Add Live Data from Workday Reports to Workbooks

Prerequisites

Security:
Worksheets
security domain in the System functional area.

Context

Start the Data Wizard

Select the starting cell for the data. Worksheets starts adding data in the selected cell and adds data to the right and down from that cell.
Click the
Add Live Data
button, which is next to the
Share
button. Then follow along as the Data Wizard guides you through the workflow of creating a live data area from a report.

Select Report

Select a report to use as the data source for the live data. By default, only reports that are enabled for Worksheets display in the list of reports.
(Optional) Select the
Include reports not enabled for Worksheets
option to view all reports that you have access to.
Note: If you select a report that's not enabled for Worksheets, the process of adding the live data to the workbook might fail. The
Include reports not enabled for Worksheets
option adheres to existing report sharing security. Worksheets displays only reports that you can run elsewhere in the system.

Select Prompt Values

(Optional) Select
Use Report Default
to use the default prompt value from the report when initially getting the report data, and when refreshing the live data.
(Optional) Select
Determine Value Dynamically
for applicable date prompts, then select a dynamic value, to determine the prompt value based on a context, such as the current date.
(Optional) If you previously assigned a report as a source report, you can select the
Map to Existing Prompt
selection, then select the defined global prompt. Available prompts show the table name and the prompt name.
(Optional) If you change or add prompt values but later you change your mind, select
Reset All to Defaults
to go back to the default prompt values.

Select Columns

Select the columns to include in the workbook using one of these methods:
Drag them into the preview area.
Click the
+
next to the column name.
Search for a column by name.
Click
Select All
.
(Optional) Remove report columns by clicking the X icon, or reorder columns by dragging them.
(Optional) Rename report columns to use names that are more meaningful for your live data area, by clicking the
Column Options
(three dot) menu at the right side of the column. Then type a name into the
Display Name
field. The original name from the Workday report displays in a smaller font below the new name. The name must be unique to the live data area (report).
(Optional) Set a format for the data by clicking the
Column Options
(three dot) menu at the right side of the column. In the
Formatting
drop-down menu, the available formats match the selections in the
Format
Number
menu. Worksheets retains the formatting when the related live data refreshes.
(Optional, for Advanced reports only) Click
Add Note Column
to add a column into the live data for notes that you want to manually enter later. Use a note column when you want to keep your notes aligned with the correct rows of data even after a live data refresh. After adding a Note column:
You can drag the note column to a different location in the sheet.
You must select a report column in the
Key
field. The column you select must contain unique values, such as Employee IDs. The value must not change over time, and the value must exist in
only one row
of the live data. Worksheets uses the key to match note rows to live data rows. Make sure your key is unique; if it isn't, notes will be lost.
If you add at least one note column now in the Data Wizard, you can add more note columns in the live data after completing the wizard.
(Optional, for Advanced reports only) Click
Add Formula Column
to add a column into the live data for a scalar formula that you want to manually enter later. This formula will calculate only for the rows of data in the live data area. You can:
Drag the formula column to a different location in the sheet.
Add more than one formula column.
(Optional) To sort the data according to a particular column in the report, select an
Order By
column and a sequence (A-Z or Z-A). If you use
Order By
to sort the data, the sort overrides the sort settings from the Workday report definition. When you use the data wizard's sorting option, Worksheets preserves the selected sort order when you refresh the data. Standard sorting within the workbook (using
Data
>
Sort
) isn't preserved when you refresh.

Select Options (Optional)

Insert report data
as either
live data
or
static values
. If you added a note column or formula column in a previous step, the
static values
option isn't available.
Type a
Table Name
for the live data table to be created. You can use this table name in combination with column names to create references to the live data; these are called structured references. The table name can be between 1 and 255 characters long. Table names must be unique across the workbook, and the name must not be the same as any pivot table names. If you don't enter a table name, Worksheets automatically creates a value based on the underlying Workday report name. Additionally:
If the report name contains non-valid characters (characters other than letter, digit, underscore, or period), those characters are replaced with underscores in the generated table name.
If the generated table name would conflict with a workbook address (such as a cell address of A1 or a sheet name/address), Worksheets appends an underscore to the generated name.
For the first instance of a live data table, Worksheets uses the report name as the table name, without adding a number at the end. If you add two or more live data areas into the workbook based on the same report, Worksheets adds a unique number at the end of each automatically generated table name.
If the report name is longer than 255 characters, the generated table name is truncated and a unique number is added.
Select
Limit number of rows inserted
if you want to preview the results before generating the live data area with all the report data.
Clear the
Highlight live data area
check box if you don't want Worksheets to automatically highlight the live data area content.
Restrict live data editing and refresh to the owner only
.
Enable multi-instance values
to cause all values of multi-instance fields to be displayed in the resulting workbook.
(Optional) To assign the prompts from this report as global prompts, select the
Set as Source Report
option. You can select only one source report for a workbook. If you select this report as the source report, then you need to map other live data area prompt values to the global prompts. For the other live data areas, in the Data Wizard
Select Prompt Values
page, select the
Map to Existing Prompt
selection, then select the desired global prompt.
Click
Save & Refresh
to run the associated Workday report and display the live data in the workbook.