Workday Reporting

Overview

Workday delivers the gamut of financial reporting. User-defined, real-time query provides insight whenever and wherever you need it. And, as with all information in Workday, reports will render in tabular or graphical format for display or download.

Additionally, Workday Report Writer helps you create reports to run directly from your Home page or the Favorites application. As with all Workday actionable reports, you can drill into objects to obtain additional information and use related tasks to perform authorized actions on items within that report. With all reports, you can download the results to an Excel spreadsheet or a PDF document.

Objectives

By the end of this chapter, you will be able to do the following:

Identify the required security groups necessary to run financial reports.

Identify the Workday standard reports.

Copy and modify a custom report.

Security Policies

As you deploy Workday, you will configure security policies to ensure the appropriate security groups have the right permissions. We will cover security groups, domains, and business processes in this chapter.

Security Groups

Report Writer
: This user-based security group can set up, maintain, and report on system-wide objects.

Report Administrator
: This user-based security group can create, view, edit, and delete all custom reports, regardless of report ownership.

Temporary Report Writer
: This user-based security group uses the domain 'Ability to Create Only Temporary Reports.' This is a separate security group from Report Writer that allows Temporary Report Writer's to only create temporary reports that expire after a finite amount of time.

Workday Reporting Overview

Workday reporting overview

Reports in Workday have an easy-to-use, consumer-friendly interface with the functional user in mind. Reports exist as built-in features in the application, which allow users to act on the report output directly from the user interface. Reports in Workday leverage your security configuration, allowing you to access real-time, relevant data.

You can build custom reports using the Report Writer tool. You can embed reports in your business process transactions to provide relevant data for decision-making at the time of decision. You can also enable reports as worklets and display them on dashboards. In addition, you can use scorecards to display a snapshot of important metrics for a specific organization for a particular period. These metrics are sometimes called Key Performance Indicators, or KPIs.

The Workday reporting ecosystem supports many features:

You can use reports in outbound integrations (Reporting-as-a-Service).

Mobile devices can access reports.

Workday allows you to associate layouts with your custom reports, which it uses to generate PDF files. In Workday, these designs are business form layouts. You can define a business form layout using the Report Designer (BIRT) tool in Workday Studio.

You can use Prism Analytics to analyze data from both Workday and external sources.

Workday helps you automate your Excel processing and formatting when exporting a Workday custom report. Excel templates reduce the time and effort needed to deliver Excel workbooks based on Workday custom reports. This is especially valuable in cases where you export a report on a regular basis and then reformat the data in Excel. This feature supports any macros, calculations, and formatting defined in the associated workbook template.

Workday Standard Reports

Before introducing Workday Report Writer and creating custom reports, it is a good idea to first discuss the standard reports that Workday delivers.

Workday creates and delivers standard reports to all customers. Workday creates standard reports using:

Report Writer, which is the same functionality you can use to create and edit custom reports. You can make a copy of a Report Writer report, change it any way you want, and then save it. Run or schedule the report from the report's object under the Report column. If you want to copy the report to customize it, note the report name from the Name column and then navigate to

Copy Standard Report to Custom Report

.

XpressO, which is a Workday proprietary programming tool that provides special capabilities for building reports. You cannot copy or edit an XpressO report.

Viewing Workday Standard Reports

The

Workday Standard Reports

report enables you to display a list of all Workday-delivered reports. The categories of the

Workday Standard Reports

report include the following:

Description

Domain security, if you have permission to access the domain.

Scheduling access

If you have security permission, you can find more information by navigating in the following ways:

From the domain's Related Actions icon, select Domain > View Security Policy.

From the Related Actions icon in the Report column of a Report Writer report, select Standard Report > Run.

Metric Reporting

Financial Metrics

Financial Metrics is a "quick view" of a company's key measurements of liquidity, balance sheets, and profit and loss. Workday predefines the ratios, but you can define the ratios and measurements displayed in the report. Also included is a Key Performance Indicator (KPI) scorecard that measures the results based on the targets defined for each ratio.

Financial Metrics Report

The

Financial Metrics

report is easy to generate since Workday predefines the report parameters. The user accesses the report and generates it in one select. Or you can view it from the organization's Related Actions.

Generate the report for a specific organization or by a default organization based on the user. If the manager is a member of multiple organizations, the default is the highest organization within the highest organizational hierarchy node. Using the Change Selection button, the user can select any of the other organizations that defined for the

Financial Metrics

report.

