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Admin Guide Reporting and Analytics

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Admin Guide Reporting and Analytics

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Reporting and Analytics

Product Summary

July 2023

Contents

Reporting and Analytics........................................................................... 12

Custom Reports and Analytics................................................................ 12

Workday Reporting Concepts........................................................................................................... 12
Concept: Custom Reports...................................................................................................... 12
Concept: Business Objects, Data Sources, and Fields......................................................... 13
Concept: Indexed Data Sources and Fields.......................................................................... 15
Concept: Selecting a Data Source.........................................................................................17
Concept: Report Security....................................................................................................... 19
Reference: Report Types....................................................................................................... 19
Set Up Reports..................................................................................................................................21
Setup Considerations: Custom Reporting.............................................................................. 21
Setup Considerations: Charts.................................................................................................26
Copy Reports..........................................................................................................................28
Create Custom Reports..........................................................................................................29
Create Reports from Business Object Instances................................................................... 31
Find Custom Reports by Data Source................................................................................... 32
Set Up Drill Down for Custom Reports.................................................................................. 32
Set Up Sort Options for Custom Reports.............................................................................. 33
Set Up Filter Options for Custom Reports............................................................................. 36
Set Up Prompt Options for Custom Reports..........................................................................38
Set Up Output Options for Custom Reports.......................................................................... 39
Set Up Share Options for Custom Reports........................................................................... 42
Set Up Advanced Options for Custom Reports..................................................................... 43
Set Up Facet Configurations.................................................................................................. 47
Concept: Charts......................................................................................................................48
Concept: Effective and Entry Dates....................................................................................... 49
Reference: Chart Types......................................................................................................... 50
Reference: Filter Operators.................................................................................................... 52
Fields and Prompts........................................................................................................................... 59
Create Analytic Indicators.......................................................................................................59
Create Prompt Sets................................................................................................................ 61
Concept: Analytic Indicators................................................................................................... 62
Concept: Displaying Currency Fields..................................................................................... 62
Concept: Global Fields........................................................................................................... 63
Concept: Logical Sort Order...................................................................................................63
Concept: Report Sorting Behavior..........................................................................................64
Reference: Field Options........................................................................................................64
Reference: Field Types.......................................................................................................... 66
Example: Sort Fields by the Related Business Object.......................................................... 67
Run and Schedule Reports...............................................................................................................69
Group Reports........................................................................................................................ 69
Burst Reports..........................................................................................................................71
Attach Excel Templates to Custom Reports or Report Groups............................................. 73
Schedule Reports or Report Groups......................................................................................74
Manage Scheduled Future Processes................................................................................... 76
Save Filters.............................................................................................................................76
Save Searches....................................................................................................................... 77

Concept: Interacting with Report Results...............................................................................77

Concept: Report Schedules and Weekly Service Update Window........................................ 78
Report Administration........................................................................................................................ 78
Add Custom Reports to Workday Menus.............................................................................. 78
Share Custom Report Definitions...........................................................................................79
Transfer Ownership of Report Groups................................................................................... 79
Translate Custom Reports......................................................................................................80
Concept: Custom Report Deletion..........................................................................................81
Concept: My Reports..............................................................................................................81
Concept: Report Definition Usages........................................................................................ 82
Concept: Report Tags............................................................................................................ 82
Concept: Temporary Reports................................................................................................. 83
Reference: Custom Reports with Objects Planned for Retirement........................................ 83
Reference: Report Run History.............................................................................................. 85
Reference: Reports for Managing Custom Reports............................................................... 86
Reference: Security Domains for Reporting...........................................................................87
Report Performance and Limitations.................................................................................................88
Create Report Performance Logs.......................................................................................... 88
Reference: Report Performance Log Fields...........................................................................89
Reference: Improving Report Performance............................................................................96
Reference: Reporting Limits................................................................................................... 97
Simple Reports................................................................................................................................ 104
Steps: Create Simple Reports..............................................................................................104
Set Up Columns for Simple Reports....................................................................................104
Advanced Reports........................................................................................................................... 106
Steps: Create Advanced Reports.........................................................................................106
Set Up Columns for Advanced Reports............................................................................... 107
Set Up Outlining in Advanced Reports................................................................................ 109
Create Gauge Ranges..........................................................................................................110
Concept: Advanced Reports.................................................................................................111
Matrix Reports................................................................................................................................. 112
Steps: Create Matrix Reports............................................................................................... 112
Set Up Grouping and Summarizing for Matrix Reports........................................................112
Set Up Field Values Groups for Matrix Reports.................................................................. 117
Create Drill-To Report Links.................................................................................................118
Concept: Matrix Reports.......................................................................................................120
Example: Create a Matrix Report for Employee Data..........................................................121
Example: Create a Drill-To Report Link for Ledger Account Reports.................................. 122
Composite Reports.......................................................................................................................... 124
Setup Considerations: Composite Reports.......................................................................... 124
Steps: Create Composite Reports........................................................................................128
Enable Business Objects for Filtering and Grouping........................................................... 129
Set Up Composite Report Columns..................................................................................... 130
Set Up Composite Report Rows.......................................................................................... 133
Set Up Composite Report Cells........................................................................................... 135
Set Up Additional Options for Composite Reports...............................................................137
Set Up Output Options for Composite Reports....................................................................139
Create Outline Structures for Composite Reports................................................................142
Concept: Composite Reports............................................................................................... 144
Concept: Formatting Styles.................................................................................................. 145
Concept: Prompt Sets for Composite Reports..................................................................... 145
Reference: Composite Report Columns...............................................................................146
Reference: Composite Report Rows....................................................................................147
Reference: Composite Report Cells.....................................................................................149
Example: Create a Report on the Gender Breakdown of Active Workers............................150
Example: Composite Reports for Income Statements......................................................... 151

Trending Reports............................................................................................................................. 162

