This article covers the position assignment feature available from Definitiv v3.27. For the most up-to-date information, refer to your system administrator or the latest release notes.
Definitiv now allows administrators to add a new position assignment directly from the Teams Tab of an Employee Record. Previously, adding a new position required navigating to the Org Chart, which could be time-consuming and prone to performance issues. With this update, users can assign an employee to an existing position without leaving the Employee Record.
Note: This feature supports assignment to existing positions only. The ability to create a new position is out of scope and must still be managed via the Org Chart or Organisation Settings. Any new position assignment made from the Teams Tab will be reflected in the Org Chart.
Key benefits
Faster workflow – Assign a position without navigating away from the Employee Record.
Reduced reliance on the Org Chart – Avoid the performance overhead of the Org Chart for routine position assignment tasks.
Consistent data – New assignments are automatically reflected in the Org Chart view.
Familiar interface – The Assign Position button sits alongside the existing Edit functionality in the Teams Tab, keeping the workflow intuitive.
How it works
The Teams Tab of the Employee Record now includes an Assign Position button below the existing position list. When selected, the user is presented with a form to assign the employee to an existing position. On saving, the assignment is applied to the employee record and reflected in the Org Chart.
Note: Only positions that already exist in your organisation can be assigned here. If the position you need does not yet exist, it must be created via the Org Chart or Organisation Settings before it can be assigned.
Before you begin
Before adding a position assignment from the Teams Tab, ensure the following:
Permissions – You must have the View Basic Employee Details, View Employee Teams, and Edit Employee Teams permissions.
Existing position – The position you want to assign the employee to must already exist in Definitiv. You cannot create a new position from this screen.
Employee record access – You must have access to the relevant employee's record.
How to assign a position
Navigate to the Employee Record of the employee you want to update.
Select the Teams Tab.
Click the Assign Position button beneath the position list.
In the form that appears, search for and select the position you want to assign the employee to.
Complete any additional required fields (e.g. effective date, FTE, reporting line) as prompted.
Click Save to apply the assignment.
The new position assignment will be saved to the employee record and will be reflected in the Org Chart automatically.
Important Notes and Limitations
Existing positions only
The Assign Position button supports assignment to existing positions only. If the position does not yet exist in your organisation, it must first be created via the Org Chart or Organisation Settings.
Org Chart reflection
Any position assignment added via the Teams Tab will appear in the Org Chart. There may be a brief delay before the Org Chart refreshes to display the new assignment.
Editing versus assigning
The existing Edit button on the Teams Tab remains unchanged. Use Edit to modify the details of an existing position assignment, and Assign Position to create a new one.
Troubleshooting
The Assign Position button does not appear on the Teams Tab
Confirm you have the View Basic Employee Details, View Employee Teams, and Edit Employee Teams permissions. Contact your system administrator if you believe your access is incorrect.
The position I want to assign is not available
The position may not yet exist in your organisation. Positions must be created in the Org Chart or Organisation Settings before they can be assigned here.
The position may have been ceased. Only active positions can be assigned.
The new assignment is not appearing in the Org Chart
Allow a moment for the Org Chart to refresh after saving.
If the assignment is still not visible after refreshing, return to the employee's Teams Tab and confirm the new position is listed there.