In addition to selecting the organization, you can change the reporting period to report on prior or current period results.

Financial Metrics Definition

Define financial metrics measurements and ratios before granting users access to the

Financial Metrics

report. These definitions determine the organizations and run time parameters, which make it easy for users to generate the report. Only one Financial Metrics report definition can exist for each company. However, you can define multiple companies in a single definition.

Define the following financial metrics using the

Create Financial Metrics Definition

task:

The translation currency.

Account translation rule set, if companies within the scope of the report must translate to the reporting currency.

Default time period the report uses when generating. The users can change the time period once you open the report.

The standard financial measures, which are the fields used to derive the amounts used in the ratio calculations, are initially empty. Define the measures based on the account set used by the organization and any worktags necessary to properly define the measure.

For instance, Workday calculates the liquidity metric of operating cash flow via the standard measures of EBT (earnings before taxes) + Depreciation - Taxes.

Workday derives the standard financial measures for EBT, depreciation, and tax amounts based on the account and account summary associated with each measurement.

Liquidity Metrics

Workday defines the liquidity metrics and requires you to select Display and define the standard measurements in order to be present the

Financial Metrics

report. If selected to be displayed in the report, you can also define the override label and lower and upper targets for the organization and display the KPI scorecard.

Balance Sheet Metrics

On the

Financial Metrics

report, select the balance sheet metrics to display, and define the standard measurements that support the ratios. If displayed in the report, you can define the override label and lower and upper targets for the organization and display the KPI scorecard.

In addition, Balance Sheet Measures is a section that can provide the underlying components of the balance sheet ratios that may further highlight the key ratio results. For example, the cash, receivables, and payables are key components of the current ratio. Define the balance sheet measures based on the requirements of the organization using the account, account summary, and any required worktags.

Profit and Loss Metrics

On the

Financial Metrics

report, select the profit and loss metrics to display and the standard measurements that support the ratios defined. If displayed in the report, you can define the override label and lower/upper targets for the organization and display the KPI scorecard.

Profit and Loss Measures is a section that provides the underlying components of the profit and loss metrics. For example, the net income and total equity are key components of the equity ratio. Define the profit and loss measures based on the requirements of the organization using the Account/Account Summary and any required worktags. Furthermore, you can include the business plan in the profit and loss measures, providing an additional perspective to the analysis. Workday provides the business plan only for profit and loss accounts.

Key Performance Indicators

The key performance indicators (KPIs) will display the number of measurements that are within target. Define the lower and upper targets for each of the ratios you want included in the KPI scorecard.

Reporting Terminology

The first step to mastering the Report Writer is to understand the terminology involved in reporting, especially when it comes to business objects and data sources.

Workday stores your data in business objects, which is similar to database tables or worksheets in Excel. Just as a database table or worksheet has columns and rows, a Workday business object has fields and instances.

The report data source (RDS) provides the view into the primary business object (PBO). This object gives you access to class report fields (CRFs), as well as links to related business objects (RBOs).

A Report Data Source links the Receipt Primary Business Object to the Worker Related Business Object to show receipt statuses and managers.

Term	Definition
Primary Business Object	The main business object for the report. It holds the data that will be displayed in your report.
Related Business Object	Objects that are associated with the primary business object. These objects can have a 1:1 or 1:M relationship with the primary business object. A field on the primary business object links the two business objects together.
Report Data Source	Workday delivers data sources for some business objects. You can think of the data source as the 'view' or 'starting filter' for reporting on the given primary business object. Choosing a report data source is the first and most important step in developing a custom report.
Class Report Fields	When working with Workday custom reports, you can select available fields (depending on your security). These fields can be Workday-delivered fields, calculated fields, or custom fields.
Instances	Instances of a business object in Workday are like rows in a table or spreadsheet. Each instance represents a unique occurrence of that object type, such as organization or worker.

Report Data Sources

Workday defines and delivers data sources. Workday delivers zero, one, or multiple data sources for business objects. The report data source is the view or selection of instances of a given primary business object; this is essentially the starting data for your report.

Except for composite reports, you must select a single report data source when creating a report. Doing so will determine the primary business object for the report. A report displays one row for each instance of the primary business object.

Both data sources provide access to the same information, but the information displays differently. You need to understand how users want to view, sort, and filter the data in order to choose the best report data source for the report.