Steps: Create Trending Reports...........................................................................................162
Set Up Trending Reports..................................................................................................... 163
Concept: Trending Reports.................................................................................................. 168
Setup Considerations: Trended Workers Report Data Source............................................ 168
Steps: Set Up Tenants for Trended Worker Reporting........................................................ 171
Set Up the Trended Workers Report Data Source.............................................................. 172
Concept: Trended Workers Report Data Source................................................................. 175
Reference: Reporting on the Trended Workers Report Data Source...................................176
Transposed Reports........................................................................................................................ 178
Steps: Create Transposed Reports......................................................................................178
Set Up Rows for Transposed Reports................................................................................. 178
Concept: Transposed Reports..............................................................................................180
Search Reports................................................................................................................................180
Steps: Create Search Reports............................................................................................. 180
Example: Export Workers Using a Search Report...............................................................181
nBox Reports...................................................................................................................................183
Steps: Create nBox Reports................................................................................................ 183
Set Up Matrix Options for nBox Reports............................................................................. 184
Worklets and Dashboards............................................................................................................... 185
Steps: Set Up Custom Dashboards..................................................................................... 185
Create Custom Dashboards................................................................................................. 186
Configure Dashboard Content..............................................................................................187
Enable Reports for Related Worklets...................................................................................189
Save Custom Prompt Values for Worklets...........................................................................190
Concept: Custom Worklets...................................................................................................190
Concept: Worklet Performance............................................................................................ 192
Custom Metrics and Scorecards..................................................................................................... 192
Steps: Create Custom Metrics and Scorecards................................................................... 192
Set Up Analytic Scorecard Profiles and Metric Sets............................................................193
Create Custom Metrics.........................................................................................................195
Set Up Custom Reports for Scorecards.............................................................................. 196
Process Metrics.................................................................................................................... 198
Review Metrics..................................................................................................................... 198
Concept: Workday Scorecards.............................................................................................199
Reference: Custom Scorecard Report Definition................................................................. 201
Reference: Scorecard Results..............................................................................................202
Reference: Metric Calculations for Dependent Metrics........................................................ 204
Custom Data Sources..................................................................................................................... 205
Set Up Extended Indexed Data Sources............................................................................. 205
Concept: Extended Indexed Data Sources.......................................................................... 206
Maintain Custom Data Source for the Worker Business Object.......................................... 208
Quicklinks.........................................................................................................................................209
Steps: Display a Quicklinks Worklet on a Dashboard..........................................................209
Maintain Quicklinks............................................................................................................... 210
Create a Quicklinks Worklet.................................................................................................210
Reports as a Service (RaaS).......................................................................................................... 211
Concept: Reports as a Service (RaaS)................................................................................211
Concept: Accessing RaaS Output........................................................................................213
Concept: Reports as RSS Feeds.........................................................................................215
Workday Query Language (WQL)...................................................................................................215
Concept: Workday Query Language (WQL)........................................................................ 215
Convert Reports to WQL Queries........................................................................................ 216
View WQL Query Results.................................................................................................... 217
Concept: Related Business Objects in WQL....................................................................... 218
Concept: Pagination of WQL Query Results........................................................................219

Reference: WQL REST API................................................................................................. 219

Reference: WQL Aliases...................................................................................................... 222
Reference: WQL Result Limits............................................................................................. 223
Reference: WQL and RaaS Comparisons........................................................................... 223
WQL Reference.................................................................................................................... 225
Business Form Layouts...................................................................................................................238
Create Business Form Layouts with Report Designer in Workday Studio........................... 238

Workday Report Designer...................................................................... 245

Setup Considerations: Report Designer..........................................................................................245
Creating and Deploying Report Designs.........................................................................................248
Steps: Create Business Form Layouts with Report Designer.............................................. 248
Create Report Design Projects............................................................................................ 248
Create Report Design Files..................................................................................................248
Create Data Sources............................................................................................................ 249
Create Data Sets..................................................................................................................250
Deploy Report Designs to Workday..................................................................................... 251
Concept: Report Designer Overview....................................................................................252
Concept: Data Sources, Data Sets, and Tables.................................................................. 252
Reference: Data Type Mapping........................................................................................... 253
Designing and Formatting Reports................................................................................................. 254
Add Labels to Report Designs............................................................................................. 254
Add Text Blocks to Report Designs..................................................................................... 254
Add Dynamic Text to Report Designs..................................................................................255
Add Rotated Dynamic Text to Report Designs.................................................................... 255
Add Data Sets and Data Set Fields to Report Designs....................................................... 256
Add Images to Report Designs............................................................................................ 256
Add Background Images to Master Pages.......................................................................... 257
Add Grids to Report Designs............................................................................................... 257
Add Lists to Report Designs................................................................................................ 258
Add Tables to Report Designs............................................................................................. 258
Add Charts to Report Designs............................................................................................. 259
Add Barcodes to Report Designs.........................................................................................259
Group Report Data............................................................................................................... 260
Edit Master Pages................................................................................................................ 261
Prevent Broken Image Links from Displaying...................................................................... 261
Display Multiple Labels on the Same Line...........................................................................262
Display Rich Text Data in Tables........................................................................................ 262
Apply Global Formatting....................................................................................................... 263
Use JavaScript to Conditionally Alter Layout....................................................................... 263
Insert Page Breaks............................................................................................................... 264
Create Report Design Templates.........................................................................................264
Navigate Report Designs Using the Outline View................................................................264
Update Report Designs to Match Custom Report Changes................................................ 265
Debug JavaScript in Report Designs................................................................................... 265
Concept: Applying a Report Design Separately to Each Row............................................. 266
Concept: Report Designer Fonts..........................................................................................266
FAQ: Font Issues in Report Designs................................................................................... 267
Sharing Report Designs.................................................................................................................. 268
Export Report Design Projects............................................................................................. 268
Import Report Design Projects............................................................................................. 268
Concept: Workday Solution Sharing and Report Designs................................................... 268
Translation Support......................................................................................................................... 269
Steps: Translate Labels Using Resource Files.................................................................... 269
Create a Translation Resource File for the Default Locale Language................................. 269

Create Translation Resource Files for the Target Languages............................................. 270

Associate Labels with Resource File Key Pairs...................................................................271
Preview a Translated Report Design................................................................................... 272
Conditionalize Label Translation with JavaScript................................................................. 272
Troubleshooting: Translation Issues on Custom Reports.................................................... 273
Previewing and Printing...................................................................................................................274
Preview Report Designs as PDFs........................................................................................274
Print Custom Reports after Design Deployment.................................................................. 274
Examples......................................................................................................................................... 275
Example: Create a Report Design with a Single Data Set...................................................275
Example: Create a Report Design with Multiple Data Sets..................................................277
Example: Create a Report Design with Resource-Based Translation..................................281

Discovery Boards.................................................................................... 283

