REPORT WRITER

COURSE MANUAL AND ACTIVITY GUIDE

THIS BOOKLET IS FOR THE PERSONAL USE OF ONLY THE INDIVIDUALS WHO HAVE ENROLLED IN THIS
SPECIFIC WORKDAY TRAINING COURSE. YOU MAY MAKE COPIES ONLY AS NECESSARY FOR YOUR
OWN USE. ANY DISTRIBUTION, EVEN WITHIN YOUR ORGANIZATION, IS STRICTLY PROHIBITED
UNLESS WORKDAY HAS AUTHORIZED SUCH DISTRIBUTION IN WRITING.

© 2014 Workday, Inc. All rights reserved. Workday, the Workday logo, Workday Enterprise Business
Services, Workday Human Capital Management, Workday Financial Management, Workday Resource
Management and Workday Revenue Management are all trademarks of Workday, Inc. All other brand
and product names are trademarks or registered trademarks of their respective holders.

Version 23 (Sept 2014)

Report Writer for Workday 23

CONTENTS
Contextual Reporting .............................................................................................................. 77
Activity 7 DEMO – Contextual Reporting Options ......................................................................... 79
Subtotaling, Grouping & Outlining Reports ...................................................................................... 81
Subtotals & Grand Totals ............................................................................................................... 82
Activity 8 – Configure Subtotals and Grand Totals ........................................................................ 85
Grouping & Outlining ..................................................................................................................... 91
Activity 9 – Group, Total, Outline the Employee Audit Report ........................................................ 93
Data Source Security & Report Field Security ................................................................................... 96
Sharing Reports ............................................................................................................................. 98
Activity 10 – Modify Share .......................................................................................................... 99

Activity 11 – Modify Data Source ............................................................................................... 104

Locating Custom Reports ............................................................................................................. 108
Activity 12 – OPTIONAL - Add Custom Reports to Menus and as related actions ........................... 111

Activity 13 - Add Report Tags to Custom Reports ...................................................................... 117

Activity 14 - Track Custom Reports ........................................................................................... 119

Schedule and Share Output of Report ........................................................................................... 120

Activity 15 – Scheduling Reports ............................................................................................... 127
Other Report Configuration Options .............................................................................................. 132
Report Run History ...................................................................................................................... 132
Maintain Excel Template .............................................................................................................. 133
Transfer Ownership ..................................................................................................................... 134
Translating Custom Reports ......................................................................................................... 135
Solutions ..................................................................................................................................... 137
Manage Layouts & View URLs ...................................................................................................... 138
Introduction to Custom Analytics - Matrix Reporting ...................................................................... 139
Matrix Reporting – Viewing a Matrix Report ................................................................................... 143
Activity 16 – Create Matrix Report ............................................................................................. 144
Additional Resources .................................................................................................................... 148
Test Report Performance ............................................................................................................. 148
Where to go from here ................................................................................................................ 149
Appendix A – Report management Security domains ..................................................................... 151
Appendix B – Report Performance General Guidelines .................................................................... 152

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Workshop Solutions ..................................................................................................................... 153

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CONTEXTUAL REPORTING
Contextual Reporting in Workday is a key resource when you know the data, but not the meta data, i.e.
when you know the data you want to report on, but not the object definitions and report fields for that
data.

When viewing the data you’re interested in, say a given employee or given expense report, select
Reporting from the related action icon and you will find 3 main contextual reporting choices.

In the example below, you can use contextual reporting options when viewing a given expense report to
either (1) create a custom report about expense reports, (2) see related reports that are about expense
reports, or (3) see all the report fields and values around an expense report definition with the value
shown for the given expense report example.

Contextual reporting options can be used to create and view related reports directly from the context
of a given object. Contextual reporting can enhance your knowledge of fields, objects and data sources
associated with a given object, and allows you to view existing related reports that may be repurposed or
customized all in the context of a given object.

Many Workday business objects, such as a worker or a supplier invoice, support creating a custom report
directly from them in the context of where you are in the application. The value of this option, referred to
as contextual reporting, is that it leverages where you are in the application, enabling you to quickly build
a report using data with which you are already familiar.

Create Custom Report from Here

This option can be used to create a custom report using this object as the basis for available data sources
that contain this object in them. Workday automatically restricts the data sources available for the report
to those that are based on the Worker Object.

You can select report fields to include in your custom report, referencing the field descriptions and values
for given instance for more insight.

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Related Reports

This useful reporting tool displays all reports whether custom or workday delivered that use this business
object as the primary object on the report.

Report Fields and Values

This option displays all the report fields and values related to the selected business object and instance.
It only displays fields that you are allowed to view. It enables you to sort, filter and export the fields to
Excel so that you can become familiar with the Workday fields by viewing them in the context of your
own data. For each field, you can also see data sources that include those fields for reporting.

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Activity 7 DEMO – CONTEXTUAL REPORTING OPTIONS

When you know the data, but not the objects behind the data, use Contextual Reporting options to get
insight to the business objects, available report fields, and see values mapped to the available report
fields for your given context.

TASK 1 - CREATE CUSTOM REPORT FROM HERE

1. Search for the Accounts Payable supervisory organization (org: Accounts Payable)

2. Using related actions for the Accounts Payable organization object, select Reporting and
then select Create Custom Report from Here

3. See how the Value column shows the values for your context, the Accounts Payable
supervisory organization mapped to the available report fields.

4. Select some example fields and click OK to start your custom report.

5. Name your report, e.g. WICT RW Report on Sup Orgs using Contextual Reporting.

6. Select a data source: Top Level Organizations and Subordinates and choose a report type,
e.g. Advanced.

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7. Click OK.Now you are in the report definition and can further configure the report with
additional fields (columns), sort criteria, filter criteria and more.

TASK 2 - RELATED REPORTS

1. Search for a location Boston (loc: Boston)

2. Using related actions for the Boston location object, select Reporting and then select
Related Reports to see other reports in the tenant for Business Object: Location.

TASK 3 - REPORT FIELDS AND VALUES

1. Search for job profile IT HelpDesk Specialist (job: helpdesk)

2. Using related actions, select Reporting and then select Report Fields & Values

3. Similar to Create Custom report from here, this option just shows you the available report
fields and values mapped for your context so that you can get better insight into how the
data is captured in report fields.

Reporting>Report Fields and Values is a great troubleshooting option especially when done
for event business objects. (End of Activity)

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SUBTOTALING, GROUPING & OUTLINING REPORTS

When building Simple or Advanced Reports, Workday’s Report Writer tool allows you to generate
subtotals, grand totals, headers, groupings and collapse-able / expandable outlines.
Below is an example of a report enabled for outlining. In this example, the Tokyo location is expanded
along with one supervisory organization, showing the worker information details for that
Location/Supervisory Organization grouping.

The configuration options under the Report Writer Sort tab provide for these features starting with the
sort sequence and group hierarchy of your report. Which fields to sort and group on.

Under the Sort tab you can also configure:

- Display Subtotals for a given sort field

- Summarize Detail Rows for a given sort field
- Display Headers if grouping data
- Enable Outlining based on Groupings
- Display Grand Totals and more

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SUBTOTALS & GRAND TOTALS

Steps to implement:

Columns Tab:

• Field Options: Select numeric or currency field(s) on report to Aggregate and to show subtotals
for (Valid Options: Sum, Average, Minimum, Maximum)
• Include the Count field (Global field) if you want to show subtotals for the # of instances (rows)
of the Primary Business Object

Sort tab:
• Select Display Subtotal at desired sort level under Sort tab
• Select Display Grand Totals if desired

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Report Output with Subtotals and Grand Totals:

SUMMARY VS. DETAIL REPORTING OF TOTALS

You can also summarize your totals at defined sort levels. Below is a snapshot of Employee Total Base
Pay totals summarized by Location.