Each data source is associated with a primary business object and has its own security. The access defined for a data source controls whether a user can create or run a custom report based on that data source. Each data source has a list of permitted security groups. You must have access to a permitted security group to create a report using the data source or run the report. In addition, you can only share a report with users who have access the report's data source. There are two types of data sources: standard and indexed.

Standard Data Sources

A given Workday business object can have several standard data sources associated with it, each representing a different filter or selection into instances of that object. Think of the data source as a starting filter. Choose the data source that returns the smallest dataset that still includes all needed data. Doing so is more efficient than using a data source that returns a larger dataset and applying filters to only display a subset of the data.

A data source can contain all instances of the primary business object or it can have built-in filtering logic defined by Workday. If the report has built-in filtering, you can build the filter comparison values into the data source or you can prompt the user for the comparison value.

When selecting a data source for your report, you should be aware of your report's performance as well. Standard data sources can range from very broad to very specific. However, all standard data sources will cause your report to run slower than if you select an indexed data source. Therefore, it is always advisable to select an indexed data source if it includes all of the fields you need. Doing so is especially important when reporting on large volumes of data, such as all workers in your organization.

Indexed Data Sources

Indexed data sources are a special type of data source optimized for performance, aggregation, and faceted filtering on large volumes of data. We recommend you use indexed data sources whenever possible to get the best performing reports.

When you create a custom report based on an indexed data source, a prompt allows you to select from a list of predefined filters, if available. Workday secures data source filters so users can only use filters to which they have access.

To gain the performance benefits of indexed data sources, use indexed delivered fields. You can use nonindexed fields, but you do not realize the indexing benefits. Additionally, Workday may index fields for different purposes. The biggest impact to performance would be using a field for grouping, aggregation, or filtering that Workday does not index for those purposes. Nonindexed fields in detailed reporting do not have as great an impact to the overall performance.

Just like with standard data sources, a given Workday business object can have multiple indexed data sources associated with it. Each indexed data source provides a different filter into instances of that object. For example, the Journal Line business object has two indexed data sources: Journal Lines and Journal Lines for Financial Reporting. The Journal Lines data source returns more instances than the Journal Lines for Financial Reporting data source. For optimal performance, you should choose the data source that returns the smallest dataset that contains all needed data.

Indexed Report Fields

Although reports that use indexed data sources typically perform faster than those using standard data sources, there are additional considerations for maximizing your indexed report's performance. One example of this consideration is the selection of fields for your report columns and filters. When selecting the fields for your report, you will notice that Workday marks many of them with a lightning bolt symbol.

Workday has indexed fields with this symbol, meaning Workday optimized them to perform well when used in a report with an indexed data source. You can also use a field's Related Actions to access indexing information.

When creating a report with an indexed data source, try to use only fields indexed for that data source. Using nonindexed fields as columns or filters on your report will compromise your report's performance and, in some cases, can cause significant slowdown.

Data Source Filters

When using an indexed data source for your report, you can identify a data source filter, which will affect your report performance. Just as a data source focuses on the data evaluated from a business object, a data source filter can limit or reorganize the data returned in your report.

A given indexed data source may have multiple data source filters. You can use the Data Source Filter field to identify a valid data source filter. If you leave the Data Source Filter field blank, Workday applies the default filter to the report.

You can use a data source filter's Related Actions to view a description of the data source filter, the data source, and security information. These descriptions indicate if the data source filter includes additional prompts, and will often include tips on how to best apply the data source filter.

If you plan on adding filters to your report definition, consider using a data source filter on your report. At runtime, the report will apply any filters you have added to the definition. If you include multiple filters, it can negatively impact your report performance. However, if you use a data source filter to hone in on more specific data, you may not need to use as many filters. Workday prefilters the data by the time you run the report, which vastly improves performance and lets you access the data you need quickly.

Data Sources Report

The

Data Sources

report is a useful report for research. This report helps you understand:

Whether a data source is standard or indexed

If the data source includes built-in prompts

Permitted security groups for the data source

Class Report Fields

Each data source has many class report fields (CRFs). When creating custom reports, you can display, sort, filter, and create prompts for Workday-delivered fields, calculated fields, and custom fields.

Class report fields (CRFs) can be simple or object types. Simple types are not actionable and appear as black text. Object types are actionable and appear as blue text. Security controls access to class report fields.

