Overview

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 an HRIS, payroll service, or another source.

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

Access needed

Activity Access needed
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 or edit an external ID on a Position The access required for that Position and action
Access setup See Permissions and roles.

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 following settings control how the external ID appears:

  • Enable external Position ID: Shows the field on Position details, the Position list, field settings, and CSV imports. When disabled, the field is hidden and external IDs are ignored during imports.
  • 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 “HRIS reference” or “SAP Position ID.”
  • External Position ID required: Requires the value when users edit one or several Positions. On create, it is required only when Show on Position create is also enabled. It is not required to submit a request or import an approved Position, and Copy to new draft 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 enabled, 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.

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.