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Administrator Guide
Last Updated: 2025-04-18
Schedule Reports or Report Groups

Schedule Reports or Report Groups

Security:
Scheduled Report Processes
 domain in the System functional area.
You can use the
Schedule a Report
 task to run a report or report group in the background.
When you transfer ownership of a scheduled report or process, the sharing options reset to
Do not share report output
.
  1. Access the
    Schedule a Report
     task.
  2. As you complete the
    Report Criteria
     tab, consider:
    Option Description
    Value Type
    If you select
    Determine Value at Runtime
    , Workday calculates the selection criteria each time the report runs. Example: Use
    Determine Value at Runtime
     for date fields that can vary over time for a recurring process.
    Value
    If the
    Value Type
     is
    Determine Value at Runtime
    , the report determines the prompt value each time it runs.
    You can set the
    Value
     to be a calculated field. Example: You can create a calculated field whose value computes as a set number of days before the current date.
    Workday only displays this tab when the report contains prompts.
  3. On the
    Output
     tab, select an
    Output Type
    . Workday populates the default Output Type based on your tenant-level setup. Workday uses CSV as the standard tenant-level default, but administrators can change this setting. Workday uses different default values based on these report criteria:
    1. Composite Reports: Excel
    2. Reports configured with an Excel Template: Excel.
    3. Search reports: CSV (if the tenant-level default is PDF).
    4. All other reports: The configured tenant-level default (CSV, Excel, or PDF).
      You can manually select other supported formats, such as Excel, PDF, or Worksheets, from the
      Output Type
       prompt. You can't output search reports as PDFs. The scheduled process fails if you select
      Report (PDF)
       for a search report. Workday delivers existing recurring report schedules in their originally selected format.
      If a report scheduled in Excel or PDF format exceeds a Workday Markup Language (WML) size of 1GB, Workday automatically generates a CSV file to ensure the report completes. When this occurs, you receive the following warning message: '
      Workday generated a CSV file because the report exceeded the limits for the selected format. For large reports, Workday recommends selecting the CSV output option.
      ' You can select CSV as the preferred output format for future runs of that specific report.
  4. (Optional) For composite and matrix reports, select
    View in Browser
     to run the report in the background and receive a notification when the report results are ready.
    The report results are a snapshot from when the background task finished, but the drill-down and outline expansion results are interactive, real-time data. You can click
    View Scheduled Report
     for up to 5 days from when the report ran to interact with your real-time data, such as drill down on values, collapse and expand hierarchies, interact with charts, and so on.
    You can't share the report when you select
    View in Browser
    .
  5. As you complete the
    Output
     tab, consider:
    Option Description
    Report Tags
    When you schedule the report group, Workday adds the tags to the generated output file of each individual report.
    File to be Deleted After (Days)
    Specifies the number of days that Workday retains generated documents or reports.
    Do Not Output an Empty Report
    Select the check box so that when a report has no results, Workday doesn’t create output files or send email notifications.
    Workday doesn't support this option for standard reports created with XpressO.
    Hide Prompt Values
    The output will hide the report prompt values/report criteria when you select an
    Output Type
     of
    Excel
     or
    Text (CSV)
    .
  6. As you complete the
    Schedule
     tab, consider:
    Option Description
    Priority
    Select a priority value of
    Low
    ,
    Normal
    ,
    High
    , or
    Critical
    . Setting a higher priority can reduce potential queuing.
    Run Frequency
    Criteria
    Run Once in the Future
    Specify a
    Start Date
    ,
    Start Time
    , and
    Time Zone
    .
    Daily Recurrence
    • Select a
      Recurrence Type
      . If you select
      Recurs Every x Day(s)
      , enter a number between 1 and 366.
    • Specify a
      Start Time
       and
      Time Zone
      .
    • Specify a
      Start Date
       and an
      End Date
      .
    Weekly Recurrence
    • In the
      Recurs Every x Week(s)
       field, enter a number between 1 and 52.
    • Select 1 or more
      Day(s) of the Week
      . If
      Recurs Every x Week(s)
       is greater than 1, you can select only 1 day.
    • Specify a
      Start Time
       and
      Time Zone
      .
    • Select the
      Catch Up Behavior
      .
    • Specify a
      Start Date
       and an
      End Date
      .
    Monthly Recurrence
    • Select 1 or more
      Month(s)
       to schedule each recurrence.
    • Select the
      Recurrence Type
       and then specify which
      Day(s) of the Month
       or
      Day of the Week
      .
    • Specify a
      Start Time
       and
      Time Zone
      .
    • Select the
      Catch Up Behavior
      .
    • Specify a
      Start Date
       and an
      End Date
      .
    Dependent
    • Select the
      Dependency
       event type that triggers the report schedule.
    • Use the
      Trigger on Status
       field to specify what event statuses will trigger the report to run.
    • (Optional) Specify the number of days, hours, or minutes to delay running the report after the trigger.
    Custom Recurrence
    • Specify the
      Default Start Time
       and
      Time Zone
      .
    • Select the
      Catch Up Behavior
      .
    • In
      Active Custom Recurrences
      , add a custom future scheduled run of the report or report group.
      • A validation error will appear if you try to add a row with a date or time in the past.
    • In
      Elapsed Custom Recurrences
      , view any scheduled runs of the report or report group that have already been executed.
  7. (Optional) On the
    Share
     tab, share the report output with other users.
    You can only share scheduled report output with unconstrained security groups. If you select
    Share report output with other users
    , you are authorizing the specified users the right to view the report and its data exactly as you see it, regardless of their security.
The output files load in
My Reports
.
Access the
Scheduled Future Processes
 report to delete, modify, or suspend a scheduled report.
To disable notification emails for recurring reports that are about to expire, access the
Edit Tenant Setup - Notifications
 task and disable
Scheduled Future Processes
 for the report. Workday notifies you when 2 or fewer occurrences remain.