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Last Updated: 2024-11-15
Example: Create a Report Design for a Letter

Example: Create a Report Design for a Letter

This example illustrates how to create a report design for a new hire letter.
Your talent acquisition team often needs to send new hire letters to successful applicants. They ask you to create a report design for this purpose using a placeholder text. You'll use a custom report definition and Workday Report Designer to create the new hire letter design.
  1. Sign in to your Workday GMS tenant.
    If you don't have a Workday GMS tenant, you can use any QA tenant in your Sandbox with the correct security access.
  2. Access the
    Create Custom Report
     task.
  3. Configure these values:
    Option
    Value
    Report Name
    My New Hire Letter Report
    Report Type
    Advanced
    Enable As Web Service
    Select this check box.
    Optimized for Performance
    Clear this check box.
    Data Source
    All Active Employees
  4. On
    Edit Custom Report
    Columns
    , configure these values:
    Business Object
    Field
    Column Heading Override
    Column Heading Override XML Alias
    Employee
    Company
    Company
    Company
    Employee
    Legal Name in General Display Format
    Employee Name
    Employee_Name
    Employee
    Legal Name - First Name
    Employee First Name
    Employee_First_Name
    Employee
    Hire Date
    Date of Hire
    Date_of_Hire
    Employee
    Business Title
    Business Title
    Business_Title
    Employee
    Manager Preferred Name in General Display Format
    Manager
    Manager
    Employee
    Supervisory Organization
    Organization
    Organization
    Employee
    Location - Name
    Location
    Location
    Employee
    Total Base Pay Annualized - Amount
    Amount
    Amount
    Employee
    Total Base Pay Annualized - Currency
    Currency
    Currency
    Employee
    Work Address - Full
    Work Address
    Work_Address
    Employee
    Primary Address - Full
    Primary Address
    Primary_Address
    Employee
    Current Worker
    Signatory
    Signatory
    Employee
    From the prompt, select
    Create Calculated Field for Report
     and configure these values:
    • Field Name
      :
      Current Worker Business Title
    • Business Object
      :
      Employee
    • Function
      :
      Lookup Related Value
    • Lookup Field
      :
      Current Worker
    • Return Value
      :
      Business Title
    Signatory Business Title
    Signatory_Business_Title
  5. On the
    Filter
     tab, add a filter condition with these values:
    Option
    Value
    And/Or
    And
    Field
    Worker
    Operator
    in the selection list
    Comparison Type
    Prompt the user for the value
    Comparison Value
    Default Prompt
  6. On the
    Prompts
     tab, add a
    Prompt Defaults
     row with these values:
    Option
    Value
    Field
    Worker
    Prompt Qualifier
    Default Prompt
    Label for Prompt
    Worker
    Default Type
    No default value
  7. On the
    Share
     tab, select the
    Share with all authorized users
     check box.
  8. Open Report Designer in Workday Studio.
  9. Create a report project named
    New Hire Letter
    .  In that project, create a report file named
    New Hire Letter.rptdesign
    .
  10. Create a Workday data source and download some sample data:
    1. Create a new
      Workday Report Data Source
       named
      New Hire Letter Data Source
      .
    2. Download the report description for the
      My New Hire Letter Report
       custom report from Workday.
    3. Download sample report data from Workday and name the file
      New Hire Letter.xml
      .
    4. Select
      Report Parameters
      Select literal values
      Select Worker Instances
       and search worker instances to include in the report.
    You can select multiple worker instances for the report. Report Designer displays a check mark when you select a worker and shows how many items you've selected. You can click the items link to view the selected worker instances or remove them from your selection.
  11. Create a new data set with these values:
    Option
    Value
    Data Source Selection
    New Hire Letter Data Source
    Data Set Type
    Workday Primary Report Data Set
    Data Set Name
    Employees
  12. Add a local image file of the company logo to the layout:
    1. In the
      Palette
       view, drag an
      Image
       report item to the
      Layout
       tab of the new hire letter design file.
    2. Select the
      Embedded image
       option, then click
      Add Image...
       to browse to an appropriate image file.
