Create positions

This guide shows you how to create positions in your organization. Positions define job functions and can be assigned roles that determine access to documents and tasks.

Prerequisites

You have the required permissions (see above)

Instructions

Navigate to the People page in the left sidebar and select the Positions tab. Click Add position.

Step 1: Enter position details

Enter the Job Title (required).
Enter a Position Overview describing the role’s responsibilities (optional, up to 300 characters).

Step 2: Assign an employee (optional)

A position can be open (no employee assigned) or filled (assigned to an employee).

Search for an employee in the Assigned To field.
Select whether this becomes their Primary position or Secondary position.
Click Next to confirm the assignment.

Step 3: Add roles (optional)

Understanding roles

Roles represent reusable sets of responsibilities that determine access to documents and tasks.

Key concepts:

Shared across positions — A role can be assigned to multiple positions, so employees in different positions can have the same responsibilities.
Multiple roles per position — A position can have several roles assigned.
Access control — Roles determine which documents the position holder can access and which tasks they can perform.
Create on the fly — Type a new role name and press Enter to create it instantly.

What happens when a role is removed:

When you remove a role from a position, the position is immediately unassigned from:

All documents where access was granted via that role
All tasks where the role was assigned as a performer

This ensures access control and task assignments stay consistent with current role assignments.

Click Edit next to Roles.
Start typing to search existing roles or create a new one.
Select an existing role from the dropdown, or press Enter to create a new role.
Add multiple roles as needed.
To remove a role, hover over it and click the × icon.

Step 4: Set organizational structure (optional)

Click Edit next to each field to configure:

Department — Assign the position to a department.
Reports to — Select the position this role reports to (e.g., CEO, Manager).
Direct reports — View or manage positions that report to this one.

Step 5: Configure employment details (optional)