Steps: Set Up Tenant for Discovery Boards...................................................................................283
Steps: Create a Discovery Board................................................................................................... 285
Steps: Create Visualizations........................................................................................................... 286
Set Up the Viz Data Source........................................................................................................... 287
Set Up Prompt Values for Discovery Boards................................................................................. 287
Set Up Curated Data Sources........................................................................................................ 289
Set Up Curated Field Lists..............................................................................................................290
Set Up Discovery Boards as Home Page Worklets....................................................................... 292
Reference: Supported Fields in Discovery Boards......................................................................... 293
Reference: Reporting Limits............................................................................................................295
Discovery Board Concepts..............................................................................................................302
Concept: The Discovery Board Workflow............................................................................ 302
Concept: Visualization Types............................................................................................... 302
Concept: Discovery Board Workspace.................................................................................305
Concept: Interactive Viz Queries..........................................................................................306
Concept: Using Drop Zones in a Viz................................................................................... 307
Concept: Chart Viz Mark Types........................................................................................... 307
Concept: Discovery Board Controls..................................................................................... 308
Concept: Sharing Discovery Boards.................................................................................... 309
Concept: Discovery Board Security......................................................................................309
Reference: Summarization and Attribute Viz Fields.............................................................310
Workday-Delivered Discovery Boards.............................................................................................311
Copy Workday-Delivered Discovery Boards........................................................................ 311
Modifying Visualizations.................................................................................................................. 311
Steps: Modify Visualizations.................................................................................................311
Adjust Mark Size in a Viz.....................................................................................................312
Group Data by Color in a Viz.............................................................................................. 313
Change Viz Colors............................................................................................................... 313
Change Field Options for Visualizations.............................................................................. 314
Change the Formatting of a Numeric Summarization in a Viz............................................. 314
Set Up KPI Viz Options........................................................................................................315
Set Up Waterfall Viz Options............................................................................................... 316
Concept: Color in Discovery Boards.................................................................................... 317
Filtering and Sorting Data in Visualizations.................................................................................... 318
Filter Data in a Viz............................................................................................................... 318
Sort Data in a Viz.................................................................................................................320
Limit Viz to the Top N Values..............................................................................................321
Concept: Viz Filters.............................................................................................................. 322
Sharing Visualization Insights......................................................................................................... 322
Export a Viz as a Custom Report........................................................................................ 322
Download Visualizations....................................................................................................... 323

Prism Analytics........................................................................................323
Steps: Set Up Tenant for Prism Analytics...................................................................................... 323
Steps: Set Up Tenant for Analytic Data Source............................................................................. 326
Concept: Prism Analytics Data Management Workflow..................................................................327
Concept: Creating Reports to Import into Tables and Datasets..................................................... 330
Concept: Prism Data Sources.........................................................................................................331
Reference: External Data Limits..................................................................................................... 332
Table and Dataset Concepts.......................................................................................................... 333
Concept: Tables....................................................................................................................333
Concept: Table Error File..................................................................................................... 335
Concept: Datasets................................................................................................................ 336
Concept: Dataset Workspace...............................................................................................336
Concept: Data Catalog......................................................................................................... 338
Concept: Dataset Schema Changes.................................................................................... 340
Concept: Dataset Pipelines.................................................................................................. 342
Concept: Dataset Stages......................................................................................................342
Concept: Unpivot Stages......................................................................................................343
Concept: Dataset Field Origin.............................................................................................. 343
Concept: Field Lineage.........................................................................................................343
Concept: Table and Dataset Field Types.............................................................................344
Concept: NULL Values in Tables and Datasets.................................................................. 348
Concept: Prism Calculated Fields........................................................................................ 350
Concept: Hiding Dataset Fields............................................................................................350
Concept: Dataset Integration Schedules..............................................................................351
Reference: Dataset Stages.................................................................................................. 353
Reference: Table Error File Error Codes............................................................................. 354
Creating Tables and Datasets........................................................................................................ 355
Steps: Create a Table by File Upload..................................................................................355
Steps: Create Table from a Workday Report.......................................................................357
Steps: Create Table from an Existing Table or Dataset...................................................... 358
Steps: Create a Table Manually...........................................................................................359
Steps: Create a Dataset with External Data (SFTP Server)................................................ 360
Steps: Create a Dataset with External Data (Upload a File)................................................364
Steps: Create a Dataset Using Workday Data.................................................................... 365
Steps: Create a Derived Dataset......................................................................................... 367
Import a Table or Dataset into a Derived Dataset............................................................... 368
Manage Dataset Integration Schedules............................................................................... 369
Upload a New File to a Dataset...........................................................................................371
View Prism Data Usage....................................................................................................... 372
View Table and Dataset Lineage......................................................................................... 372
View Field Lineage............................................................................................................... 373
View Dataset Dependencies................................................................................................ 374
Reference: Supported Date Formats for External Data in Tables and Datasets.................. 374
Reference: Naming Guidelines.............................................................................................376
Reference: Supported File Formats for External Data in Tables and Datasets....................378
Reference: Currency Format Requirements for External Data............................................ 378
Reference: Date Format Symbols........................................................................................ 379
Reference: WPA_ Fields...................................................................................................... 380
Editing Tables..................................................................................................................................381
Parse External Data in a Table............................................................................................381
Edit a Table.......................................................................................................................... 384
Reference: Table Field Attributes.........................................................................................385
Editing Datasets.............................................................................................................................. 386
Parse External Data in a Dataset........................................................................................ 386

Add a Prism Calculated Field to a Dataset..........................................................................389

Add a Stage to a Dataset.................................................................................................... 391
Manage Dataset Fields.........................................................................................................392
Change Dataset Field Types................................................................................................393
Convert Dataset Text Fields to Date Fields......................................................................... 394
Change the Dataset Example Rows.................................................................................... 395
Concept: Dataset Example Data.......................................................................................... 397
Reference: Explode Stages..................................................................................................398
Reference: Filter Stages.......................................................................................................398
Reference: Group By Stages............................................................................................... 400
Reference: Join Stages........................................................................................................ 401
Reference: Union Stages..................................................................................................... 402
Reference: Unpivot Stages...................................................................................................403
Reference: Boolean Expressions......................................................................................... 404
Example: Unpivot Stock Vesting Data in a Dataset.............................................................406
Example: Bring in International-Formatted Numeric Fields..................................................408
Changing Data in Tables................................................................................................................ 410
Create a Data Change Task................................................................................................ 410
Create a Data Change Task Schedule................................................................................ 413
Concept: Data Change Tasks.............................................................................................. 415
Concept: Mapping Fields in Data Change Tasks.................................................................416
Managing Connections.................................................................................................................... 416
Create an SFTP Connection................................................................................................ 416
Securing Data in Tables and Datasets........................................................................................... 419
Set Up Table Sharing...........................................................................................................419
Set Up Dataset Sharing....................................................................................................... 421
Share a Table with Others................................................................................................... 423
Share a Dataset with Others................................................................................................423
Edit Prism Data Source Security..........................................................................................424
Concept: Security in Prism Analytics................................................................................... 427
Concept: Sharing Tables and Datasets............................................................................... 430
Concept: Relax Sharing Options.......................................................................................... 430
Concept: Sharing Datasets Using Relax Sharing Rules...................................................... 432
Preparing Data for Analysis............................................................................................................ 440
Enable Contextual Publishing for Datasets..........................................................................440
Publish a Dataset as a Prism Data Source Manually.......................................................... 441
Create Dataset Publish Schedules.......................................................................................442
Concept: Making Prism Data Available for Analysis............................................................ 444
Concept: Dataset Publish Schedules................................................................................... 445
Concept: Coordinating Publish Schedules with Dataset Integration.................................... 447
Example: Create Dependent Publish Schedules for Datasets............................................. 447
FAQ: Dataset Publish Schedules......................................................................................... 448
Deleting Prism Analytics Data.........................................................................................................450
Truncate Data in a Table..................................................................................................... 450
Delete Rows of Data in a Table...........................................................................................450
Truncate Data in a Dataset.................................................................................................. 452
Unpublish a Dataset............................................................................................................. 452
Delete Rows from a Prism Data Source..............................................................................453
Concept: Deleting Prism Data.............................................................................................. 453
Managing Analytic Data Sources.................................................................................................... 455
Install and Schedule an Analytic Data Source.....................................................................455
Uninstall an Analytic Data Source........................................................................................456
Concept: Workday-Delivered Analytic Data Sources........................................................... 456
Concept: Managing Analytic Data Source Schedules..........................................................456
Concept: Peakon Employee Voice Analytic Data Source.................................................... 457
Reference: Prism Expression Language.........................................................................................458