Steps to implement:

• Select Summarize Detail Rows at desired sort level under Sort tab
• Remove any lower level sort fields that you do not want to summarize on.
• Remove any report fields (Columns tab) that are not being aggregated or sorted on.

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Tip: Formatting Numeric or Currency Fields in Thousands and Millions

In your custom report definition, you can apply a ‘Format’ to a numeric or currency
field to display the value with needed formatting, precision, including rounding.

You can even show larger numbers in “Thousands” with a “K” or Millions with an “M”
which can be useful, especially with worklets, to not require as much space.

Note: Regarding rounding: The Format option rounds the value displayed

– Each number is rounded independently

– No adjustments are made to ensure display values cross foot with totals

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ACTIVITY 8 – CONFIGURE SUBTOTALS AND GRAND

TOTALS

Business Case: Teresa has been asked to create a report totaling expense items by worker, cost center
and region.

TASK 1 – COPY AN EXISTING CUSTOM REPORT

1. Logout as Logan and login as Teresa Serrano (tserrano). Use the same password as for
Logan.

2. From the search box, run the Copy Custom Report task.

3. Enter: WDINST Expense Report Lines for Date Range as the report to copy and click OK.

4. Rename the report by just changing the prefix to: WICT RW Expense Report Lines for Date
Range and click OK.

5. Note the report’s Primary Business Object and Data Source

6. Review the fields included under the Columns tab. All fields are from the report’s PBO, no
RBO fields included.

7. Click on the Sort tab, no sort is configured.

8. Click on the Filter tab, see how the report will prompt on an Expense Report Accounting
Start Date and End date to filter the output on.

9. Click on the remaining tabs to orient yourself to the definition.

10. Click OK to save your copy and run the report.

11. Enter “Global Modern Services (USA)” for the Company and a date range of 01/01/2008 to
01/01/2009

12. Click OK to run the report and review the results.

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TASK 2 – SUBTOTALING & GRAND TOTALING

1. We will now go back and aggregate the Expense Line Amount in USD field to show subtotals
(and grand totals) by Region and Cost Center.

2. Go back into edit mode for your report.

3. Under the Columns tab, find the Expense Line Amount in USD field, and under Options > Valid
Options:

a. Select Show currency symbol

b. Select Sum (this is the aggregation option you want for your subtotaling)

4. While still in edit more, go to the Sort tab –

a. Add the following 2 fields for your sort and group fields: (hint: use “Fields on Report” when
using the prompt)
a. Region (choose sort direction: Alphabetical – Ascending)
b. Cost Center (sort direction: Alphabetical – Ascending)
b. Select Display Subtotals for each sort field

c. Select Display Grand totals checkbox.

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2. Click OK to save your report and Run. Use “Global Modern Services, Inc. (USA)” as the Company
and 01/01/2008 to 01/01/2009 for the date range.

3. Note subtotals for your defined sort fields. See how it is difficult to read the report given the order of
the columns not aligning with the sort order.

TASK 3 – ADD COUNT FIELD

1. Go back and edit your report one more time.

2. Under the Columns tab, make the following configurations:

3. Re-order the fields to match your Sort order. Using the order black arrows, order the fields as:
Region, Cost Center, Worker, Expense Item, Expense Report, Expense Line Amount in USD.

4. Add the “Count” field to your report

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5. Click OK to save and run the report to see the results. Use “Global Modern Services, Inc. (USA)” as
the Company and 01/01/2008 to 01/01/2009 for the date range.

6. See the subtotals at the Region and Cost Center levels. See the count of instances (rows) at each
subtotal break. Also scroll the bottom of the report to see the Grand Totals.

TASK 4 - COPY AND CONFIGURE A SUMMARY TOTALS VERSION (OPTIONAL)

1. Using related actions off your report definition, select Custom Report > Copy

2. Name your copied report: WICT RW Expense Report Lines for Date Range - Summary

3. Click OK.

4. Under the Sort tab – select Summarize Detail Rows for the Region sort field. Remove all
lower sort fields and deselect the Display Subtotals checkbox.

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5. Under the Columns tab, remove the following fields. Remember that when you choose to
summarize detail rows, the only fields under the Columns tab must be fields used in the sort
or aggregation. Other fields must be removed.

a. Cost Center
b. Worker
c. Expense Item
d. Expense Report
e. Count

6. Click OK to save and run.

7. Let’s lastly go back and edit the report to control the ‘format’ of the numeric data shown as
well as add a row sequence.

8. Edit your report and under the Columns tab,

a. Add a new field as the first field in report as: Row Sequence

b. For the Expense Line Amount in USD field,

i. Try a different format to represent the value, e.g. Thousands: #,##0 “K”.

9. Click OK to save and run the report one last time with the same parameters.

10. Note the row sequence and the formatting of the expense line amount totals with ‘thousands’
shown with “K” given our format. Try other formats as time permits.

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(End of Activity)

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GROUPING & OUTLINING

Workday’s Report Writer tool allows you to group your report data in visual groupings and also provide
for collapsible/expandable outlining.

GROUPING

Steps to implement:

• Columns tab:
– Add the global field: Group Name as the first field in the report
• Sort tab:
– Specify Sort Fields (i.e. Groupings)
– Display Headers (optional)

OUTLINING

Outlining provides for an expandable/collapsible option to view report output based on defined groupings

Steps to implement:

• Columns tab:
– Add the global field: Group Name as the first field in the report
• Sort tab:
– Specify Sort Fields for Groupings
– Display Headers (optional)
– Enable Outlining based on Grouping

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Limitations for Outlining:

• All fields on an outlined report must be associated with the Primary Business Object (PBO) only.
You cannot have fields from RBOs on a report enabled for outlining.

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ACTIVITY 9 – GROUP, TOTAL, OUTLINE THE EMPLOYEE

AUDIT REPORT

Business Case: Teresa has been asked to enable grouping and outlining for collapsible/expandable
report output.

TASK 1 – GROUP & OUTLINE

1. Still as Teresa (Tserrano), find the WICT RW Expense Reports Lines for Date Range report
(not the summary version) and go into edit mode using related actions off the report
definition.

2. Under the Columns tab, add the “Group Name” field as the first field to your report.

3. Click OK to save and run the report. Use “Global Modern Services, Inc (USA)” for the
company, and 01/01/2008 to 01/01/2009 for the date range. See how your sort fields are
captured in your left-most Group Name column yet only showing as footer groupings.

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4. Go back into Edit mode.

5. Under the Columns tab,

a. Override column label for Group Name field to: Region/Cost center

b. Remove the Region and Cost Center fields (since captured in the Group Name
column now)

6. Under the Sort tab – for your sort fields, select:

a. Display Headers

b. Enable Outlining based on Grouping.

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7. Click OK to save and run your report. Use “Global Modern Services, Inc (USA)” for the
company, and 01/01/2008 to 01/01/2009 for the date range.

8. Try expanding (and collapsing) the groupings to get to the details of the report.

OPTIONAL

1. Under Sort tab, see what happens when you select these options and run the report.

a. Include Group Name in headers and subtotals checkbox

b. Include “Total” Label in Subtotals checkbox

c. Enter a Group Name Override for your Sort fields

2. Export your outlined report to Excel on your desktop to see outlining feature in Excel.
3. Export your outlined report to pdf on your desktop.
(End of Activity)

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DATA SOURCE SECURITY & REPORT FIELD SECURITY

Workday secures every report and every data source as a securable item in a security policy. In addition
some report fields within a data source may be secured separately. For example a report that uses the All
Active and Terminated Workers data source might include the employee name field and the Beneficiaries
field. Whoever can access the data source can access the employee name, but the Beneficiaries field is
restricted to its own set of security groups. Those who can see the report, cannot see the Beneficiaries
unless they are also in a security group that is authorized to do so. Another example is managers who
can see their staff's names, but not their staff's Social Security numbers.

