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Workday User Guide
Last Updated: 2023-06-23
Example: Use Worksheets with the What's New in Workday Report

Example: Use Worksheets with the What's New in Workday Report

This example illustrates how to use Worksheets with the
What's New in Workday
 report. To do so, you want to create a workbook that includes:
  • Live data.
  • Note columns for each analyst and their assessments.
  • Data validations.
  • Formula columns that extract a list of features that affect your training materials.
  • Adoption items.
You lead a team of 3 to manage the implementation of a Workday feature release. With each release, you and your team assess the
What's New in Workday
 report to determine which features you:
  • Must implement because they're automatically available.
  • Can ignore.
  • Want to consider for future adoption and the setup effort needed.
  • Need to research to determine what changes to make to your employee training manual.
  • Want to create adoption items for.
The steps use GMS tenant names Logan McNeil (you), Betty Liu, Steve Morgan, and Teresa Serrano. Substitute your team names for these names in your tenant.
Configure Worksheets and Drive, and give access to the feature planning analysts.
Security for you (not needed for the other users):
  • Custom/Standard Report Copy
     domain in the Tenant Non-Configurable functional area.
  • Set Up: Tenant Setup - General
     domain in the System functional area.
  1. Copy a standard report to create a custom report.
    1. Access the
      Copy Standard Report to Custom Report
       task.
    2. Select
      What's New in Workday
       from the
      Standard Report Name
       prompt.
    3. Click
      OK
      .
    4. Enter
      Release Planning with WN Report and Worksheets
       on the
      Name
      field.
    5. Click
      OK
      . (An alert displays on the page; you can ignore it.)
    6. On the
      Columns
      tab, click
      +
       to add a new column.
    7. Select
      Workday ID
       from the
      Field
      prompt.
    8. On the
      Advanced
      tab, select these check boxes:
      • Enable As Web Service
      • Enable for Worksheets
    9. Click
      OK
      .
  2. Create a new workbook in Drive:
    1. Select
      Drive
       in the Workday main menu.
    2. Select
      New
      Workbook
      .
    3. Use
      Workday [Release #] Release Planning
       as the name.
    4. Click
      Create
      .
  3. In the workbook, add live data using the report you created:
    1. Click
      Add Live Data
      .
    2. In the
      Select Report
       dialog, select the
      Release Planning with WN Report and Worksheets
       report.
    3. Click
      Next
      .
    4. In the
      Select Prompt Values
       dialog, select:
      Option
      Description
      Enabled Functional Areas
      Select the check box
      Workday Releases
      [Next release]
    5. Click
      Next
      .
    6. In the
      Select Columns
       dialog:
      • Click
        Select All
         to add all of the report columns to the workbook.
      • Click
        Add Note Column
         2 times to add 2 note columns.
      • In the
        Notes Key
        field, select
        Workday ID
        .
    7. Click
      Next
      .
    8. In the Select Options dialog, select
      Enable Multi-Instance Values
       so that all enabled functional areas display in the workbook.
    9. Click
      Add
      . The Workday report runs and inserts the data into the workbook.
  4. Rename the Sheet1 tab and note column headings:
    1. On the Sheet1 tab, click the arrow on the right side of the tab and then click
      Rename
      .
    2. Rename the sheet as
      Feature Data
      .
    3. Click
      OK
      .
    4. Double-click in each of the note column headings to rename them:
      From...
      To...
      Note1
      Analyst
      Note2
      Assessment
  5. Set up data validation values so you can create drop-down lists for assigning analysts to items, and for selecting an assessment result:
    1. Click
      +
       at the bottom left of the workbook to create a new sheet. Worksheets names the sheet Sheet1.
    2. On the Sheet1 tab, click the arrow on the right side of the tab and then click
      Rename
      .
    3. Rename the sheet as
      Data Validation Values
      .
    4. Click
      OK
      .
    5. Enter these values:
      A
      B
      1
      Betty
      Implement
      2
      Steve
      Investigate
      3
      Teresa
      No action
    6. In the Feature Data sheet, select the first cell in the
      Analyst
      column.
    7. Click in the cell below the heading and go to
      Data
      Validation
      .
    8. Enter these values:
      Field
      Value
      Cell Range to Validate
      Enter a range that includes the entire column. Example:
      N:N
      .
      List of Values from Formula
      Enter
      ='Data Validation Values'!A:A
      .
    9. Click
      OK
      .
    10. In the
      Assessment
      column, click in the cell below the heading and go to
      Data
      Validation
      .
    11. In
      Cell Range to Validate
      , edit the range to include the entire column. Example: Change the value from
      O2:O2
       to
      O:O
      .
    12. In
      List of Values from Formula
      , enter
      ='Data Validation Values'!B:B
      .