    3. Insert the image in the report design.
  13. Add the
    Company
     field to the layout:
    1. In the
      Data Explorer
       view, expand the
      Employees
       data set node.
    2. Drag a
      Company
       data set item to the layout and position it below the image.
  14. Drag a
    Work Address
     data set item to the layout and position it below the previous item.
  15. Add the
    Employee Name
     field to the layout:
    1. Drag a
      Employee Name
       data set item to the layout and position it below the previous item.
    2. On the
      Padding
       tab of the field's
      Property Editor
       view, configure the
      Top
       padding to
      12
       points.
  16. Drag a
    Primary Address
     data set item to the layout and position it below the previous item.
  17. Add a salutation to the layout:
    1. In the
      Palette
       view, drag the
      Label
       report item to the layout and position it below the previous item.
    2. Enter
      Dear
      in the label field. Add a space after the text.
    3. On the
      General
       tab of the field's
      Property Editor
       view, configure
      Display
       to
      Inline
      .
    4. Configure the top padding of this field to
      12
       points.
    5. Drag a
      Employee First Name
       data set item to the layout and position it below the previous item.
    6. Configure the display of this field to
      Inline
      .
  18. Add the introductory text to the layout:
    1. Drag a
      Label
       report item to the layout and position it below the previous item.
    2. Enter this text in the field:
      Congratulations on joining our team. We are excited to have you!
    3. Configure the top padding of this field to
      12
       points.
  19. Add a statement for the terms of employment to the layout:
    1. Drag a
      Label
       report item to the layout and position it below the previous item.
    2. Enter this text in the field:
      Your employment with our company includes the following agreed upon terms:
    3. Configure the top padding to
      12
       points and bottom padding to
      6
       points for this field.
  20. Add details for the terms of employment to the layout:
    1. In the
      Palette
       view, drag the
      Grid
       report item to the position below the previous item.
    2. Configure these values:
      Option
      Value
      Number of columns
      2
      Number of rows
      6
    3. Drag a
      Label
       report item to each of the 6 rows of of the first column of the grid.
    4. In each of the label fields, enter these values:
      • Date of Hire:
      • Business Title:
      • Manager Name:
      • Organization:
      • Location:
      • Base Pay Amount:
    5. Select the cell above the labels, then apply bold formatting.
    6. Drag these data set items to the second column of the grid:
      Label
      Data Set Item
      Date of Hire:
      Date of Hire
      Business Title:
      Business Title
      Manager Name:
      Manager
      Organization:
      Organization
      Location:
      Location
      Base Pay Amount:
      Amount
    7. Configure the display of the
      Amount
       field to
      Inline
      .
    8. Drag a
      Currency
       data set item to the amount field beside
      Amount
      , then configure its display to
      Inline
      .
  21. Define custom background colors for each column of the grid:
    1. Select 1 column.
    2. On the
      General
       tab of the
      Property Editor
       view, click the
      Background color
       button.
    3. Select a basic color.
    4. Click the
      Define Custom Colors >>
       button, then select a variation on the color based on Lum or Hue values.
    5. Click the
      Add to Custom Colors
       button to save your color choice.
  22. Add more text to the layout:
    1. In the
      Palette
       view, drag the label report item, and position it below the grid.
    2. Enter this text in the label field:
      Please be advised that your employment with the Company will be "at-will", which means that either you or the Company may terminate your employment at any time, for any reason or no reason, with or without notice. There is no promise by the Company that your employment will continue for a set period of time or that your employment will be terminated only under peculiar circumstances.
    3. Configure the top padding of the field to
      12
       points.
  23. Add a sign-off to the layout:
    1. Drag a
      Label
       report item and position it below the previous item.
    2. Add this text to the label:
      Sincerely,
    3. Configure the top padding of the field to
      12
       points.
  24. Add a signatory to the layout:
    1. Drag a
      Signatory
       data set item and position it below the previous item.
    2. Drag a
      Signatory Business Title
       data set item and position it below the
      Signatory
       item.
    3. Configure the top padding to
      6
       points for each of these items.
  25. On the
    Master Page
     tab, delete the date expression from the footer.
  26. Save and preview your design.
Deploy your design to Workday for use as a business form layout.