Schedule Automatic Live Data Refreshes

In a workbook containing live data from one or more Workday reports, the workbook owner can create a schedule to refresh all the live data in the workbook and recalculate the workbook. For example, you can schedule refreshes to occur during the night so you have access to the most recent data in the morning. Workday automatically runs any associated Workday reports and refreshes the workbook based on changes that occurred in the report data.

When the schedule runs:

Worksheets refreshes live data; it also recalculates any volatile functions, and formulas affected by changed workbook data.

The refreshed live data is available to any users you shared the workbook with.

Worksheets assigns you as the user who runs the refresh. This information displays in the live data panel.

If the Workday report associated with the live data refresh times out 3 times consecutively, Worksheets automatically cancels the refresh and pauses the schedule. If Worksheets pauses a schedule, the workbook owner receives a Workday notification that includes a link to the affected workbook. After you fix the problem that caused the report failure, you need to manually resume the schedule by clicking

Resume

in the live data panel in the workbook.

Keep these considerations in mind:

Prompt values for the report fields vary depending on your selection in the Data Wizard:

Use Report Default

: Uses the default value from the report definition.

Map to Global Prompt

: Uses the global prompt value you selected from the source report.

Determine Value Dynamically

(for applicable date prompts): Uses the selected dynamic value, such as

Today

Last Day of Last Month

You can create 1 schedule per workbook. If a schedule already exists, you can edit it or delete it.

If you copy a workbook, the schedule no longer runs; you must create a new schedule in the copied workbook.

The Report Writer Schedule a Report
task doesn't support sending the report output to a workbook.

If the workbook is in manual calculation mode, the schedule doesn't update any formulas.

Worksheets doesn't preserve the schedule for:

Copied workbooks.

Removed workbooks (that are in the trash). If you restore the workbook, Worksheets restores the schedule.

Workbooks that are merged into another workbook.

Workbooks that change ownership.

Workbooks from tenants that you refresh from tenants with a different name. You need to create new schedules for the workbooks. Example: You refresh a tenant named company_name_preview
from a tenant named company_name
.

In the workbook, select

Data

Schedule Live Data Refresh

If a schedule already exists for a workbook, the menu option is

Data

Edit Scheduled Refresh

. Select this option to edit or delete an existing schedule.

Select either a one-time refresh, or define the refresh frequency by selecting options.

The fields in the dialog differ depending on the refresh frequency you choose.

The schedule must start on a future day; you can't start a schedule during the current day.

You can set an expiration date for a schedule up to 1 year in the future.

You can run a scheduled refresh 1 time per day.

(Optional) Prevent Workday notifications by clearing the

Refresh Notifications

check box.