The following table shows the field type icons and their definitions.

Icon	Definition
	Text : Represents a simple text field, such as First Name.
	Rich Text : Represents a rich text field, such as Overall Comment - Manager.
	Numeric : Represents a numeric field, such as Employee Count.
	Currency : Represents a currency field, such as Base Pay.
	Date : Represents a date field, such as Hire Date.
	Time : Represents a time field, such as End Time.
	DateTime Zone : Represents a date and time (in a specific time zone) field, such as End Date/Time.
	Boolean : Represents a True/False field, such as Active Status.
	Single Instance : Represents a one-to-one (1:1) relationship between two objects. For example, you can associate one Employee with one Pay Group.
	Multi-Instance : Represents a one-to-many (1:M) relationship between two objects. For example, one Worker can have multiple Dependents.
	Self-Referencing Instance : A reference back to itself. Journal number references the journal.

Determining the Primary Business Object and Data Source

When creating a custom report, you need to determine the primary business object and data source for the report. There are several questions you should ask:

Which business objects contain the fields needed in the report?

If there are multiple business objects:

Are the business objects related?

Which should be the primary business object?

Which should be the related business object?

Which field links the two business objects together?

Which data source should I use?

Business Object Details Report

The

Business Object Details

report can help you understand and navigate the Workday object model. Knowing how business objects relate to each other and which data sources are available is invaluable when building reports. We recommend starting with this report first to get an idea of what objects you might want to use in your custom report. You can also use this report to get a list of data sources.

When running this report, you must select which business object you want to view. The report contains up to four tabs: Fields, Related Business Objects, Data Sources, and Reports. Workday will hide the tab if the business object does not contain data for one of these tabs.

Fields Tab

This tab shows all available delivered, calculated, and custom fields for the business object. You can filter by a column in the report to narrow down which fields display. For example, you might filter the Field Source field to only show calculated fields.

journal entry reversal screen shot

Related Business Objects Tab

This tab shows information about the relationships between this business object and other business objects. The tab displays two sections of information. On the left side, you can find the list of business objects that this business object links to. On the right side, you can find the list of business objects that link to this business object.

links to related business objects screen shot

Select the number in the Number of Links column to determine which fields link the business objects together. In the following example, there are three fields that link to the Journal Entry business object.

business objects and descriptions screen shot

Data Sources Tab

This tab shows available data sources for the business object. You can also view more general data sources and more specific data sources.

Note
: If you do not notice the Data Sources tab, then there are no delivered data sources for the business object. This means you cannot use the business object as the primary business object for a report. Consider using a related business object to access the data you need.

Reports Tab

This tab shows if there are reports in the tenant (both standard and custom) that use the given business object. You can use these reports as a reference when writing reports for this business object.

You can select the Reports Displaying Business Object at Second Level button to determine the reports that include this business object as a related object.

Contextual Reporting

You can use contextual reporting when you know the data you want to report on, but do not know the business objects and report fields for that data.

You can use contextual reporting to create and view related reports directly from the context of a given business instance. It can enhance your knowledge of fields, business objects, and data sources associated with a given instance. It allows you to view related reports available to repurpose or customize all in the context of a given business object.

Many Workday business objects allow you to create a custom report directly from within the context of where you are in the application. This process enables you to quickly build a report using data that is familiar to you.

To create a report when viewing the data you are interested in, such as a specific employee or expense report, from the object's Related Actions, select Reporting. The following are the contextual reporting options:

Option	Description
Create Custom Report from Here	Used to create a custom report from the context of where you are in the application. Workday automatically restricts the data sources available for the report to sources that are based on the selected business object.
Related Reports	Used to view the standard and custom reports that use this business object as the primary object on the report. You will only have a list of related reports to which you have security access.
Report Fields and Values	Used to display all the report fields and values related to the selected business object and instance. It only displays fields that your role allows you to view. For each field, you can also access data sources that include those fields for reporting.

Creating a Custom Report

Before building a custom report, there are several questions you should ask to help you design the report:

Where is the data I need?

What view of the data do I need?

What fields should Workday display?

How should Workday group and sort the data?

How should Workday filter the data?

How should Workday display the output?

Who is this report for? Who should Workday share the report with?

Is there an existing report that Workday can use as a starting point?