Security When Creating Reports

When you create a report as a report writer, you can only select data sources to which you have
access. Once in the report definition, you can then only select report fields to which you have
access. Prompts in workday will only show data sources and report fields to which the given user has
access to.

What if you need access to a Data source or Report Field and don’t have it?

Security in Workday is configurable. Your security administrator would need to identify the domain that
the given data source or report field is in and then edit the security policy for that domain with a security
group that identifies that user (or group of users). Workday’s Configurable Security Fundamentals class
covers how you can identify and edit security policies to configure access to secured items such as data
sources and report fields.

The Data Sources report shows which security groups have access to each data source. You can click a
data source to see the report fields associated with it and which security groups have access to each
report field by using the related action option to “View Security” for the Report Field.

Security When Sharing Reports with others

Data source security and Report Field security also apply when sharing a custom report with others in the
tenant. You can only share a report with users that have access to the report’s data source.
Once shared, those running the report will see the report results using their security.

They…

• May not see the same # of rows of output (instances), i.e. their security group access to the report
fields (report columns) is ‘constrained’.

• May not see the same report columns (if no security access at all to that Report Field)

• May not see the same data population, i.e. ‘for whom’ they see data may vary, again depending on
their security group access to the given report field and constrains defined in the security group.

We will see this in an upcoming activity.

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How do you know what security is needed for your report?

You can view the security for a data source or report field using related actions: Security > View Security.

This view will show the permitted security groups currently configured in the tenant for the given report
field or data source. With Workday’s configurable security framework, your security administrator can
change the permitted security groups for given Report Fields and/or Data Sources as needed. Data
sources and report fields are secured to domains, and domain security policies can be configured in your
tenant with needed security group access.

Data Source Security: Workday delivers data sources secured in domains. Each domain has a domain
security policy governing who has access to items in the domain. In order to have access to a data
source for reporting, the user must have a security group permitted for the domain the data source is in.

Report Field Security: Workday delivers report fields secured in domains. Each domain has a domain
security policy governing who has access to items in the domain. In order to have access to a report
field, the user must have a security group permitted for the domain the report field is in.

Furthermore, security access can be ‘constrained’ for example by role-based (constrained) security
groups. Using constrained security groups, a user can access the given item (e.g. data source, report
field) but they will only see instances allowed in the constraint for that item. “For whom” they see data
is constrained. For example, managers in separate organizations might each run the same Employee
Report that uses the same data source and fields, but may each see instances only of employees in their
respective organizations. We will see this ‘constraint’ using role-based security groups and data sources
in an upcoming activity.

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SHARING REPORTS

By default, a custom report is not shared and is visible only to its owner (and to Report Administrators
with central access to manage all custom reports). Report owners can share a report with other
authorized Workday users or groups. Authorized Workday users or security groups include permitted
security groups for your report’s Data Source.

Sharing information is defined under the Share tab. Report Writers can share with:

 All Authorized Users, i.e., any user in a permitted security group the report’s data source

 Specific Authorized Groups, i.e. specific security groups permitted for the report’s data source

 Specific Users, i.e. specific users with security groups permitted for the report’s data source

You can further configure who (which report writer) can select which sharing option, by configuring
security in Workday to the following domains. By default, the Report Writer security group will have
access to all of these domains meaning any report writer can select any sharing option.

– Domain: “Report Definition Sharing with Specific Users“

– Domain: "Report Definition Sharing with Specific Groups“

– Domain: "Report Definition Sharing with All Authorized Users“

For more information on how to configure security, please see Workday training on Configurable Security.

Once shared, authorized users or groups will be able to see the report in the tenant, and then run or
schedule the report. As each shared user runs the shared report, his or her security will be used to
determine the report output.

If the authorized user or group is also a report writer in the tenant, i.e. has access to the Domain:
Custom Report Creation, he/she can then also access the report definition and copy the custom report
shared with them.

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ACTIVITY 10 – MODIFY SHARE

Business Case: Logan McNeil has been asked to share the WICT RW Employee Audit report with the
Manager security group.

TASK 1 – COPY A CUSTOM REPORT IN TENANT

1. Logout as Teresa and log back in as logan (lmcneil)

2. From the search box, search for a report called: WDINST Employee Audit

3. Using related actions off the report definition, select Custom Report > Copy

4. Rename the report using our class prefix: WICT RW Employee Audit and click OK.

5. Note the report’s PBO (Employee) and Data source (All Active Employees).

6. Review the fields included in the report under the Columns tab.

7. Review the Sort tab configuration.

8. Review the Share tab – see how the report is not shared.

9. Click OK to save the report.

TASK 2 TEST JACK’S ACCESS TO LOGAN’S CUSTOM REPORT

Sign in as Jack Taylor (jtaylor)

1. Jack is the Manager of the IT HelpDesk Department and has 4 direct reports (click on his My
Team worklet. He has 2 Active Employees and 2 Contingent Workers on his team).

2. From the search box, search for WICT or WICT Employee Audit

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3. Note, how Jack does not get any results. He does not have access to Logan’s WICT RW
Employee Audit report in the tenant as Logan’s report is not shared.

4. Signout as Jack

TASK 3 SHARE REPORT (AND ADD HELP TEXT)

Sign in as Logan McNeil (lmcneil)

1. From the Search Box, search for WICT or WICT Employee Audit

2. Using the related actions off your report definition, select Custom Report > Edit

3. Click on the Share tab

a. Select Share with specific authorized groups and users.

b. Under Authorized Groups, select the Manager group. Note this list of authorized
security groups represents the permitted security groups for the report’s data source.

4. While still in edit mode, click on the Output tab, expand the Help Text section, and add some
help text in the Brief Description for those that can now see and run the report

Manager report – auditing information for active employees (e.g. hire, pay, etc.)

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5. Click OK to save and Signout.

TASK 3 - TEST JACK’S ACCESS TO REPORT

Sign in as Jack Taylor (jtaylor)

1. From the search box, search for the report WICT RW Employee Audit.

2. Jack can now see this report in the tenant since Logan (the report owner) shared it with a
security group (Manager) that Jack is a member of. See how the report help text will also show
in search results.

3. Run the report by clicking on the report under Tasks and Reports and view results as Jack.

a. Note how Jack doesn’t see all the report columns as Logan had defined in the report
(missing: Date of Birth and Emergency Contacts)

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b. Note how for the columns he does see, he doesn’t see data populated in all cases. “For
whom” he sees data is driven by his security profile (which is different than Logan’s)

4. What changes would you need to make to this report so that it would be more useful?

a. We will change the data source in the next activity to prompt on organization so each
Manager can only see data for their organization.

5. You can also see the help text using related actions off the report definition under the Brief
Description.

TASK 4 – ANOTHER TEST – BETTY’S ACCESS TO REPORT

Sign in as Betty Liu (bliu) (Betty is the Manager of the Payroll department)

1. Search for the report WICT RW Employee Audit and run it; view results.

2. Discuss results; note how Betty sees more data than Jack (so has more security permissions than
Jack).

a. She still doesn’t see the Emergency Contacts column, though does see Date of Birth.

b. She sees more data populated for fields than Jack “for whom” she can see data for, but
still not the same as Logan did.

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(OPTIONAL) TASK 5 - COPY THE REPORT DEFINITION

1. Both Betty and Jack have access to the Custom Report Creation domain and can therefore
create/edit/view custom reports in the tenant as well.