Concept: Prism Expression Language................................................................................. 458

Comparison Operators..........................................................................................................460
Logical Operators................................................................................................................. 461
Arithmetic Operators............................................................................................................. 462
Conversion Functions........................................................................................................... 463
Date Functions......................................................................................................................472
Informational Functions.........................................................................................................478
Instance Functions................................................................................................................479
Logical Functions.................................................................................................................. 482
Math Functions..................................................................................................................... 483
Text Functions...................................................................................................................... 487
URL Functions...................................................................................................................... 505
Window Functions................................................................................................................ 511
Regular Expression Reference.............................................................................................535

People Analytics...................................................................................... 542

Setup Considerations: People Analytics......................................................................................... 542
Steps: Prepare for People Analytics Installation.............................................................................546
Maintaining People Analytics.......................................................................................................... 547
Steps: Change People Analytics Configuration....................................................................547
Steps: Configure a Pipeline in People Analytics.................................................................. 548
Steps: Set Up Constrained Security to People Analytics.....................................................550
Steps: Set Up Skills in People Analytics..............................................................................551
Steps: Set Up VIBE Index in People Analytics.................................................................... 553
Configure Pipeline Field Mappings.......................................................................................554
Concept: Hierarchies and Organizations in People Analytics.............................................. 555
Concept: Security in People Analytics................................................................................. 558
Concept: Data Quality Module............................................................................................. 559
Concept: People Analytics Activities.................................................................................... 561
Reference: Requirements and Considerations for Changing People Analytics
Configuration....................................................................................................................563
Reference: Choosing and Creating Intersections.................................................................568
Reference: Fields in People Analytics..................................................................................573
Reference: Business Objects and Data Sources in People Analytics..................................591
Example: Create an Intersection.......................................................................................... 593
Troubleshooting: Data Quality Module................................................................................. 595
VIBE Index in People Analytics...................................................................................................... 599
Concept: VIBE Index in People Analytics............................................................................ 599
Concept: Belonging in the VIBE Index.................................................................................601
Concept: Calculating the VIBE Score.................................................................................. 602
Concept: Skills in People Analytics.................................................................................................604
Concept: Filtering in People Analytics............................................................................................ 605
Concept: Export and Download Options.........................................................................................607
Concept: Providing Feedback on Story Quality.............................................................................. 608
Concept: Storyteller Engine.............................................................................................................609
Concept: Trends, Gaps, Top Drivers, and Detailed Data............................................................... 610
Reference: Business Questions by Topic Area.............................................................................. 611
Reference: Metrics in People Analytics.......................................................................................... 614
Reference: Visualizations by Topic Area........................................................................................ 632
FAQ: People Analytics.................................................................................................................... 645

Worksheets...............................................................................................649
Worksheets Setup........................................................................................................................... 649
Set Up Worksheets.............................................................................................................. 649

Copy Live Data Workbooks Between Tenants.................................................................... 651

Reference: Security Domains and Worksheets Actions.......................................................652
Download All Comment Data..........................................................................................................653
Edit, Delete, or Purge Workbook Comments by Other Users........................................................ 654
Concept: Managing Workbooks...................................................................................................... 654
Concept: Live Data in Workbooks.................................................................................................. 657
Concept: Structured References in Workbooks.............................................................................. 659
Concept: Using External References to Refer to Data in Other Workbooks...................................663
Concept: Creating Reports to Insert into Workbooks..................................................................... 665
Concept: Single- and Multi-Instance Field Values in Workbooks................................................... 667
Concept: Array Formulas in Workbooks......................................................................................... 670
Concept: Editing Workbooks........................................................................................................... 672
Concept: Automatic and Manual Calculation in Workbook Formulas............................................. 681
Concept: Data Analysis with Worksheets Functions.......................................................................683
Reference: Workbook Limits........................................................................................................... 687
Reference: Workbook Actions Available Based on Permissions.................................................... 688
Reference: Automatic Data Updates in Workbooks........................................................................690
Reference: Array Formula Keyboard Shortcuts.............................................................................. 691
Reference: Mobile Features for Worksheets.................................................................................. 693
FAQ: Collaboration and Security in Worksheets............................................................................ 693
FAQ: Workbook Performance......................................................................................................... 694
Example: Use Worksheets with the What's New in Workday Report............................................. 696
Workbook Templates.......................................................................................................................701
Concept: Workbook Templates............................................................................................ 701
Create and Distribute Workbook Templates........................................................................ 701
Reference: Template Actions Available Based on Permissions...........................................702
Worksheets Function Reference..................................................................................................... 704
Reference: Worksheets-Unique Functions........................................................................... 704
Reference: Worksheets Functions by Category...................................................................706
Reference: Formula Errors................................................................................................... 717
Reference: Worksheets Rounding Functions....................................................................... 719
Worksheets Functions.......................................................................................................... 721
Reference: Measurement Units in Worksheets Functions................................................... 786

Slides.........................................................................................................796
Steps: Set Up Security for Slides................................................................................................... 796
Concept: Slides............................................................................................................................... 797
Concept: Managing Slides Presentations....................................................................................... 798
Concept: Editing Slides Presentations............................................................................................ 799
Reference: Access to Linked Worksheets Data in Slides...............................................................802
Reference: Slides Presentation Limits............................................................................................ 803
Reference: Presentation Actions Available Based on Permissions................................................ 803

Reporting on Modeled Data Sources.................................................... 804

Steps: Set Up Your Tenant for OfficeConnect for Financial Management..................................... 804
Enable OfficeConnect for Workday Financial Management........................................................... 805
Set Up the Financial Reporting Data Model................................................................................... 805
Connect OfficeConnect to Your Financial Management Tenant.....................................................808
Concept: Modeled Data Sources.................................................................................................... 809
Concept: Reporting on the Financial Modeled Data Source...........................................................810
Concept: The Financial Reporting Data Model...............................................................................810
Concept: Caching and Refreshing the Financial Modeled Data Source......................................... 813
Concept: Enforcing Security in OfficeConnect................................................................................813
Concept: Currencies and Currency Translation.............................................................................. 814