You can use the

Create Custom Report

task to create a custom report. When creating a report, you must specify the Report Name, Report Type, and Data Source. You can also select the Temporary Report and Web Service Enable options, which we will discuss later in this chapter.

Reminder
: A user's security access to data sources drives data source selection for the report.

Note
: Selecting the data source determines the primary business object for the report. Once a report is based on a primary business object, you can only change the data source to another data source on the same primary business object. You cannot change the primary business object for a report.

Report Name

As a best practice, you should establish a naming convention to make your reports easy to find.

Report Type

Workday Report Writer provides the following report types for creating custom reports.

Option	Description
Advanced	Allows you to display data from the primary and related business objects. Enables you to sort and filter the data, show groupings, display subtotals, and grand totals. You can also add charts, enable the report as an application, share the report with other users, and enable the report as a web service.
Composite	Allows you to combine several existing matrix or advanced reports into one report. Workday considers each report a sub report, and each report can have its own data source. It also provides advanced formatting options.
Matrix	Forms the foundation for custom analytics. It allows you to group data, summarize the metrics for each grouping, and drill into the summarizations for further analysis.
nBox	Counts the data and displays the results in a two-dimensional matrix.
Search	Displays search results based on values selected for facet filters on the report.
Simple	Provides straightforward design options for the beginning or occasional user to create reports quickly and easily with limited options. It allows you to display, sort, and filter data from the primary business object.
Transposed	Interchanges the rows and corresponding columns on the report. Transposing allows you to create reports that enable side-by-side comparisons.
Trending	Similar to a matrix report, but with a time period element. Use it to report and analyze trended worker data, like headcount and attrition, over time.

Temporary Report

You can mark a report as Temporary. Doing so means that the report has a defined period of time before it expires and becomes eligible for deletion in the tenant. By default, a report will expire after seven days. For reports that are not the Simple report type, you can change the expiration information on the Advanced tab.

Use the

Delete Temporary Report Definitions

task to delete temporary reports in a tenant that have expired and are eligible for deletion. You can schedule the task to run once or on a daily, weekly, or monthly recurrence. This process will permanently purge expired reports from your Workday tenant.

Web Service Enabled

To use a custom report in an outbound integration (Reporting-as-a-Service), select the Web Service Enabled checkbox. Selecting this checkbox also makes the report available to the Business Intelligence Reporting Tool (BIRT), Planning and the big data analytics tool. You can set additional web services options on the Advanced tab.

Custom Report Tabs

When creating a custom report using the Advanced report type, you can configure the report using these tabs:

Option	Description
Columns	Specify the fields to include on the report and the sequence to display them. The columns grid contains one row for each field that should appear as a column on the report. Each row in the grid defines the business object, field, column heading overrides, and options for how the field displays. Security Note : You can only add fields that you have access to.
Sort	Control the order in which Workday presents and groups data. This tab controls sorting data on the primary business object and subsorting data on related business objects. You can also specify options for displaying subtotals, grand totals, and outlines. If you do not specify sorting or grouping criteria, the report will sort the data based on the first column of the primary business object. Workday will not group or total the data.
Filter	Specify how you want to filter the primary business object. A filter consists of one or more filter conditions, defined as rows in the filter grid.
Subfilter	Specify how you want to filter the related business objects. You can add subfilters for multiple related business objects. Each subfilter row corresponds to filter conditions for the particular related business object you select.
Prompts	Specify prompt-related data about your report, including populating undefined prompt values. You can set default values for prompts so users do not have to enter values when running a report. You can also hide prompts that have default values, so users do not notice them at runtime.
Output	Override the default output options, including output type, application options, and help text. By default, Workday renders a custom report as a table. You can change output to display the report as a chart, chart and table, or gauge. Workday does not enable a custom report for use as an application, but you can change this setting.
Share	Share the report with other users or groups. By default, a custom report is visible only to its owner. You can only share a report with users who have access to the report data source. Sharing a report with other users allows them to run and copy the report. Once they have copied the report, they can edit and share their version.
Advanced	Define additional report options, enable save parameters, enable a report as a web service, enable a report for Worksheets, or change the expiration information for temporary reports.

Sorting

By default, a custom report is sorted by the leftmost column of the primary business object. The Sort tab on the report definition allows you to control the presentation and group order of the data.

In the Sort and Group grid, you specify which fields from the primary business object to use to sort the data. The first field determines the highest-level sort, the second field determines the next level sort, and so on.

