Create a position when your organization needs a new staffing place, even if no employee has been chosen yet. Enter its department, job classification, FTE, and starting information, then send the draft for approval. It becomes approved only after the required decisions are complete.

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.

Before opening the form, have the department, job classification, FTE, work schedule, reporting position, and start date ready. Check whether your organization requires any other fields. You will enter budget rates and employee pay separately after creating the position.

Also confirm:

  • there is room for another new-position draft, and subscription capacity will be available when the position needs it;
  • the department and job classification 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.

  1. Create a draftEnter the department, job classification, FTE, and required starting information.
  2. Submit for reviewCheck the proposed values and dates, then complete the request.
  3. Check approvalReview the approved position before assigning someone to it.

Initial status and complete information

Choose Active when the position should be available from its first effective date, or Suspended when it should exist as an approved record while remaining inactive. Both need the required position information, including your organization’s required custom fields. A draft remains proposed until approval completes successfully.

Use the organization’s history start date for a position that already existed when your recorded history begins. Choose a later date for a position that began afterward. Do not enter a date before the history start date.

A future first effective date keeps the position scheduled until that date. Approval saves its dated information in advance. To make a suspended position active later, request reactivation and complete the required fields before reactivation.

Create a position

  1. Open Position control and select Create position.
  2. Choose the department and enter the position name.
  3. Select the job classification, FTE, work schedule, and effective date. Choose Active when the position should contribute to staffing from that date, or Suspended when it should begin paused.
  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

For this separate practice exercise, Evergreen needs another full-time Patient Services Coordinator in Outpatient Services, beginning October 1. Enter 1 FTE.

  1. Select Outpatient Services and the approved support job classification.
  2. Enter 1 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 a position

Use Copy as new position when an existing position has many of the details you need. You can start from approved information or include draft changes, including changes awaiting approval. You can also copy a future, suspended, or eliminated position when you have access to it. The result is always a separate draft with a new position number and its own approval process.

  1. Open the source position and choose Copy as new position from Actions.
  2. Review the prefilled name, department, job classification, FTE, work schedule, reporting position, and custom fields. The line above the form identifies the copied details and their date.
  3. Set the New position effective date. It defaults to today and controls when the new position starts. Edit any other details you need to change.
  4. Select Create draft, then submit its New position request when ready.

The copied details start with the date you were viewing, or today’s date in your organization’s time zone. Approved positions supply approved details; drafts supply their draft details.

To start from different information, use the Change which details are copied section above the position fields. Choose approved details or include draft changes, set Values as of, and select Use these details. This replaces the editable details while keeping the new position’s start date. If you have already edited the form, confirm before replacing your entries.

For a historical date, Values as of uses the details now recorded for that date, including later corrections. Review those details before creating the new draft. Copying does not restore an earlier saved version.

If a copied department, job classification, schedule, reporting position, or custom choice is unavailable for the new position, choose a valid replacement. An incomplete draft may leave required fields for you to complete. If no source values exist on the chosen date, choose a date when they do.

If the source changes before you save, the form shows its updated values and asks you to review them. Your entered details remain in the form; review them against the updated source before confirming and saving again.

Assignments, requests, conversations, history, financial setup, availability, and the original external ID are not copied. Copying does not carry over the source position’s status or status history. Choose Active or Suspended for the new position and review its start date before submitting it for approval. Do not copy merely to preserve a position number; the new draft represents a separate 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 expected employee cost; and
  6. run a position report to verify the approved result.

Check the new position

  • The stable position number identifies the intended draft.
  • The request shows the complete proposed structure.
  • The approval steps 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, conversations, or other saved work.

A draft used in a request cannot be discarded even if that request was rejected, invalidated, or canceled. Closing a request does not mean its draft can be discarded. 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 and position number remain reserved and cannot be used for another position. Activity history remains.

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

Form choices

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

Record selection

Choose the record that applies on the effective date. Availability, department coverage, and your access can limit the choices.

Set the effective date before selecting related records. A record may be absent even when it exists in the organization if it is unavailable on that date or outside the departments you can access. Check the date and department first; do not create a duplicate merely because an expected choice is missing.

Details to copy

Choose the information to use as the starting point for a new position draft.

Choice Meaning
Approved details Copy the approved details currently recorded for the selected effective date.
Include draft changes Include the source position’s proposed field changes where offered.

The source date answers which information to copy. The new position’s start date answers when the new position begins. Review the copied fields before submission. Assignments, financial setup, and the source external ID are not copied.

Values as of

Choose the date of the source information. This uses the details currently recorded for that date, including later corrections.

Set the new position’s start date separately. Changing Values as of replaces the copied details when you choose Use these details; it does not approve the new position.

Optional practice: create one full-time position

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

Practice steps and checks

First prepare the department, job classification, schedule, and reviewers.

  1. Create a position named Patient Services Coordinator.
  2. Select Outpatient Services as the department.
  3. Select the matching Patient Services Coordinator job classification.
  4. Choose Weekdays as the work schedule.
  5. Enter 1.0 FTE beginning January 1, 2027.
  6. Complete the other required fields, then review the draft.
  7. Submit its New position request and have the required reviewers approve it.
  8. Open the position on January 1. It should show 1.0 approved FTE.

A saved draft is work in progress; approval makes it official for its start date. Try copying or discarding a separate unused draft, then assign Avery to the original.