Concept: Differences Between OfficeConnect and Report Writer.................................................. 814

Concept: Differences in OfficeConnect Between Financials and Planning Data Sources...............816

Benchmarking.......................................................................................... 817
Setup Considerations: Workday Benchmarking..............................................................................817
Steps: Set Up Workday Benchmarking.......................................................................................... 820
Steps: Set Up Workday Benchmarking Subcategory Security....................................................... 822
Opt in to Benchmarking.................................................................................................................. 823
Concept: Workday Benchmarking...................................................................................................824
Concept: Workday Benchmarking Reports..................................................................................... 826
Reference: Benchmarking Security Domains and Report Data Sources........................................828
FAQ: Workday Benchmarking.........................................................................................................829

Glossary....................................................................................................830
Glossary........................................................................................................................................... 830
Cross Application Services Glossary.............................................................................................. 830
Financial Management Glossary.....................................................................................................835
HCM Glossary................................................................................................................................. 836
Integration Glossary........................................................................................................................ 841
Payroll Glossary.............................................................................................................................. 843
Student Glossary............................................................................................................................. 844

Reporting and Analytics

In this book, you can learn about Workday reporting and analytics features.

Custom Reports and Analytics

Workday Reporting Concepts

Concept: Custom Reports

You can create custom reports to serve your requirements beyond the Workday-delivered standard
reports.
As with standard reports, you can:
• Access the related actions menu on custom report results.
• Download custom report outputs as a PDF or spreadsheet.
• Enable a custom report as a worklet.
• Translate a custom report to another language.
You can create a custom report by:
• Accessing the Create Custom Report task.
• Copying a Workday-delivered standard report.
• Copying an existing custom report.
• Selecting Custom Report > Create from the related actions menu of a report data source (RDS).

Report Ownership
When you create a report, you own it, and can perform these actions on it:
• Edit
• Delete
• Run
• Share
• Test
You can use the Transfer Ownership of Custom Reports task to transfer the ownership of a report to
anyone who has access to the RDS and data source filter. When you transfer ownership of a report that
you shared with other users, those users continue to have access to the transferred report.

Custom Report Sharing

When you change a shared report, other users can view the results of your changes immediately.
When you copy a custom report, Workday sets the sharing option to Don't share report definition on the
copy of the report. You can change the sharing options on the Share tab of your custom report.

Report Performance
You can improve report performance by:
• Filtering out instances of the primary business object or of related business objects that you don't need.
• Minimizing the number of calculated fields.

• Only using indexed RDSs and indexed fields.

Report Filtering
You can filter your report by:
• Prompting report runners for filter values when they run the report.
• Setting up facet filters so that the report runner can interactively filter report results.
• Setting up filters and subfilters in the report definition.
The report first applies filters to instances of the primary business object that are in the RDS or data source
filter. The report then applies any subfilters to instances of related business objects.
Related Information
Concepts
Concept: Indexed Data Sources and Fields on page 15
Concept: Report Security on page 19
Reference
Reference: Report Types on page 19
Reference: Security Domains for Reporting on page 87
The Next Level: Define Your Organization's Workday Reporting Guidelines
The Next Level: Factors Impacting Report Performance
The Next Level: Definition of Report Types - Standard and Custom
The Next Level: Reporting Foundation Community Guide
The Next Level: Reporting Housekeeping
The Next Level: Taking the Stress Out of Reporting: Getting Started

Concept: Business Objects, Data Sources, and Fields

Business Objects
Workday stores data in business objects. A business object has fields and instances, which are similar to
rows and columns in a spreadsheet. Each row is an instance, and each column represents an attribute or
field related to that instance.
Example: Logan McNeil and Teresa Serrano are each an instance of the Worker business object. The
Worker business object contains fields such as Job Title, Age, Gender, and Dependents.

Worker (Self- Job Title (Text) Age (Numeric) Gender (Single Dependents
Referencing) Instance) (Multi-instance)
Logan McNeil Chief Human 47 Female Megan McNeil
Resources Officer
Pat McNeil

Teresa Serrano Chief Financial 61 Female Juan-Carlos

Officer Serrano
Pablo Serrano

Workday links related business objects together through single instance or multi-instance fields. Related
business objects enable you to access fields in a report that don’t belong to the primary business object.
Example: The Worker business object has a multi-instance field called Dependents. Dependents has a
related business object of Dependent. In a report with a primary business object of Worker, you can use
the Dependents field to access the fields belonging to the Dependent business object.
Run the Business Object Details report to view:

• Custom and standard reports that use the business object.

• Data sources using the business object as the primary business object.
• Fields associated with the business object.
• Related business objects.

Data Sources
When you create a report, you must select a data source. Each data source contains instances of a
business object, which serves as the primary business object of the data source. Multiple data sources can
have the same primary business object. Example: Both the All Workers and Workers for HCM Reporting
data sources have Worker as the primary business object.
Workday delivers many data sources. Example: Workers for HCM Reporting, Journal Lines for
Financial Reporting. Consider selecting a data source with a primary business object that includes a
majority of the fields you need.
Some data sources return all instances of the primary business object, such as All Workers. Some data
sources also include:
• Built-in filters that limit the number of business object instances. Example: All Active Employees.
• Prompts that you can use when running the report. Example: Employees by Organization.
Workday secures data sources and data source filters by security domains. Different domains might secure
a data source and its data source filters. Example: Many domains secure the Workers for HCM Reporting
data source, but only the Worker Data: Headcount Reports and Worker Data: Turnover Summary domains
secure the Workers by Role filter on the data source.
From the related actions menu of a data source, you can:
• Select Custom Report > Create to create a custom report using the data source.
• View Alternate Data Source and Alternate Data Source Filter for a deprecated data source, if
available.
Run the Data Sources report to view these data source details:
• Built-in prompts.
• Data source filters.
• Permitted security groups.
• Primary business object.

Fields
Workday supports field types such as:
• Boolean
• Numeric
• Text
• Single instance
• Multi-instance
Workday secures fields by security domains. Users must have access to the security domain to:
• Use the field in a report definition.
• View data in that field when running the report.
You can only use some fields in certain areas of Workday, such as Business Rules or Compensation
Eligibility. To see where you can use a field, click its related actions menu and check the Authorized
Usage. If a field has an Authorized Usage value of Default Areas, you can use that field in any area.
Run the Report Fields report to view details such as:
• Business object name.

• Field description.
• Field type.
Related Information
Reference
Reference: Field Types on page 66
The Next Level: Report Performance Recommendations for Large Volume Customers
The Next Level: Report Security Overview
The Next Level: Workers for HCM Reporting Data Source: Report Migration
The Next Level: Taking the Stress Out of Reporting: Getting Started

Concept: Indexed Data Sources and Fields

A Workday business object can have several standard report data sources (RDSs) associated with it, each
representing a different filter or selection into instances of that object. Workday indexes certain RDSs and
report fields for:
• Aggregation.
• Faceted filtering.
• Report performance on large volumes of data.
When you create a custom report based on an indexed RDS, Workday prompts you to select from a list of
predefined data source filters, if available.