Note
: Displaying sort fields on report output is not necessary.

Filtering

The Filter tab allows you to filter the primary business object. A filter consists of one or more filter conditions, defined as rows in the filter grid. You can filter on any field from the primary business object or Global business object (global fields). Fields used for filtering do not need to display on the report output.

The following are the options available when defining a filter:

Option	Description
And/Or	Enables you to specify how Workday evaluates multiple filter conditions. Select And to indicate that each business object instance must satisfy all conditions specified in your filter criteria. Select Or to indicate that each business object instance must satisfy at least one of the conditions to display in the report.
Parentheses	Some report types, like Advanced, allow you to use any combination of And / Or conditions within a filter. You can use parentheses to group conditions together and control the sequence in which Workday evaluates conditions.
Field	Specifies the field to evaluate.
Operator	Specifies the logical operator that Workday should use in the filter condition. The available choices depend on the field type.
Comparison Type	Specifies how Workday compares the field. The options are: Value specified in this filter : This option allows you to explicitly specify a value to filter on. Value from another field : This option allows you to compare the value of one field to another. Prompt the user for the value : With this option, Workday requires the prompt value for filtering and uses whatever value you entered to filter the report. Prompt the user for the value and ignore the filter condition if the value is blank : This option configures an optional prompt, so if you enter nothing at the prompt (i.e., blank value), the report will ignore the filter condition. The report will only use the value to filter on if it is not blank.
Comparison Value	Specifies what value Workday will compare to the Field value, or the particular prompt used to prompt the user for a value. The ability to enable this field and available choices depend on the field type, operator, and comparison type.

Prompting

Instead of hardcoding filter values, you can use prompts in your filters and subfilters. Prompts provide more flexibility because users can specify the criteria for the report each time they run it.

Using Prompts in Filters and Subfilters

On the Filter and Subfilter tabs, you can control which fields should prompt the user for a value. When defining a filter or subfilter condition, there are two comparison types that you can use to prompt the user for a value.

Comparison Type	Description
Prompt the user for a value	Workday will use whatever prompt value the user enters to filter the report. If the user leaves the prompt value blank, Workday will filter the report by a blank value.
Prompt the user for a value and ignore the filter condition if the value is blank	With this option, if the prompt value is blank, the report will ignore the filter condition.

Configuring Prompts

In the Prompts tab, you can configure the prompt settings. The Instructions field allows you to display specific information or instructions for the user. When a user runs a report, the instructions will appear when Workday prompts the user for input.

Some fields in Workday come with default prompts that will automatically appear in your report if you add the field to your report definition. In the Prompt tab, the Populate Undefined Prompt Defaults checkbox allows you to quickly populate any prompt defaults. When you select this checkbox, Workday automatically adds any undefined prompts to the Prompt Defaults grid.

The "Display Prompt Values in Subtitle" checkbox allows you to show or hide the prompt values at the top of the report output. In the Prompt Defaults grid, you can use the "Do Not Include in Subtitle" setting to exclude specific prompt values from displaying in the subtitle.

In the Prompt Defaults grid, you can specify options and default values for your prompt fields. The following are the options available when defining prompt defaults:

Option	Description
Field	Specifies the field for which you want to enter prompt data.
Prompt Qualifier	If you have defined a data range or a dataset prompt for this field, you must select the prompt qualifier to identify which prompt you want to override.
Label for Prompt	Overrides the label displayed for this prompt when you run the report.
Default Type	Determines the default values to use when you run the report. The options are: No default value : Specifies you did not define a default value for the field. When the report runs, Workday prompts the user for a value. Specify default value : Specifies that Workday displays one or more default values entered in the Default Value field to the user in the Report Prompt field. Determine default value at runtime : Uses the field specified in the Default Value field to determine one or more default values to display in the Report Prompt field.
Default Value	Used with the "Specify default value" and "Determine default value at runtime" options. This field specifies one or more default values or field to use to determine the default prompt.
Required	Specifies that you cannot leave a prompt field value blank when the report runs.
Do Not Prompt at Runtime	Suppresses the display of the prompt for this field. Workday uses any default values automatically, skipping any interaction for the prompt for this field.
Do Not Include in Subtitle	Suppresses the display of the selected prompt values from the final report display. By default, any values the user selects from prompts appear below the report title (above the detail data) when they run the report.

