Concept: Inserting Dynamic Data in Document Layouts

When you create a document layout, the custom report you choose as the source defines the data fields and condition rules available in the layout, as well as the data included in the generated document. If changes are made to the data fields in the report, you can use the

Edit Document Layout

task to open the document layout, review the data fields and condition rules, and make updates as necessary.

You can insert a data field in the text area of a text or table element. Data fields display in the

Dynamic Data

panel with a + sign. You can select the

Filter

icon in the panel to show data field descriptions and types.

Any time a format for a currency or numeric data field is added, removed, or changed in a report, the data fields are updated in the

Dynamic Data

panel in the document layout, but you must remove the data field instances from the document layout itself, and re-add them, in order for printed documents to accurately display the values.

To insert a data field:

Click in the text area of a text or table element.
From the
Dynamic Data
tab in the right panel, click the
+
sign next to the data field that you want to insert. The data field displays in the element as text with a dotted underline and green background.

To delete a data field, select it and press the

Delete

key.

To replace all instances of a data field with a different one:

Locate the data field in the
Dynamic Data
tab in the right panel.
From the related actions menu next to the data field in the panel, click
Replace All
.
Locate the new data field you want to insert and click the
Replace Data
icon.

When you add dynamic data to a table, you must place multi-instance data from different business objects in different rows of the table to ensure that the repeating data rows align correctly when the document is generated. If the

+

sign next to a data field in the

Dynamic Data

panel is grayed out, then the data field can’t be placed in that same table row. You can select the related actions menu next to the data field and then click

View Data Details

for information about the related business object.

You can insert a check box in the text area of a text or table element and associate it with a boolean (true/false) data field. When you print the document layout, the check box will display as checked (true) or unchecked (false) depending on the data field it is associated with.

To insert a check box:

Click in the text area of a text or table element.
Click the
Check Box
icon in the toolbar.
Select the data field for the check box from the list of available boolean data fields and click
Insert
.
Type a label for the check box by adding text next to it in the text element.

The check box displays in the layout as checked with a green background. To see the name of the data field associated with the check box, select the check box and view the

Format

tab on the right.

To delete a check box, click it and then press the

Delete

key.

You can insert a placeholder for an image that is associated with a data field, such as an employee photo. Image placeholders display in the

Dynamic Data

panel along with other data fields and are identified by an icon with a square and + sign. While data fields must be placed in the text area of a text or table element, image placeholders are contained within their own element and can be placed anywhere on the page.

To insert a dynamic image:

Locate the dynamic image in the
Dynamic Data
tab in the right panel.
Click the
Image Placeholder
icon (a square with + sign) next to the dynamic image that you want to insert.
Move the cursor over the top, bottom, or side edge of an existing element. A blue indicator displays to show the locations where you can insert the image placeholder.
Click to insert the image placeholder. The image placeholder displays as an empty rectangle with a green background.

To delete an image placeholder, select it and click

Delete

from the

Format

tab in the right panel.

To move an image placeholder, select it and click

Move

from the

Format

tab in the right panel. Move the cursor to the new location and click to place the image placeholder.

You can group and subtotal data in a table that includes repeating data rows and numeric or currency data fields. When you create the table row, insert the repeating data field to group by in the first column and insert a numeric or currency data field to subtotal by in the last column. Then select the table row you want to subtotal and click the

Subtotal Repeating Row

toggle in the

Format

tab on the right panel.

A repeating data row in a table that is enabled for subtotals displays a subtotal indicator to the left of the row. When you print the document layout, a new row with a subtotal value in the last column displays below the group of data rows in the table.

Workday doesn't support:

Subtotaling non-numeric data fields.
Subtotaling only some of the rows in a table.
Subtotaling data fields of different currency types.
Grand totaling of all numeric or currency data fields in a table.
Grouping rows of data in a table without subtotaling them.
Grouping rows of data in a table by more than one data field.
Modifying the order of the table rows within a group of subtotaled rows.

If you enable a table row for subtotals and then modify or remove the data fields in that row, you might need to enable it for subtotals again.