Report Data Sources and Report Types

You can create these custom report types using standard or indexed RDSs:

Report Type Report Data Source Type

Advanced Standard or Indexed
Matrix Standard or Indexed
nBox Indexed
Search Indexed
Simple Standard or Indexed
Transposed Standard or Indexed
Trending Standard or Indexed

When creating or editing custom reports that use indexed RDSs, you can select the Optimized for
Performance check box to display only indexed report fields in field prompts.

Indexed Data Sources and Fields

The View Indexed Fields for Data Source report lists all indexed report fields for each RDS and the focus
for indexing:

Column Description
Indexed for Filter Workday indexes the report field for use on the
Filter tab of report definition.
Indexed for Facets Workday indexes the report field for use in Facet
Filter options on the Advanced tab.

Column Description
Indexed for Aggregation Workday indexes the report field for summarization,
such as Sum, Average, Minimum, or Maximum.
Indexed for Group By Workday indexes the report field for column or row
grouping.

Workday displays an Indexing Information section on the related actions menu of a report field. Workday
also displays an Indexed column on the:
• Filter tab for advanced, matrix, and trending report.
• Matrix tab for matrix reports.
• Trending tab for trending reports.
The Indexed column indicates whether the report can run in indexed mode for the condition.

Limitations on Indexed Data Sources

Report Type Tab Limitation

All report types Filter When you select an indexed RDS
that requires a data source filter,
Workday populates the Data
Source Filter prompt. If needed,
you can select another filter from
a list of predefined filters for the
RDS.
Consider these filter limitations for
all report types:
• You can filter only on report
fields indexed for facets or
indexed for search.
• You can't filter on a calculated
field.
For text and rich text fields, you
can't use filter count operations
on instance fields.

Advanced Filter You can't filter on an indexed

object as a related business
object.
Matrix and nBox Matrix For group by fields, you can use:
• Boolean fields indexed for
grouping.
• Single instance fields indexed
for grouping.
For group by fields, you can't use:
• Calculated fields.
• Numeric fields.
• Text fields.

Report Type Tab Limitation

For fields to summarize, you can't
use calculated fields.

Matrix and nBox Advanced The same limitations that apply

to group by fields apply to the
drillable fields.
Search Advanced You can use only report fields
indexed for facets as facet filters.
Simple, Advanced, Matrix, nBox, Prompts You can't prompt for the Effective
Search, and Transposed Date or Entry Date.

Consider these additional limitations:

• Indexed RDSs that include Event fields only enable the Positions I Support option in a role-based
security group (constrained).
• Reports using indexed RDSs don't support effective dates other than the current moment when you run
the report. If you need to specify an effective date other than the current moment, use a standard data
source.
• Workday might take several hours to update an indexed RDS with the most recent data in your
tenant. Example: Workday updates the Trended Workers RDS weekly for nonproduction tenants
(Implementation and Sandbox), and either nightly or every Monday for production tenants depending on
your retroactive period selection.
Related Information
Reference
The Next Level: Factors Impacting Report Performance
The Next Level: Report Performance Recommendations for Large Volume Customers

Concept: Selecting a Data Source

The data source you select for a report determines what fields you can access and is the largest factor in
report performance.
For optimal report performance, select the data source that returns the fewest business object instances
that you need. Example: Use the My Direct Reports data source instead of filtering the All Active
Workers data source by manager.

Questions to Consider

Question Considerations
What fields do you need? List all the fields you want the report to display. If
you don't know the business object that contains
these fields, use the Workday-delivered Report
Fields report to look up the fields.
What business object should you report on? Select the business object that contains the
majority of the fields you want as the primary
business object for the report. Then, you can use
the Business Object Details report to find a data
source.
You can also run the Workday-delivered Data
Sources report and filter by Category to help you
find a data source.

Question Considerations
Who needs access to this report? Ensure that the target audience of the report has
access to the data source and fields you use.
Where will the report run? Reports that run as worklets on a dashboard time
out after 30 seconds, so it's important to consider
performance when you select a data source.
For scheduled reports or reports you run in the
background, report performance isn't as important.

Data Source Characteristics

If you know the business object that you want to report on, consider these data source characteristics.

Characteristic Description Examples

Indexed Returns large volumes of data • Indexed Workers
efficiently. • Trended Workers
Whenever a report needs to run
fast, such as in a worklet, use an
indexed data source.

Filtered Includes built-in filters that limit • Workers by Organization

the number of instances the data • Workers Supported by Role
source returns.
If an indexed data source doesn't
meet your requirements, use a
filtered standard data source.

Focused Returns only the instances for a • My Direct Reports

specific security group. • My Team's Goals
If you want to report on a small
set of business object instances,
use a focused data source.

Data Sources with Built-In Filters

Instead of creating your own filter in the report definition, use the faster built-in data source filters whenever
possible. Example: Use the Workers by Role filter on the Workers for HCM Reporting data source.

Data Sources with the (Do Not Use) Label

Don't use data sources that have the (Do Not Use) label. Example: Job Applications, Prospects and
Referrals (Do Not Use). Workday retires data sources with the (Do Not Use) label, sometimes because
there's a new and better data source. You can search for replacements for retired data sources in the
What's New in Workday report.
Related Information
Concepts
Concept: Business Objects, Data Sources, and Fields on page 13
Tasks
Create Custom Reports on page 29
Reference
The Next Level: Factors Impacting Report Performance

The Next Level: Reporting on Non-Worker HCM Data: Considerations to Optimize Performance
The Next Level: Reporting on Worker Data: Considerations to Optimize Performance
The Next Level: Workers for HCM Reporting Data Source: Report Migration

Concept: Report Security

Report Data Sources

Workday secures every report data source (RDS), RDS filter, and report field through a security domain.
Example: When you view workers on a report, you might see their legal name but not their Social Security
number.
Workday might secure an RDS and its RDS filters by different domains. Example: A user could have
access to the Workers for HCM Reporting RDS, but can’t access the Workers by Role filter.
The Data Sources report displays which security groups can access each RDS and RDS filter.

Constrained Security Groups

Workday secures some RDSs, RDS filters, and report fields by constrained security groups. Users in
constrained security groups can only view the instances available to their organization or role. Example:
Managers in different organizations might all have access to employee performance data, but they can
only view the performance data of employees in their respective organizations.