Totaling, Grouping, And Outlining

Totaling

When building a custom report using the Advanced report type, you can display subtotals and a grand total.

Grouping

When building a custom report using the Advanced report type, you can add groupings to easily visualize the data.

Outlining

When building a custom report using the Advanced report type, you can enable outlining to expand and collapse groupings. In the Sort tab, you can select the "Enable Outlining based on Grouping" checkbox.

The following are the totaling, grouping, and outlining options.

Option	Description
Field to Aggregate	Field used in subtotals and grand totals.
Count	Displays the count of instances for each subtotal and the grand total.
Display Subtotals	Shows the total amount for selected groupings.
Display Grand Totals	Shows the grand total.
Display Headers	Shows headers for selected groupings to make the data easier to read.
Include Group Name in Headers and Subtotals	Shows the name of the grouping in heading and subtotals.
Include "Total" label in Subtotals	Shows the word Total in subtotals.
Enable Outlining bases on Grouping	Allows you to expand and collapse groupings.

Security

Workday secures every report and every data source as a securable item in a security policy. Also, you can secure some fields within a data source separately.

This security also works for shared reports. Sharing a report does not override report security, so you can only share a report with authorized individuals. You can also share a report with someone who can access the report, but you will not notice all the same fields.

When you create a report, you can select only the fields to which you have access.

Sharing Reports

By default, Workday does not share custom reports. A custom report is visible only to its owner (and to users who have access to manage all custom reports). The Share tab allows you to share a custom report with authorized users. You can share a custom report with all users who have access to the report data source and the data source filter. You can also share a report with specific groups and users, but they will still need access to the data source and data source filter. The domain securing the custom report's data source determines the security groups available.

Security Note
: You can control whether report writers can use the different sharing options. Report writers must have access to these security domains to use the sharing options:

Domain: Report Definition Sharing - All Authorized Users

Domain: Report Definition Sharing - Specific Groups

Domain: Report Definition Sharing - Specific Users

When you share a report with users, they can run the report, but cannot edit it. Only the report owner (and individuals who can manage all custom reports) can edit their own custom reports. However, a shared user can view the report definition and copy the report definition if the shared user is also a report writer.

Note
: You can use the Start Proxy
task to easily test the report as a shared user. Doing so allows you to verify that a user can access the appropriate data in the report.

Scheduling a Report

You can use the

Schedule a Report

task to schedule a report or report group to run. Report groups allow you to run multiple reports as a single unit.

You can set the run frequency to run now, run once in the future, daily recurrence, weekly recurrence, or monthly recurrence. Scheduled reports run in the background.

Note
: You can also access this task from the report's Related Actions.

Output

In the Output tab, you can define the report output options. The following are the report output options.

Option	Description
Output Type	Select Excel, Report (PDF), or Text (CSV).
Report Tags	Associate report tags with the report output to make the file easy to find.
File to be Deleted After (Days)	Specify how many days Workday should keep the report output before deleting it.
Do Not Output an Empty Report	Select this option to suppress the creation of an empty file on the W: Drive if there is no report output, and eliminate the corresponding email notification.

Share

In the Share tab, you can share the report output with authorized users and security groups. The following are the sharing options.

Option	Description
Do not share report output	Workday does not share report output. Only the user scheduling the report can access the report output file.
Share report output with other users	Workday shares report output with any combination of authorized users and security groups that you specify. Also select the "I agree to the statement above" checkbox to acknowledge that you understand the implications of sharing report output with other users.

Important
: By sharing report output, you are authorizing the specified users the right to view the report and its data exactly as you do, regardless of their security.

Security Note
: You must have access to the Report Output Sharing security domain to share scheduled output and bypass security.

Users can access the report output from their My Tasks, the W: Drive, or by running the

My Report Output

task. When running the

My Report Output Files

task or viewing

More Reports

on the W: Drive, users can search for report output using report tags.

Scheduled Future Processes

The

Scheduled Future Processes

report allows you to view all background processes that Workday scheduled to run but has not yet done so. The report includes integrations, batch processes, and reports that you scheduled to run either once in the future or on a recurring basis.

From the request name's Related Actions, you can use the

Schedule Future Process

report to:

Edit or delete a scheduled request.

Suspend or activate a scheduled request.

Transfer ownership of a scheduled request (if someone leaves the company).