2. Now that Logan’s report is shared with them, they can now not only run the report, but they
can also copy the report definition.

3. As Betty or Jack, try copying Logan’s shared report definition. (Note how they cannot edit it
directly, but can copy it).

4. When Betty tries to copy and save Logan’s report definition, she gets an error around the
Emergency Contacts Report Field. (Tip: click on the magnifying glass icon in the error
message to have it take you to the problem field)
a. Since Betty does not have access to this Report Field (remember the column was
missing from her report output when she ran the report), she cannot save the report
definition with it.
b. Remove the Emergency Contacts Report Field and save a copy of the report
definition as Betty.

5. When Jack tries to copy Logan’s report definition, he will get an error around the Date of
Birth and Emergency Contacts report fields given he does not have access to both of those
fields. He will have to remove those report fields before he can save the copy of the report.

(End of Activity)

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ACTIVITY 11 – MODIFY DATA SOURCE

Business Case: Managers only want to see their own Supervisory Organization’s members. Let’s
modify this report’s data source to prompt the user for an organization. Here is an example of how a
Data Source can also drive report security with its built-in prompts.

TASK 1 – CHANGE REPORT DATA SOURCE

Sign in as Logan McNeil (lmcneil)

1. Search for and find the WICT RW Employee Audit report.

2. Use the Related Action icon next to the WICT RW Employee Audit report definition, select
Custom Report > Edit.

3. Change the Data Source to Employees by Organization.

4. What prompts will be brought in as a result of choosing this data source? (Hint: use the
related action to preview the data source details.)

Please list them:____________________________________________________________

5. Save the report and sign out.

TASK 2 – TEST REPORT AS JACK TAYLOR

Sign in as Jack Taylor (jtaylor)

1. Find the WICT RW Employee Audit report and run the report.

2. What is the only available organization you can use as a prompt? ___________

3. Run report for the only available Organization and check the box to Include Managers and
Include Subordinate Organizations.

4. Because the Include Managers checkbox is selected, Jack Taylor’s information will show in
the report as well as he is the Manager of the IT HelpDesk Department.

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Question: The report now is better targeted to only show data for relevant organizations that the user
manages or supports. However, Jack still cannot see data for all the report columns. Why can he not
see Social Security Number information for his direct reports?

Answer: Jack’s Report Field access to the Social Security report field is constrained to ‘employee-as-self’
so he can only see Social Security info for himself.

TASK 3 - CONFIGURE THE BUILT-IN DATA SOURCE PROMPTS

As you saw in this activity, the Employees by Organization data source has built-in prompts. Let’s
configure these built-in prompts with default values to save us some data entry at report runtime.

Sign in as Logan McNeil (lmcneil)

1. Go back into Edit mode for your WICT RW Employee Audit report

2. Activate the Prompts tab

a. Configure the Prompt Instructions “Please select an organization. Subordinate

Organizations and Managers will be included by default.”

b. Add Prompt Defaults as below:

i. Field: Include Managers

ii. Default Type: Specify Default Value

iii. Default Value: Yes (checked)

iv. Do not Prompt At Runtime: Yes (checked)

v. Field: Include Subordinate Organizations

vi. Default Type: Specify Default Value

vii. Default Value: Yes (checked)

viii. Do not Prompt At Runtime: Yes (checked)

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3. Click OK to save your report.

4. Now re-run the report and see the built-in data source prompt now defaulting for all who run
the report. (End of Activity)

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PROXY ACCESS TESTING REPORTS

In non-production environments, you can use the ‘proxy access’ feature in Workday to test your reports
‘as other users’. Please see ‘proxy access’ in Workday for more information.

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LOCATING CUSTOM REPORTS

As you create custom reports and share custom reports across your user base in your tenant, it will be
important to organize and configure your reports to be easily found and accessed by users.
Locating custom reports can be done and configured in the tenant several ways:

SEARCH BOX
- Enter the name of the report to find and run
- Use the rd: search prefix to find the report definition

- If configured, the help text of the report (Brief Description) will show in search results.

FAVORITES
o You can mark a custom report as a favorite for easy retrieval.
o Shared Custom Reports can be found under Favorites

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ADD CUSTOM REPORTS TO SITEMAP REPORT CATEGORIES

Custom Reports can be integrated into Workday’s Sitemap of reports and tasks using the Maintain
Custom Reports on Menu task. Users with access to the Custom Report Administration domain
can run the Maintain Custom Reports on Menu task to associate a custom report with a Sitemap
category.

Once configured, custom reports will show in the Sitemap Category along with delivered reports.

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ADD CUSTOM REPORTS AS RELATED ACTIONS

Custom Reports can be configured as related action options for a given object if the custom report
prompts on that object.

The Maintain Custom Reports on Menu task allows you to configure the custom report as a related
action. Users with access to the Custom Report Administration domain can run the Maintain
Custom Reports on Menu task to configure a custom report as a related action for a given object.

 To associate a custom report with a related actions, the report:

o Must have a prompt defined for the associated business object.
o Can be associated with only one business object and in only one related action category.

For example, Logan can run 2 reports as related actions off a worker’s profile.

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ACTIVITY 12 – OPTIONAL - ADD CUSTOM REPORTS TO

MENUS AND AS RELATED ACTIONS

MAKE REPORT AVAILABLE ON MENU

1. Search for and run the Maintain Custom Reports on Menu task.

2. Click the icon to add a row into the grid.

a. In the Custom Report field, select WICT RW Employee Audit.

b. In the Sitemap Category, select Staffing Reports.

c. Under the Related Actions options, select:

i. Business Object: Organization

ii. Menu Category: Reports

3. Click OK then Done.

4. Click on the Sitemap, Staffing Reports Category, and expand to see your custom report.

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5. Now search for an organization. From the search box, enter org: Payroll Dept

6. Using related actions for the organization, select Reports to see your custom report now
configured as a related action option. Run the report and see how it executes for the given
organization. (End of Activity)

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PROFILE GROUPS
Custom Reports can be added to Workday Profile groups, like the Worker Profile shown below. The
Employee Compensation Analysis is a Custom Report, added to the Worker Profile/Compensation view.
See the Configure Profile Group task for more info.

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WORKLETS
Custom Reports can also be located in the tenant via Worklets.

Worklets are visual ‘tiles’ enabled on landing pages or dashboards for frequently used and easily
accessed reports. Instead of finding the report to run it, the report is shown as a visual tile with output
ready to view.

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REPORT TAGS

You can locate custom reports (as well as locate scheduled report output files) using Report Tags.
Report tags allow a user to categorize custom reports, as well as tag scheduled report output files for
ease of retrieval.

Examples of report tags might be "Compensation Reports", "Benefit Reports", or "Management Reports".
A given custom report or scheduled report output file can be associated with more than one report tag.

When editing a custom report definition, you can select from any existing report tags defined in the
tenant.

Note: You will only see the Create option in the prompt if you have security group access to the Report
Tag Management domain.

The ability to create and maintain report tags will be dependent on your security. Those with access to
the Report Tag Management domain will have the ability to create and maintain report tags in the
tenant. Use the View Report Tags or Maintain Report Tags tasks to view and maintain your list of
report tags in the tenant.

Once report tags are defined and associated with a custom report, users can enter the report tag name in
the search box to locate all reports associated with the tag. Note, users will only see reports associated
with the report tag that they have access to (i.e. have been shared with them or that they own).

Below is an example of a user entering the report tag “Payroll Data Guide” and seeing the resulting list of
reports that have been tagged as such and that the user has access to run.

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You can also use the search prefix rdt: to search for report definitions by tag.