Report Sharing and Exporting

Sharing a report doesn't override report security. You can only share a report with users authorized to
access it, and they might not see the same data as you.
The Export to PDF and Excel domain in the System functional area restricts who can export these types of
files:
• Excel
• PDF
• PowerPoint
(For Workday Extend only) The Export to Excel feature on grids in Workday Extend doesn't support
security policies configured on the Export to PDF and Excel domain. To prevent users from exporting grid
data, the Workday Extend app developer must disable the Export to Excel feature on the grid.
Related Information
Reference
The Next Level: Factors Impacting Report Performance
The Next Level: Report Security Overview
The Next Level: Report Security Troubleshooting Scenarios

Reference: Report Types

Report Type Description Example Standard Report

Advanced Display fields from the primary Job History
business object and related
business objects with advanced
design options, including:
• Filtering
• Subfiltering
• Prompting
• Sharing

Report Type Description Example Standard Report

Advanced report results can
display on charts and worklets
and with multiple headings and
subtotals.
You can enable advanced
reports for use as web services in
outbound EIBs.

Composite Combine multiple reports into 1 Budget vs Actual Spend by

report. Each subreport can have Quarter
a different report data source.
Matrix Group and summarize data by 1 Headcount & Open Position
or 2 fields that contain repeating Analysis
values.
You can display matrix results in
a chart or table that you can drill
down on for additional details.
This enables you to perform
custom analytics and interactive
reporting across dimensions.
Matrix reports are similar to pivot
tables and crosstabs.

nBox Display counts of business object Talent Matrix - Performance by

instances in a 2-dimensional Potential
matrix, enabling you to compare
and visualize objects across 2
fields.
Search Display instances of a business Find Candidates
object that you can narrow down
with facet filters or search terms.
You can enable search reports for
use as web services in outbound
EIBs.

Simple Display fields from the primary None

business object with basic and
limited design options, such as
filtering and sorting.
Transposed Compare and analyze data by Employee Timeline
swapping rows for columns.
Trending Group data by time period for Hires and Terminations by
trend analysis. You can also Quarter
group, summarize, and drill down
on data.

Related Information
Concepts
Concept: Custom Reports on page 12

Tasks
Steps: Create Simple Reports on page 104
Steps: Create Advanced Reports on page 106
Steps: Create Matrix Reports on page 112
Steps: Create Composite Reports on page 128
Steps: Create Transposed Reports on page 178
Steps: Create Trending Reports on page 162
Steps: Create Search Reports on page 180
Steps: Create nBox Reports on page 183

Set Up Reports

Setup Considerations: Custom Reporting

You can use this topic to help make decisions when planning your configuration and use of custom
reporting. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
You can create custom reports to serve reporting and analytics requirements specific to your business
needs.
As with standard reports, custom reports enable you to:
• Access real-time, relevant data.
• Take action on the data directly from the report results.
• Use configurable security to limit access to reporting data.

Business Benefits
Custom reports enable you to:
• Create reports for your specific business needs.
• Enable a report as a worklet.
• Maintain greater control of your reports, since they remain unchanged when Workday updates standard
reports.
• Schedule reports and share results with different groups in various formats.
• Transfer data into or out of Workday by enabling reports as web services.
• Translate a report to another language.

Use Cases
• Copy an existing standard report and modify it for your business.
• Create a new custom report.
• Create or edit dashboards to display multiple related reports.
• Extract data from Workday through an Enterprise Interface Builder (EIB) integration.

Questions to Consider

Questions Considerations
Which standard report can you use to provide the You can run the Workday Standard Reports
results you need? report to view these 2 types of Workday-delivered
standard reports:
• Report Writer reports. You can copy these
reports and perform additional edits on the
copy, in addition to using them on custom and
Workday-delivered dashboards.
• XpressO reports. You can’t copy, edit, or
use them on custom dashboards. You can
use XpressO reports on Workday-delivered
dashboards.
If none of the standard reports meet your needs,
you can copy then edit an existing report, or create
a custom report.

Do you want to delegate report management to 1 You can designate a report administrator to
role in your organization/tenant? manage all the reports in your tenant.
What report data source (RDS) should you select? The data you can access in a report depends on
the RDS you select. Each RDS contains instances
of a business object, which serves as the primary
business object. Multiple RDSs can have the same
primary business object.
Consider selecting an RDS with a primary business
object that includes most of the fields you need.
Whenever possible, select an indexed RDS.
Indexed RDSs enable your report to run faster than
standard RDSs.
If your report needs to be effective dated, you must
use a standard RDS.

How can you use multiple RDSs on 1 report? You can combine data from multiple RDSs in
composite reports. Composite reports access data
through the RDSs of subreports. You can reference
these report types as subreports:
• Advanced
• Matrix
• Trending

How can you include fields that aren't in the RDS? You can create calculated fields that use existing
data in Workday to:
• Change your data into different formats.
• Configure constant values for your data.
• Perform simple calculations on your data.
• Retrieve your data.
You can also add custom fields to business objects
when you create a custom object.

Questions Considerations
Do other users need access to the data in this If users have access to the correct security
report? domains, they can run the report and edit the report
definition.
You can also export report results as a spreadsheet
or PDF and share the file with other users.
Spreadsheets and PDFs don't retain any security
restrictions.

Do you want to enable your report as a web You can enable advanced and search reports as
service? web services, which enable access to report results
through URLs. You can use these web services in:
• Integrations between Workday and external
business services. Example: Payroll or benefits
providers.
• External reporting tools to access Workday data.
Example: Microsoft Excel.

Do you need reports to run at specific times or at You can schedule when and how often reports run.
regular intervals? Scheduled reports run in the background, and you
can download the report output files.
Do you want to run multiple reports at the same You can create groups of related reports and
time? schedule them to run at the same time. Example:
Year-end financial reports.
You can also burst reports by using a report group
to run a single report with different prompt values in
quick succession.

How do you want the report results to display? You can display report results in a chart, table, or
both. Matrix reports are the best report type for
displaying most chart types.
You can also display reports as worklets on a
dashboard to give stakeholders an overview of
important data. Examples: The Workday-delivered
Compensation and Benefits and Diversity
dashboards.

How do you organize and manage all the reports in You can tag reports to organize them and make
your tenant? them easier to search for.
Workday recommends that you regularly review
your custom reports and delete unused reports.

Recommendations
Use the Workday Standard Reports report to search for existing standard reports that might fit your
requirements before creating a new custom report.
Create custom reports in Implementation or Sandbox tenants before migrating them to your production
tenant.
For optimal performance:
• Use indexed RDSs.
• Select the smallest RDS that includes all the business object instances you need.

• Instead of creating your own filter in the report definition, use the faster built-in RDS filters whenever
possible. Example: Use the Workers by Role filter on the Workers for HCM Reporting RDS. The Data
Sources report has a column that indicates RDS filters.
• Select an RDS that includes built-in prompts instead of creating your own prompts. The Data Sources
report has a column that indicates whether an RDS includes built-in prompts.
• Limit the number of calculated fields in your report.

