Don’t forget that Workday has ready-to-run reports you can use to view data, accomplish tasks, and get information that is Important to you. 

You can also search for "Run Custom Report" in the search bar. This will show you all reports you have some level of access to. Note that your ability to view full reports may be limited by your security permissions in Workday. 

This job aide will go the different functionalities of reporting within Workday. 

Considerations

Not all functionality may be available to you. Access to certain reports, fields, columns, and editing ability depends upon your security permissions in Workday. 

Initiation

1. Report access is driven by the security. Each user is granted a security role and this determines what access to data they have in the system. Some segments of data are confined to the cost center and supervisory organization assigned to the user.

2. Benefits of reports in Workday include:

   • Real Time: Data is accessible in real-time. Users always have access to the most current data in Workday

   • Drill Down: Drillable fields are blue links that can be selected to view related and more detailed information

   • Secure: Data is visible only to the roles given the appropriate permissions

   • Dashboard: Provides meaningful analytics for leadership to make informed decisions

Accessing Reports

1. Reports can be accessed in many ways. Some of these ways include:

   • From an application on the landing page

     • These reports are listed under the View column in the applications that provide reporting functionality. Reports are labeled with names that describe the information they display.

   • Directly through the search bar

     •  Workday has predictive searching, when looking for report you can type the exact name of the report or begin typing the name of the report or use a key word and the report will appear.

   • Through a dashboard

     • Dashboards are preconfigured pages that consolidate key management information and actionable items in one location. 

     • These applications may include reports, menus with related tasks, and announcements.

     • To access dashboards, from the home page:

• Select the dashboards icon

• Select a dashboard from the list

• Reports may be available within the dashboard

• Note – Most will not have dashboards.

Report Prompts

1. Prompts are fields or check boxes that can be displayed prior to executing a report, if they have been enabled on that report. They serve as a filter for report results. Prompts can be optional or required, as indicated by a red asterisk. Individual or multiple values can be edited based on the desired results.

2. A common check box for Organization-based prompts is “Include Subordinates”, which allows users to include data from all subordinate organizations of those currently selected.

3. Saving prompt values for future use as a filter

   • Select the prompt values, and then in the “Untitled Filter” box, enter a name for the saved filter, and then click the ‘Save’ button. The report filter is then saved in the user’s Workday account and is available any time the user accesses the report.

   • This process can be repeated as many times as needed to create multiple saved filters.

Report Icons

1. Reports have different icons including:

   • The Filter icon allows you to filter the data from each column in the same way as in Excel

   • Use the Expand/Collapse Chart icon   to change the view of the report. Once selected, there is another icon in the top-right corner to select the desired report view.

   • The View/Edit Grid Preference Icon to rearrange or remove columns

   • Select the Toggle Icon   to expand the size of the report output within the screen

Sort and Filtering Capabilities 

1. A report can be sorted by a value in a column by clicking on the Column Heading and choosing either “Sort Ascending” or “Sort Descending”.

   1. 1. Once a sort option is selected, it can be removed by clicking on the Column Heading and selecting “Remove Sort”

2. A report can be filtered based on the values of specific columns by selecting the Column Heading and using the “Filter Condition” and “Value” fields. Only rows meeting the filter criteria selected will be visible.

   1. Filters can also be added by clicking on the filter icon in the upper right-hand side of the report table and clicking the “Add” button.

   2. Filter Conditions are dependent on the type of data in the column. 

• Numerical data can be filtered using: equals, greater than, less than, between, is empty.

• Textual data can be filtered using “is empty” and “is”. The “is” option allows users to select values from a list and will only show rows containing those values.

3. Some reports allow for drillable actions. Report values that are blue links indicate the ability to take additional action. graphical elements of a report.

   • Selecting the value will allow the user to see the related business object or to see a sub-report that has additional detail, also called ‘View Details’

   • The user can also use the “Related Actions” button to perform additional actions when available. User will see the “…” icon and can check to see what, if any, related actions are available.

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