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ACTIVITY 13 - ADD REPORT TAGS TO CUSTOM REPORTS

CREATE A REPORT TAG AND ASSOCIATE WITH 2 OF YOUR CUSTOM REPORTS

Sign in as Logan McNeil (lmcneil)

1. Edit the WICT RW Employee Audit report
2. Click the Report Tags prompt and select Create > Create Report Tag. Note: Logan has
access to the Report Tag Management domain allowing her to create tags.

3. Enter Training Reports as the name of your new Custom Report Tag and click OK.
4. Click OK to save the change to the report.

5. Now edit another report from an earlier activity: WICT RW Training Report 1
6. Click the Report Tags prompt.
7. Select the Training Reports tag you just created.

8. Click OK to save the change to the report.

9. As Logan, test pulling up the 2 report definitions using the rdt: prefix. Search for the string
rdt: Training Reports. Note the reports that result.

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Sign in as Jack Taylor (jtaylor)

1. As Jack, enter the Training Reports custom report tag in the search box as shown to
locate the training reports that Logan tagged.

i. Change Jack’s search category from Common to Reporting or All of

Workday. Results should be returned. Jack, only sees the WICT RW Employee
Audit report. Why? The WICT RW Training Report 1 was not shared with him.

When using reports tags to retrieve custom reports, users will only see reports of a given
tag that are shared with them.

(End of Activity)

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ACTIVITY 14 - TRACK CUSTOM REPORTS

RUN A DELIVERED REPORT TO TRACK ALL CUSTOM REPORTS IN TENANT

Sign in as Logan McNeil (lmcneil)

1. From the search box, run Workday Standard Reports

2. For the report category, select Report Writer and Report Writer: Critical (Audits)

3. Click OK.

4. Note the delivered reports and descriptions.

5. Using related actions, run the All Custom Reports delivered report.

6. Review the report output and see the information reported on for each custom report in
the tenant, from who owns what report, to whether a report is shared or how it’s tagged.

7. Lastly, note that this delivered report can be copied to custom, if you want to make any
changes to the definition.

(End of Activity)

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SCHEDULE AND SHARE OUTPUT OF REPORT

You can schedule a report or a report group (specific to Workday Financials where you can group
multiple financial reports to run as a single unit) so that you don't need to manually run a given report
each time. For example, by setting up a recurring process, you can automatically run a weekly report
each Friday at 6 PM. When you schedule a report or report group, it runs in the background, which allows
you to continue your work while the report or report group is running.

When selecting what Report or Report Group to schedule, you can also select your report by “My Saved
Filters” for reports where you have enabled and defined saved filters to be used for the prompts.

RUN FREQUENCY

You can schedule a report or report group to run immediately, one time in the future (for example, 8 PM
tonight), or on a recurring basis (for example, daily, weekly, or monthly).

Examples:

Run Every Other Friday: Run Frequency = Weekly, Recurs Every x Week(s) = 2, Day(s) of the Week
= Friday

Run Monthly on the 1st and 15th: Run Frequency = Monthly, Month(s) = Every Month, Recurrence
Type = Day(s) of the Month: 1st, 15th

Run on the Last Friday of Every Month: Run Frequency = Monthly, Month(s) = Every Month,
Recurrence Type = Day of the Week: Last Friday

Run on the Last Day of Each Calendar Quarter: Run Frequency = Monthly, Month(s) = March, June,
September, December, Recurrence Type = Day(s) of the Month: Last Day of the Month

Note: If setting up a recurring schedule, the maximum schedule end date you can configure is
Dec 31st of the following calendar year + 5 occurrences. So for example, if a monthly schedule
is setup in 2013, the maximum schedule end date you can configure would be Dec 31, 2014 and the
report would then run 5 more months (5 more occurrences) after this end date, with last run being in
May 2015. If however a daily schedule was setup in 2013, the maximum schedule end date would again
be Dec 31, 2014, with the report schedule running 5 more days after the end date, with the last run
being on Jan 5, 2015. So the maximum schedule you can setup is the last day of the following calendar
year + 5 occurrences, where occurrences = defined schedule frequency (daily, monthly, etc.).

If you have defined a recurring schedule, you will be notified by email 2 occurrences before it ends. See
Edit Tenant Setup – Business Processes & Notifications to enable or disable this notification.

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OUTPUT
Scheduled reports run in the background and are output to Excel or PDF in Workday. Once you submit
the report to run in the background, you do not need to stay logged in to Workday for it to run. When
the report is completed, its output is stored on the W:Drive (Workday’s virtual drive) and is only
accessible within the Workday system.

Scheduled Report Output files can be associated with Report Tags and these Report Tags can be used
for ease of retrieval using the My Report Output Files task or the My Reports task. Scheduled report
output files can only be kept in Workday for a max of 365 days.

Report tags for scheduled report output files can be Static or Dynamic. Dynamic report output tags apply
to Financials/Report Groups that prompt on, for example, Company. Static tags can be defined and
maintained via the Maintain Report Tags task by those with permissions to the Report Tag
Management domain.

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SHARING OUTPUT

When you schedule a report to run in the Workday system, authorized users can share the output of their
scheduled report with others. Only users with access to the Report Output Sharing domain have the
ability to share scheduled report output with others and can see the Share tab when scheduling a report.
There is also a User-based Security Group, Report Output Sharing that has permissions to this domain
allowing users to share the output of a scheduled report.

When sharing the output of a scheduled report, you can share it with specified users and/or
unconstrained security groups. Unconstrained security groups such as user-based security groups can
group report recipients similar to a report distribution list. The maximum number of users you can share
the output with is 2000.

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SCHEDULED FUTURE PROCESSES

Once scheduled, to see what background processes are scheduled to be run, run the Scheduled Future
Processes report. The report includes integrations, batch processes, and reports that are scheduled to
run either one time in the future or on a recurring basis.

You can view the details, edit or even transfer ownership of the scheduled process by using the related
actions off of the request object as shown below. Schedules can be suspended, reactivated or deleted.

Transfer Ownership of a scheduled process: Once you create the process, you can Transfer Ownership of
that process. Note that the report is not transferred with but the process of the scheduled report is
transferred. Logan must still access and modify the original report.

The owner of the scheduled process can edit the schedule future runs of that process, they cannot
modify the report that is being run by the process. When the scheduled report is run, the process
owner’s security is applied to the results of that report.

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PROCESS MONITOR

Run the Process Monitor report to view the process status of all background processes,
regardless of the process type. You can filter by process type (alert notification, batch, business form,
integration, integration subscription notification, and/or report), date range (from and to date and time),
and maximum number of rows to return (default is 100 rows, no upper limit).

The Process Monitor lists only processes that are running or have run. You can also view any errors
associated with a background process instance.

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NOTIFICATION AND RETRIEVAL OF SCHEDULED REPORT OUTPUT FILES

Once a report schedule has run, active sessions will be notified of the report output file via a notification
icon in their Workday session. Note, users will only see this notification if they are currently logged into
Workday when the scheduled report runs.

Users can find the scheduled report output in several ways:

1. Click on the Notification icon in session to see file(s)

2. There should also be a notification in the Inbox. By Viewing the message in the Inbox,
you can also see the file

3. on the W Drive

Note: Only the report output file owner (the owner of the schedule) can delete the report output file.
Once deleted, it will be deleted from the Workday system and will no longer appear for any recipient.
The report output file owner can also add/remove tags and/or add/remove shared users.

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4. via the Reports Worklet configured on a landing page.

5. By running the task: My Report Output Files or My Reports (with the option to use
report tags to locate files)

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ACTIVITY 15 – SCHEDULING REPORTS

Business Case: Logan will schedule the WICT RW Employee Audit report and share the output with
Jack Taylor and others in the Payroll Administrator security group. By Scheduling a report and
sharing the output file with others, you will see how recipients will see the report output ‘as Logan’.