    13. Click
      OK
      .
  6. In the
    Analyst
    column, click in each cell and select an analyst from the drop-down list. (We recommend placing values in at least 20 of the cells, so that later steps in the example will display data.)
  7. Share the workbook with your analysts, giving Can Edit access:
    1. Click the
      Share
       icon at the top right of the workbook.
    2. In the
      Share with Individuals
       section, enter:
      • Betty Liu
      • Steve Morgan
      • Teresa Serrano
    3. Type this comment in the message area:
      Analysts, please select an assessment value in each of the workbook rows assigned to you.
    4. Click
      Share
      . The analysts receive a notification in their Inbox that contains a link to the workbook.
  8. The analysts can open the shared workbook, study the What's New Items assigned to them, and select a value in the
    Assessment
    column for each item. We recommend placing values in at least 20 of the cells, so that later steps in the example will display data.
  9. In a new sheet, extract information about What's New items that you're implementing, and that affect your training materials. Your education team can use this information to update their employee training materials:
    1. Click
      +
       at the bottom left of the workbook to create a new sheet.
    2. Name the sheet
      TrainingUpdates
      .
    3. Paste this formula into cell A1 of the sheet, replacing the final argument A1:O200 with the range of data in the Feature Data sheet:
      =SELECT("SELECT `Feature`, `What's New Item`,`Functional Area(s)`, `Feature Description` from ? WHERE `Training & Testing Impact` = 'This feature may require additional testing and may impact your training materials.' AND `Assessment` = 'Implement'",FeatureData!A1:O200)
    4. Press Ctrl+Alt+Enter (Windows) or Command+Option+Enter (Mac) to submit the formula.
  10. Add adoption items to your adoption dashboard:
    1. Go to the
      Feature Data
       sheet.
    2. In the
      What's New Item
       column, hover the cursor over an item until you see a link.
    3. Move the cursor to the far right of the link and click the outward arrow icon; this opens the What's New Item in a new browser tab.
    4. From the related actions menu of the
      View What's New Item
      , select
      What's New Item
      Create Adoption Item
      . The
      Create Adoption Item
       task page displays, with fields from the workbook filled in automatically.
    5. Fill in any additional fields for the adoption item that you want.
    6. Click
      OK
      .
    7. Click
      Done
      .
    8. Repeat this step for other What's New items.
  11. Refresh the live data so that the newly added adoption items display in the workbook:
    1. In the live data panel, click
      Refresh Now.
      (If you previously closed the panel to see more of the workbook data, you can display it again from
      View
      Panels
      Live Data
      .)
    2. Click
      Confirm
      . The Workday report runs, and the workbook displays any new data; the adoption items you added display in the Adoption Item(s) column.
  12. Create a pivot table to see a summary of the analyst data:
    1. In the
      Feature Data
       sheet, select
      Insert
      Pivot Table
      .
    2. In the
      Create Pivot Table
       dialog, leave the fields as is and click
      Create
      .
      A basic pivot table displays in a new Sheet1 and the Pivot Table panel displays.
    3. In the Pivot Table panel:
      • From
        Available Fields
        , find
        Analyst
        and drag it to the
        Columns
        area.
      • From
        Available Fields
        , find
        Assessment
        and drag it to the
        Rows
        area.
      • Click
        Update
        . The table updates to display a summary that looks similar to this image:
      Pivot Table - Feature Planning with Worksheets
Optionally, you can create a formula column in the workbook to create working Community Post links in the live data area so that the links open the associated What's New posts instead of an instance page. (Worksheets doesn't support opening external links or attachments from a workbook.) To do this:
  1. In the workbook, create a formula column to the right of the Community Post column. Right-click the
    Community Post
     header and select
    Insert Formula Column
    Insert Right
    .
  2. Click
    Confirm
     to do the live data refresh and create the formula column.
  3. Double-click the
    Formula1
     header and rename the header to
    Community Post (Corrected)
    .
  4. In the first cell of the formula column, type the formula
    =IFERROR(HYPERLINK(F1),"None")
    , replacing the
    F
     column identifier with the Community Post column letter in your live data.
  5. Press
    Enter
     to submit the formula. The IFERROR function causes cells without a Community Post link to display the text
    None
     and the HYPERLINK function takes the content of the non-working cell and creates a working link.
Refresh the live data at any time to bring in any corrected or newly added What's New items.
Create charts to track progress of analysis.
Share with others outside the team, giving them comment or view access, so they can see the assessments but can't edit the data.

This content is not part of the Workday Administrator Guide.