocks creating or copying another draft.
  • A full paid position count can block submission for an active position.
  • Existing drafts can still be edited.
  • A request that already reserved a paid position can finish even if a later subscription change reduces the paid position limit.

See Cannot create a position or draft for the full checklist.

Required information for an active position

By the first date a new position counts as active, it needs a valid department, job code, FTE, Base pay rate of zero or greater, and Pay rate basis. Required organization fields must also be complete.

A Job code Base pay rate is only a suggestion. It does not replace the Position Base pay rate and basis or automatically update an existing Position.

If the position would become active before required information starts, submission is blocked. Correct the effective dates or provide the missing values before trying again.

How initial approval works

All initial values remain proposed until final approval:

  1. Create the draft.
  2. Prepare every initial standard and custom field.
  3. Submit one New position request.
  4. Complete every required stage.
  5. Final approval applies the complete position together.

A field configured with No field approval requirement still stays proposed on a new position. The request follows only the independent New position workflow and its default route; Position change field stages do not change that route. The field setting applies to eligible later edits after the position is approved.

Common questions

Can I create a position without an external ID?

Yes, unless your organization requires the field when a position is created. If the identifier comes from another source after approval, an administrator should keep it optional during creation.

Can I approve only part of a new position?

No. Intermediate approval stages do not apply individual fields. The complete initial position is approved together at the final stage.

Should I create a replacement when an ID is wrong?

No. Correct the ID on the same draft or approved position when eligible so its history stays together.