SCHEDULE REPORT

1. As Logan McNeil, find the WICT RW Employee Audit report definition (use Reporting search
category or rd: search prefix).

2. Using related actions, select Custom Report > Schedule.

3. Select the Run Frequency of Daily Recurrence and click OK.

4. Since this report has a prompt, you must fill out the needed Report Criteria as part of the schedule.
Enter the organization as Global Modern Services.

5. Click on the Schedule tab and verify that the recurrence type is set for Recurs Every Weekday.
a. Select the closest available next time to the current time in the Pacific Timezone (for example
if it is currently 10:35AM Pacific then select 10:45AM). Accept the time zone default of
Pacific Time.
b. Input a range of recurrence from Start Date of today’s date to End Date of 1 year from
now.

6. Select the Output tab and verify that the report will be delivered as an Excel report.
a. Enter 1 for File to be Deleted After (Days).
b. Tag the report output as “Training Reports”

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7. Select the Share tab and select Share report output with other users.

a. Enter Jack Taylor as an Authorized User and enter Payroll Administrator for the security
group then check the I agree to the statement above checkbox.

8. Click OK to save.

9. You now have a scheduled report request. To go back and edit your schedule, use the related action
option to Edit the scheduled future process.

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VIEW PROCESS MONITOR & SCHEDULED FUTURE PROCESSES IN TENANT

1. Run Scheduled Future Processes to see the request and status. You can click on the related
action icon next to the Request Name to edit and take action on your schedule if needed.

2. Run Process Monitor to see if completed successfully

3. As Logan, note the notification icon in the session when the scheduled report output file is available.

4. Verify the report output file. Go to the W: Drive and view the report output file. Note how Logan
can maintain the tags and shared users lists for this file after the schedule has completed and even
delete the file on the w: drive. She is the owner of the file given the schedule ran under her account.

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Now test the report output sharing by signing in as Jack Taylor (jtaylor).

Sign in as Jack Taylor (jtaylor)

1. Jack does not see the notification icon since he was not logged in when the report was run
and available.

2. He does however see a notification in his inbox. He can access the document from this
inbox notification as well.

3. He can also retrieve the scheduled report output file that Logan ran and shared with him in
the following ways:

4. W: Drive

5. Running the My Report Output Files or My Reports task from search box.

Use Report Tag “Training Reports” to locate the report output file.

6. Via the Reports Worklet.

a. If the Reports Worklet is not configured on a landing page, you can take the
following steps:

b. Go to Jack’s My Team landing page as an example.

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c. Click on the gear icon in the upper right, and add the Reports Worklet as an
optional worklet

d. Click OK and Done.

e. Now the Reports Worklet will show on Jack’s My Team landing page and he can see
his report output files via the worklet as well. (End of Activity)

Important: When Jack opens the shared output Excel file from Logan’s scheduled report,
he sees the report data ‘as Logan’. The report ran as Logan with Logan’s security and Logan
just shared the output file with Jack. If Jack had run the report in Workday himself, he
would have seen the output using his own security, as we saw in an earlier activity.

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OTHER REPORT CONFIGURATION OPTIONS

REPORT RUN HISTORY

You can use the Workday-delivered Report Run History report to obtain the run history of both
Workday standard reports and Workday custom reports. Up to six (6) months of report run data is
available (starting from the current date and going back 6 months). Information provided by this report
includes:

 Report name

 Count (number of runs) - You can click on the Count value to drill into additional details.

Having this information enables you to understand who is running certain reports and how often specific
reports are run. It can also be useful as part of your Workday Update testing to know what reports to
focus on that are being used the most.

Note that report run history does not include worklet executions, nor does it include XpressO report
executions.

Setup required

To access any of the report run history for your tenant, you must specifically opt in to this data collection
feature. You do so by accessing the Edit Tenant Setup - Reporting and Analytics task, and selecting
the Enable Access to Report Run History option. For more information, see Tenant Setup - Reporting
and Analytics.

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The Report Run History report is built upon the INDEXED REPORT RUN HISTORY data source, which
you can use to build your own custom reports. This data source tracks six (6) complete calendar month
of report run history from the current date, back 6 months.

There is also a delivered report field on the Custom Report business object that shows the number of
times the given custom report has been executed.

MAINTAIN EXCEL TEMPLATE

Workday helps you automate your Excel processing and formatting when exporting a Workday custom
report. This feature reduces the time and effort needed to deliver Excel workbooks based on Workday
custom reports, especially in cases when you export a report on a regular basis and then reformat the
data in Excel. This feature also works with report groups. Workday supports a maximum of 10 reports
within a single report group, all of which use the same Excel template associated with the report.

To use this feature, you upload an Excel workbook template to Workday and associate it with a
custom report. The Excel workbook template you create can contain macros and formulas to reformat
the data and perform calculations.

You must then schedule the custom report to run in the background. Once the report has
executed in the background, the Workday output is merged into the Excel workbook template you
uploaded, as a separate sheet. The resulting workbook includes any macros, calculations, and
formatting you've defined in the associated workbook template.

Note: Workday ensures that your report data is output as a sheet into the Excel workbook that you
associate with the report. You are responsible for designing and troubleshooting any Excel macros and
formulas in the Excel template workbook that you create for use with this feature

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Each time the custom report (or Report Group) is run in the background (i.e. scheduled)

• The output of the custom report is inserted into a copy of the uploaded Excel workbook as a
separate sheet
• The resulting Excel workbook (i.e. your Excel template plus the report output) is stored in the
user’s W drive
This option allows you to automate and make repeatable in Workday a previously ‘outside of Workday’
excel formatting and calculation task on Workday data.

TRANSFER OWNERSHIP
Custom Reports in Workday can only have one report owner. The report owner is the user that created
or copied the report. Report ownership can be transferred to other report writers.
Those with access to the domain: Custom Report Administration or domain: Manage All Custom
Reports can transfer ownership of reports. Transfer Ownership can be run using related actions for a
given report or as a standalone task.

It is important to note that a report can only be transferred to a report writer that has
access to that report’s data source. However, the report writer the report is being
transferred to may not have access to all the Report Fields. It is beneficial to run the Custom
Report Exception Audit report after you have transferred ownership to catch any potential
conflicts.

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TRANSLATING CUSTOM REPORTS

By having the ability to translate a custom report, you can design a report once and then deploy it
multiple times in different languages. Users whose preferred language corresponds to one of the
languages for which the report has been translated will see report labels and prompts in their
preferred language. This saves you the trouble of designing the same report in multiple languages.

For each language for which you want to translate a custom report, follow the steps below.

1. Access the custom report you want to translate.

2. From the related actions menu, select Custom Report > Translate.

3. Select the Target Language and click OK.

4. Enter a Translation name.
5. Provide translations for needed field labels.

6. Click OK when finished with this translation.

7. Repeat these steps for each language for which you want to translate the custom report.

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A user whose preferred language is set to one of the target languages associated with the report, will
automatically see the report labels and prompts displayed in their preferred language.

Using the related action of Translation > Translate Instance you can translate text information
around the report instance itself, such as the brief description or more information.

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SOLUTIONS

Custom Reports can be migrated between your tenants (Sandbox to Production) using Solutions
saving you from having to re-create and re-configure them in another tenant. You can also use Solutions
to publish and/or import definitions to the Solution Library (a common repository managed by
Workday for all customers and partners).

For more on Solutions please see Community documentation.

