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Administrator Guide
Last Updated: 2023-06-23
Group Reports

Group Reports

  • Verify that reports you add to the report group have at least 1 saved filter.
  • Security:
    Scheduled Report Processes
     domain in the System functional area.
You can group multiple reports and schedule them to run as a single unit. Example: For financial reporting, you can group reports to run at the end of a fiscal period.
If the reports in a report group share prompt fields, you can use prompt sets to populate those prompts more efficiently. You can also:
  • Add a
    Report Group
     step to a business process so users can share instances of reports or tasks.
  • Share report groups so that other users can schedule them.
  • Transfer ownership of report groups to other users.
  1. Access the
    Create Report Group
     task.
  2. On the
    Prompt Set
     prompt, create or select a prompt set.
    If you select
    Empty Prompt Set
     and share a report group that contains prompts, Workday restricts users from entering prompt values when they schedule the report group.
  3. (Optional) Select the
    Use Excel Template
     check box to attach report results to Excel templates.
    Instead of generating separate Excel files, Workday creates up to 200 sheets in a single workbook and delivers it to
    My Reports
    .
  4. On the
    Prompts
     tab, configure the requirements and values for each prompt in the report group.
  5. As you complete the grid, consider:
    Option Description
    Label for Prompt
    Specify a name to use for the prompt field instead of the populated name.
    Default Value
    (Available if you select
    Determine default value at runtime
     or
    Specify default value
     as the
    Default Type
    .) Select the field or value to use for the prompt field.
    Report Tags
    Select a tag to categorize the report group and make it easier to search for. Workday adds the report tags to the generated output file of each individual report when you schedule the report group.
  6. On the
    Reports
     tab, select a different saved filter for each report or task that's the same.
  7. As you complete the
    Report Prompts
     grid, consider:
    Option Description
    Prompt Field
    Select a field from the saved filter of the report prompt.
    Value Type
    To map a report
    Prompt Field
     to a
    Field
     from the report group prompt set, select
    Report Group Prompt
    .
    If you map 1 or more report prompt fields to a prompt set field, the prompt set overrides all saved filter values on the report. To ensure that the report runs correctly when you use prompt set field values, map all required report prompt fields.
    Field
    Select a field from the report group prompt set.
    Securing Entity
    Select the check box to enable each entity you specify to view only data relevant to their organization.
    If you share the report group, you must map all report prompts to the report group prompt set. Otherwise, the person you share the report group with can't run the report group.
  8. (Optional) On the
    Share Output
     tab, configure sharing options for the report output.
    Security:
    Report Output Sharing
     and
    Reporting Functionality
     domains in the System functional area.
  9. As you complete the tab, consider:
    Option Description
    Report Output Sharing Options
    If you select
    Share report output with other users
    , you can specify which security groups and users will:
    • Always be able to view all reports in the report group.
    • Conditionally be able to view each report as a member of the specified organizational security entity.
    By sharing the report output with users, you're authorizing them to view the report and its data exactly as you see it, regardless of their security permissions.
    Always Share
    (Available if you share the report output.) Specify the security groups and users that you want to share all the reports in the report group with.
    Always Share
     overrides any sharing you enable based on securing entities.
    Share based on Securing Entity
    (Available if you share the report output.) Specify the securing entities and security groups you want to share each report with conditionally. These users will only be able to view data relevant to their organizational role.
    I agree to the statement above
    Select the check box to acknowledge that you understand the implications of sharing the report output with other users.
  10. (Optional) On the
    Share Report Group
     tab, configure sharing options for the report group.
    Security:
    Report Output Sharing
     and
    Reporting Functionality
     domains in the System functional area.
  11. As you complete the tab, consider:
    Option Description
    Do not Share Report Group
    Select so that only you can schedule and view the report group.
    Share with all authorized users
    Select so that all users who have access to the report data source and data source filter can schedule and view the report group.
    When you share the report group, Workday also shares the saved filter for each report.
    Share with specific authorized groups and users
    Select so that only the security groups and users you specify can schedule and view the report group.
    You can only select from security groups and users who have access to the report data source and data source filter.
    I agree to the statement above
    Select the check box to acknowledge that you understand the implications of sharing the report group with other users.
  • Access the
    Schedule a Report
     task to schedule the report group.
  • Select
    Report Group
    Maintain Excel Template
     from the related actions menu of the report group to attach an Excel template.