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Administrator Guide
Last Updated: 2023-09-08
Set Up Sort Options for Custom Reports

Set Up Sort Options for Custom Reports

  • Create a custom report.
  • Security: These domains in the System functional area:
    • Custom Report Creation
    • Manage: All Custom Reports
You can configure the sort order for data groups in these report types:
  • Advanced
  • Search
  • Simple
  • Transposed
You can configure sorting on search reports only with these report data sources:
  • Find Candidates
  • Job Posting
  • Job Posting Anchor
  • Learning Content
  1. Access the
    Edit Custom Report
     task.
  2. (Optional) As you complete the
    Sort
     tab for search reports, consider:
    Option Description
    Sort by Relevance
    Select the check box to sort the search results based on how well they match your search criteria.
    Workday must render and sort all results before returning the results to you. Workday runs indexing as a background process every 24 hours for nonproduction tenants, and every 12 hours for production tenants. When you select the check box, use indexed fields so that Workday can update results efficiently, such as on external sites.
    You can clear the check box so that Workday displays all report results before the background indexing process completes.
    Display Matching Fields
    (Available when you select
    Sort by Relevance
    .) Select the check box to display the fields that match your search criteria under each search result.
  3. (Optional) As you complete the
    Sort and Group
     section for advanced, simple, and transposed reports, consider:
    Option Description
    Sort by first accessible column
    (Advanced reports only.) Select the check box to sort by the first column on the
    Columns
     tab users have access to when the
    Sort and Group
     section is empty.
    If you don't select the check box and the
    Sort and Group
     section is empty, Workday doesn't apply sorting to any column.
    Field
    Select a field from the prompt to use as the sort criteria. The order of the fields specifies the sort sequence and group hierarchy for the report.
    Display Headers
    (Advanced and simple reports only.) Select the check box to display group headers for the sort and group level and provide a logical separation of data on the report.
    Include
    Group Name
     as a
    Field
     on the
    Columns
     tab.
    Summarize Detail Rows
    (Advanced reports only.) Select the check box to group and summarize the detail rows, and display them as summary rows for each sort/group field on the report. The field must be the last row in the
    Sort and Group
     grid.
    Display Subtotals
    (Advanced and simple reports only.) To specify that you want to display subtotals for a sort or group level, select the check box to include:
    • An aggregate function for a currency or numeric field in the
      Options
       of the
      Columns
       tab.
    • Count
       as a
      Field
       on the
      Columns
       tab.
    Group Name Override
    (Advanced reports only.) Include
    Group Name
     as a
    Field
     on the
    Columns
     tab.
  4. (Optional) As you complete the
    Grouping and Totaling Options
     section for advanced and simple reports, consider:
    Option Description
    Enable Outlining based on Grouping
    (Advanced reports only.) Select the check box to summarize detail data or subtotal currency or numeric data. Include
    Group Name
     as a
    Field
     on the
    Columns
     tab.
    To group data, select the
    Display Headers
     check box for each sort field to include in the outline. To subtotal currency or numeric data, select the
    Display Subtotals
     check box, then select an aggregation from the
    Options
     prompt on the
    Columns
     tab.
    When enabling outlining, consider:
    • All fields on the report must associate with the primary business object associated with the report data source.
    • If you export an outlined report to Microsoft Excel, all levels of the report display without outlining.
    • If you print to PDF, only the top level of the outline prints.
    • Outlined reports can't display as worklets.
    • Outlining doesn't support some languages due to right-to-left formatting limitations.
    • Workday supports up to 8 levels of outlining.
    Include Group Name in Headers and Subtotals
    (Advanced reports only.) Select the check box to display the group name and the group name value in the group name column of the report. Example: Workday displays the value
    San Francisco
     and the group name
    City
     as
    San Francisco (City)
    .
    Display Grand Totals
    Select the check box to display the grand total of 1 of these selections:
    • An aggregate function for a currency or numeric field in the
      Options
       of the
      Columns
       tab.
    • Count
       as a
      Field
       on the
      Columns
       tab.
    Detail-Summary Reporting
    (Advanced reports only and available when you access
    Create Report Field
     from the
    Field
     prompt in the
    Sort and Group
     grid.) Select the level of detail to display for the lines in your report.
    To enable subtotaling for fields associated with a related business object, select
    Sum
     from the
    Options
     prompt of currency and numeric fields on the
    Columns
     tab.
    Workday doesn't support:
    • Grand totaling for currency or numeric fields associated with a related business object.
    • Totaling currency fields with different currency codes. Example: Workday can't total USD with EUR.
  5. (Optional) For advanced reports, complete the
    Sub Level Sort
     section to enable additional sorting for a related business object.
    Example: The Workday-delivered report
    Job History
     sorts each row by worker alphabetically and in ascending order. At the sublevel, the related business object is Job History. Workday sorts the effective date and entry date for each worker alphabetically and in descending order.
    Worker
    Effective Date
    Process
    Job Title
    Entry Date
    Jamie Stone
    10/01/2014
    Hire: Jamie Stone
    Consultant Manager
    02/17/2015 01:21:36.934 PM
    Janet Childs
    10/01/2014
    Assign Organizations: Janet Childs
    08/05/2015 03:15:35.964 PM
    10/01/2014
    Hire: Janet Childs
    Resource Manager
    02/17/2015 12:38:37.269 PM
    Jared Ellis
    10/15/2014
    Assign Organizations: Jared Ellis
    01/29/2015 10:40:48.026 AM
    10/15/2014
    Promotion: Jared Ellis
    Manager, IT HelpDesk
    01/29/2015 10:40:48.026 AM
    01/01/2000
    Assign Pay Group: Jared Ellis
    12/29/2008 05:26:42.377 PM