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MANAGE LAYOUTS & VIEW URLS

MANAGE LAYOUTS

Workday enables you to design and use business form layouts for meeting the exact layout
specifications required by your organization. These specifications might include rich text formatting,
headers and footers, page breaks, logos, and exact placement of labels, data, spaces, and margins.

The Report Designer tool in Workday Studio enables you to use all these types of layout features
and more. It is an easy-to-use, graphical layout tool designed specifically for this purpose. Once
designed in Report Designer, you can deploy your report design to your Workday tenant to associate the
layout with your custom report. Layouts can then be applied when printing your report in Workday.

For more information, please see Workday’s Report Designer training offerings.

WEB SERVICE > VIEW URLS

Workday enables you to expose advanced custom reports as web services. You can enable a custom
report as a web service under the Advanced tab. Web services allow inter-operable, machine-to-
machine interaction over the Internet. In Workday, web services present report results as URLs,
enabling integration between Workday and external business services, such as payroll or benefits
providers. Web services also can be used to expose business data to external reporting tools, such as
Microsoft Excel.

For more information on enabling reports as web services, please see Workday’s Integration related
training offerings.

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INTRODUCTION TO CUSTOM ANALYTICS - MATRIX REPORTING

Workday enables you to build your own custom analytics. Using the same approach as creating a custom
report, you can create your own analysis matrix cubes to gain new insights into your data and take action
on the results. Matrix reports are ideally suited for:

 Aggregating/summarizing numeric data and visually charting the results.

 Changing rows and columns dynamically at runtime to view different summarizations.

 Drilling into a summarized amount for further analysis, and then taking action based on new
insights.

 Drilling into the details that comprise any summarized amounts.

MATRIX REPORTS

The matrix report type is used to display data grouped and summarized with the ability to interact and
drill into the summarizations. Matrix reports are similar, but not identical to, pivot tables and
crosstabs found in other systems.

Data is grouped in a row group and optionally a column group. Values in the matrix cells display
aggregate values scoped to the intersection of the row and column groups to which the cell belongs.

At runtime, as the report is processed, the report matrix is built both horizontally and vertically on the
page, based on the data selected. If you create a matrix report and share it with a user who is not
authorized to view the Summarization Field, a runtime error appears when the user attempts to run the
report.

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Once the matrix is built, you can view the summarization data by different fields, and each cell within the
matrix is drillable. You can drill into a number displayed in a cell of the matrix and group the results
by another field (View By), or you can view the details (View Details) that comprise the number in
the cell of the matrix.

Drillable Fields and Detail Data are defined under the “Drill Down” tab in the matrix report definition.

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MATRIX REPORT DEFINITION

When defining a Matrix Report, you must first define the summary matrix for the report under the
Matrix tab.
You must configure how you want to summarize the Primary Business Object for your report and in what
Row and Column groupings.
You must specify at least one Row grouping and one summarization. Column groupings are optional.
By default, the summarization type uses Count. We will discuss more about Summarization Types later.

DEFINING DRILLABLE FIELDS & DETAIL DATA (DRILL DOWN TAB)

When building a Matrix Report, you can also define what fields the user can further drill and group by
(“Drillable Fields”) which will drive what fields shows up under the View By field list. You can also
define what fields should show when the user selects View Details (“Detail Data”) or clicks on a
summarization metric.

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For the Group By Fields, you can select either Default Fields or Specific Fields.

 The Default Group by Fields are subject to change from one Workday update to the next. To
ensure the same Group by Fields are included in your matrix report from update to update, you
should explicitly define the fields (Specific Fields) in the Group by Fields/Drillable Fields section
on the Drilldown tab.

 If you explicitly define the fields in the Drillable Fields on the Drilldown tab and then share the
report with a user, the user can only View and Group the report based on the fields he or she is
authorized to view.

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MATRIX REPORTING – VIEWING A MATRIX REPORT

Let’s begin by looking at a Matrix report already in the system. The Headcount by Gender report is a
matrix report already created in our training tenant.

Notice that this report outputs as a pie chart and that it can be drilled into to view additional information
about the data in the report.

Clicking on either of the halves of the pie chart allows you to view additional information about the
segment of data on that half.

Clicking on the total Count number allows you to view information about the total population in the
report.

The options under View By are configured by you (or can be) under the Drilldown tab/Drillable
Fields section in the Matrix report creation.

View Details displays the detail data that you have configured for the Matrix report under the
Drilldown tab/Detail data section.

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ACTIVITY 16 – CREATE MATRIX REPORT

Business Case: Now that you are a Matrix report writing expert you have been asked to create a report
for the recruiting department that will show the hiring source at each particular location for workers.
You will need to include whether the worker is a manager or not, the gender of the worker, the
location, hire date, supervisory organization, and the annual compensation for each worker. The
recruiting department wants to see the average compensation for each location, as well as the
percentage of overall total. Output in chart and table. Only workers from locations in the United States
should show up on this report.

TASK 1 - CREATE CUSTOM REPORT

1. From the search box, run the task: Create Custom report.

Field Name Entry Value

Report Name WICT RW Recruiting Analysis

Report Type Matrix

Data Source All Active and Terminated Workers

 As a reminder this is not the most
efficient data source and includes a
very general and large set of
instances that may not all be
needed in your report. Consider
more targeted or indexed data
sources for optimal report
performance.

2. Click OK to begin editing this report.

3. Under the Matrix tab, define the

a. Row Grouping: Hiring Source

b. Column Grouping: Location

4. Define the Summarizations as:

a. Summarization Type: Count

b. Summarization Type: Average Field: Total Base Pay Annualized Amount

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5. Click on the Drilldown tab to define the ‘Drillable fields’ that the report can be viewed
and grouped by: Include the following Drillable Fields:

a. Hiring Source
b. Gender
c. Ethnicity
d. Location
e. Age Group

6. Still under the Drilldown tab, configure the Detail Data section to determine what fields to
show when someone wants to view the details. Include the following Detail Data fields:

a. Worker
b. Worker’s Manager
c. Total Base Pay Annualized Amount
d. Is Manager
e. Supervisory Organization

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7. While still in Edit mode, go to the Filter tab and add Filter conditions to only include
employees and only those in the United States.

(Note how we took a very ‘general and slow’ data source: All Active & Terminated Workers
and are now filtering it down to just Employees in the United States. Consider a more
targeted or indexed data source from the start for better performance to save the report
from loading a large number of instances only to then filter out many.)

Field Name Entry Value

Field Location Address – Country

Operator Frequently Used > In the selection list

Comparison Type Value Specified in this Filter

Comparison Value United States of America

8. Add another filter condition

Field Name Entry Value

And/Or And

Field Worker Type

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Operator Frequently used > in the selection list

Comparison Type Value Specified in this filter

Comparison value Employee

9. Under the Output tab, select Chart and Table, with Chart type: Column Clustered.

10. There will be no entry necessary on the Share tab nor Advanced tab at this time.

11. Click OK to save and Run the report

12. Answer the following questions using the matrix report output table. You have the ability to
drill into the numbers and answer all of the following questions if your report is set-up
correctly:

a. What hiring source reports the lowest average salary? _________________________

b. What hiring source reports the highest average salary? ________________________

c. What location reports the highest average salary? ________________________

d. What is the average salary for white males in San Francisco? ___________________
e. What is the average salary for all females in all locations? __________________

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ADDITIONAL RESOURCES

TEST REPORT PERFORMANCE

Workday provides a Test Report Performance task that enables you to log report performance. Using
these logs you can further evaluate timings around your report’s data source, filter conditions, sort and
field timings.

You can create 3 types of logs for the specified report definition:

 A customer log: allows you to view performance data and use it optimize report performance
independently.
 A support log: provides additional performance data for Workday's support team to help them
resolve performance issues.
 An internal log: provides even more detailed performance data that Workday developers can
analyze if needed.

Steps

1. Access the Test Report Performance task.

2. Select a Report Definition and click Run.

3. Run the View Report Performance task to see the logs.

The ability to test and view report performance is available to all users.

For more information on the logs, please refer to:

https://community.workday.com/node/90917

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WHERE TO GO FROM HERE

There are many resources and offerings to continue your knowledge of report writing in Workday. Some
suggested classes and resources are mentioned below to further support and strengthen your Workday
reporting writing experience.

For a more complete and for the latest list of options, please visit the Workday Learning Center and
Workday Community for continued offerings and resources.

 Workday Calculated Fields (vILT)

 Advanced Reporting and Analytics (vILT)

 Report Designer (BIRT) (vILT)

 Basics to Advanced (ILT)

 Integrations classes

 On Demand Education (ODEs) Series (free and subscription)

 And more…

 Check out the Training Catalog (under Getting Started/Training) for the latest training
offerings.
 Checkout Enabling Workday (under Getting Started/Enabling Workday)to see Next Level
presentations on reporting.
 Checkout the Product Dashboard: Reporting & Analytics
 Collaborate

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o Join the Reporting and Analytics Group to share, collaborate, get answers to your
reporting needs.
o Find Forums, Submit Brainstorms, Vote on Brainstorms
o Contribute and checkout the Solutions Catalog for report examples shared amongst
customers

 Check out reporting How To Tips

 Checkout Rising presentations on Reporting tips, techniques and the power of analytics.

 Hints on testing custom reports with new Workday updates

 Complete reporting and analytics documentation also available under Documentation: Manage
Custom Reports & Analytics

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APPENDIX A – REPORT MANAGEMENT SECURITY DOMAINS

The following list captures some important security domains that drive access to different report
management features and report functionality.

By configuring domain security policies you can configure which users (via security groups) can have
access to a given domain. You can designate greater access to Report Administrators and also
distinguish access across your report writing teams, restricting sharing options and even limiting users to
temporary reports.

For more information on configuring security via domain security policies and security groups, please
refer to Workday’s training and documentation around Configurable Security Fundamentals.

1. Custom Report Creation

2. Custom Report Administration
3. Export to PDF and Excel
4. Manage: All Custom Reports
5. Reporting Background Processes
6. Reporting Audits
7. Reporting Functionality
8. Ability to Create Only Temporary Reports
9. Maintain Excel Template
10. Report Definition Sharing – All Authorized Users
11. Report Definition Sharing – Specific Groups
12. Report Output Sharing
13. Report Tag management
14. Report Prompt Set Management
15. Scheduled Report Processes

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APPENDIX B – REPORT PERFORMANCE GENERAL GUIDELINES

The following list captures some general guidelines for report performance considerations:

1. Reports compete for resources against other Workday tasks (e.g. Business Processes, data loads,
payroll). Large reports or slow running reports can slow everything down. It is therefore imperative
to benchmark and performance test your reports and design them efficiently for optimal processing.
2. Factors that can impact processing time:
i. Data Source Selection – choose a data that is optimized to walk the object relationships you
need (e.g. Workers by Organization or My Direct and Indirect Reports or All Business Process
Transactions of Type Completed in Date Range)
ii. Security of users running the report – unconstrained security groups will take less time than
constrained security groups.
iii. Filters defined in the report – sequence of the filter operations and the number and complexity
of filter conditions can impact the processing time.
iv. Fields used for sorting – text fields are faster than single instance fields
v. Complexity of fields in the report and the values derived (e.g. calculated fields).
vi. Number of fields in an advanced report and the number of rows/instances can impact
performance
vii. Number of group by values in a matrix report or number of summarizations can impact
performance
3. Tips –
i. Consider indexed data sources (e.g. Indexed Workers or Trended Workers) especially if
number of workers being processed by report is large (e.g. customers with over 100K workers, or
management reports where user manages or supports more than 10-15K workers).
ii. Choose the smallest data source you need (vs. using larger data sources that pull in larger
data sets and then filtering the instances down in the report)
iii. Put filter conditions that exclude the greatest amount of instances at the top.
iv. Since a large number of filter conditions can impact performance, consider pre-filtered data
sources where possible.
v. Choose a data source with built-in prompts vs. manually creating filters/prompts on a
broader data source
 Use Workers by Organization vs. All Workers and adding your own organization prompt.
 Use Business Process Transactions by Type vs. All Business Process Transactions and filtering
on type
vi. Choose data sources optimized for specific roles (e.g. My Direct Reports, Workers supported
by role)
vii. Avoid slow running data sources, e.g. All Business Process Transactions, All Active &
Terminated Workers where possible

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WORKSHOP SOLUTIONS

Worksheet for Business Object Details walkthrough. (for solution, see next page)

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Completed Worksheet for Business Object Details walkthrough.

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Workshop WICT RW Employee Benefits report

Below you will find 2 options for the Workshop Solution

Option 1 Worksheet questions:

1. What would your PBO be? Worker (or Employee)

i. Does it contain the Report Fields you need? Yes – Run Bus Obj Details report on Worker (or
Employee)

ii. What view or Data source do you need? All Workers (or All Active Employees – this assumes
you do not want to show benefit elections for inactive employees)

iii. Do you need to Filter down the instances further? Yes, we only want Regular Employees with
Benefit elections

 Employee type = Regular

 Benefit elections (not empty)

2. What would your RBO be? Benefit Election

i. Does it contain the Report Fields you need? Yes – run Bus Obj Details on Benefit Election

ii. Do you need to Subfilter down the instances further? Yes – only want ‘current elections’

 Currently Enrolled = true

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Solution report is in tenant under WDINST RW Employee Benefits

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Option 2 “Alternate” Worksheet questions:

1. What would your PBO be? Benefit Election

i. Does it contain the Report Fields you need? Yes – Run Bus Obj Details report on Benefit
Election

ii. What view or Data source do you need? All Benefit Elections

iii. Do you need to Filter down the instances further? Yes, we only want Currently enrolled elections
for workers

 Currently Enrolled = true

 Worker (not empty)

2. What would your RBO be? Worker

i. Does it contain the Report Fields you need? Yes – run Bus Obj Details on Worker

ii. Do you need to Subfilter down the instances further? Yes – only want regular employees

 Employee type = Regular

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Solution report is in tenant under WDINST RW Employee Benefits – Alternate

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WORKSHOP #2

Workshop WICT RW Unpaid Supplier Invoices for Office Supplies and Furniture

1. What would your PBO be? Supplier Invoice

i. Does it contain the Report Fields you need? Yes – Run Business Object Details report on the
Supplier Invoice business object

ii. What view or Data source do you need? Supplier Invoices

iii. Do you need to Filter down the instances further? Yes, we only want approved and unpaid
invoices

 Document Payment Status = Unpaid or Partially Paid

 Invoice Status = Approved

2. What would your RBO be? Supplier Invoice Line

i. Does it contain the Report Fields you need? Yes – run Business Object Details on the Supplier
Invoice Line business object.

ii. Do you need to Subfilter down the instances further? Yes – only want invoice lines around
spend category = Office Supplies or Office Furniture & Equipment

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Solution report is in tenant under WDINST Unpaid Supplier Invoices for Office Supplies and Furniture. Be
sure to be logged in as Teresa Serrano (tserrano)

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Activity 16 - WICT RW recruiting analysis

a. What hiring source reports the lowest average salary? Facebook

b. What hiring source reports the highest average salary? Employee Referral

c. What location reports the highest average salary? Boston

d. What is the average salary for white males in San Francisco? 117,262

e. What is the average salary for all females in all locations? 94,398

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NOTES:

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