Limitations

Limitations Considerations
Copying Reports Your report must have a Type of Report Writer on
the Workday Standard Reports report.
Filtering Workday doesn't support filtering on fields that
return derived instances, such as lookup date rollup
calculated fields.
Report Processing Time Reports have different processing time limits
depending on where you run them:
• 30 minutes for all reports.
• 6 hours for background reports, scheduled
reports, and web services.
After 20 seconds, Workday enables you to
schedule the report to run as a background
process. If report processing exceeds 30 minutes,
Workday displays an error.

Dashboard Processing Time Dashboards time out after 30 seconds, so reports

you deploy as worklets on dashboards must finish
running within that time.

Security
These security domains are in the System functional area:

Domains Considerations
Ability to Create Only Temporary Reports Enables you to restrict users to create only
temporary reports.
Custom Report Administration Enables you to take these actions on custom
reports:
• Add to the related actions menu of a business
object.
• Add to the sitemap.
• Transfer ownership.

Custom Report Creation Enables you to create and modify custom reports.
Data Translation Enables you to translate custom reports.
Manage: All Custom Reports Enables you to take these actions on custom
reports:
• Delete.
• Edit.

Domains Considerations
• Give users view-only access.
• Transfer ownership.
• View.

Report Definition Sharing - All Authorized Users Enables you to share report definitions with all
users authorized to access the RDS of the report
definition.
Report Definition Sharing - Specific Groups Enables you to share report definitions with other
users in a security group.
Report Definition Sharing - Specific Users Enables you to control which users can share
report definitions with specific, named users.
Report Tag Management Enables you to provide access to users to manage
report tags.

Business Processes
You can run a custom report as a business process step by adding a Report type step. Example: In the
Hire business process, Workday sends a report of subordinates to the manager, including the new hire.
When the business process runs, Workday enforces the security associated with the report. The report
displays only the information that the recipient has permission to access.

Reporting
You can use these Workday-delivered reports and dashboards to track report usage in your tenant:
• Dashboard Run History report: Displays dashboard usage statistics from the previous 6 months and
includes details such as who ran the report and at what time.
• Data Sources report: Displays these RDS details:
• Built-in prompts.
• RDS source filters.
• Permitted security groups.
• Primary business object.
• Report Administrator dashboard: Displays reports and tasks that help you manage the reports in your
tenant.
• Report Run History report: Displays how many times a report ran and includes details such as who
ran the report and at what time.
• Workday Standards report: Displays Workday-delivered reports.
You can create custom reports and track information, such as report owner and time of last update, based
on these RDSs:
• All Custom Reports
• All Standard Reports
• Indexed Dashboard Run History
• Indexed Report Run History

Integrations
You can enable custom advanced and search reports as web services and use them in integrations
between Workday and external business services.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Concept: Business Objects, Data Sources, and Fields on page 13
Concept: Object Transporter 2.0
Concept: Report Step
Concept: Report Tags on page 82
Concept: Selecting a Data Source on page 17
Setup Considerations: Calculated Fields
Setup Considerations: Payroll Register
Tasks
Schedule Reports or Report Groups on page 74
Reference
Reference: Reporting Limits
Reference: Report Types on page 19
The Next Level: Define Your Organization's Workday Reporting Guidelines
The Next Level: Move up the Workday Maturity Curve: Considerations in Defining an Analytics Strategy
The Next Level: Report Types - Standard & Custom
The Next Level: Reporting Foundation Community Guide
The Next Level: Taking the Stress Out of Reporting: Getting Started

Setup Considerations: Charts

You can use this topic to help make decisions when planning your configuration and use of charts. It
explains:
• Why to set them up.
• How they fit into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What They Are

Charts enable you to display data in an output type that best fits your business needs. You can compare
metrics, view the relationship between sets of data, and visualize changes for these report types:
• Advanced
• Composite
• Matrix
• Trending

Business Benefits
Charts in Workday:
• Are the most efficient way to analyze and dynamically interact with your data.
• Enable you to change from 1 chart type to another when the report runs, so you can determine the best
chart type to represent your data.
• Enable you to gain insight by drilling into the data.

Use Cases
The chart type that you select depends on the data that you need to display and how Workday should
display it. You can:
• Analyze the relationship between the whole and each part of the whole by using a donut chart.
Example: The percentage of open positions against all positions in your organization.
• Compare metrics with different scales by overlaying 2 charts.
• Display consolidated management information and actionable items by adding a worklet to a
dashboard.
• Display data in 3D using an area, bar, or line chart.
• Plot data over time by using a line chart. Example: The number of new hires for each quarter over a
fiscal year.
• Plot relationships between data by using a bubble chart. Example: The average invoiced amount versus
the total invoiced amount for each supplier.
• Plot the relationship between numeric values by using a scatter chart. Example: The performance of a
worker population as a percentage against their retention risk.
• View a single value on a gauge, like a speedometer in a car, by using a gauge chart.
• View data for each category by using a bar or column chart. Example: The top 10 organizations in your
company with the highest headcount.

Questions to Consider

Questions Considerations
What kind of data do you need to represent in You can deliver data in different ways to capture
charts? averages, benchmarks, trends, and so on, as:
• Comparisons.
• Parts of a whole.
• Patterns and relationships among multiple
values.
• Target line deviation.
• Time series analysis.

How do you want to present your data visually? The availability of some chart types depends on the
report type that you select. You can:
• Combine an area - overlaid, column - clustered,
or line chart to create a dual-axis chart on
composite, matrix, and trending reports.
• Use a gauge on advanced reports to display a
single value of data on a dial.
• Use a scatter chart on advanced reports to
plot the relationship between pairs of numeric
values.
• Use a table with columns and rows to display
your data in a grid.
You can use all other chart types on any report type
that enables output options.

Recommendations
Use the Table output option on subreports so that data displays on a composite report without errors.

Requirements
• To display area, bar, and line charts in 3D, use Report Designer, which is an application of the Eclipse
Business Intelligence and Reporting Tools (BIRT) project.
• To display your data on a chart, you must have enough data to populate the chart. Example: If you have
only 1 category or data series to plot, a donut chart wouldn't be the best option for displaying your data.

Limitations
• Workday doesn't support dual-axis and combination charts on mobile devices.
• You can't print charts or export them to Excel.

Tenant Setup
No impact.

Security
The Custom Field Management domain in the System functional area enables you to create and manage
custom fields, including gauge ranges.

Business Processes
No impact.

Reporting
You can view the chart types supported by custom reports on the All Custom Reports report.

Integrations
No impact.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Concept: Charts on page 48
Setup Considerations: Report Designer on page 245
Tasks
Set Up Output Options for Custom Reports on page 39
Set Up Output Options for Composite Reports on page 139
Reference
Reference: Chart Types on page 50

Copy Reports

Prerequisites
Security:
• Custom/Standard Report Copy domain in the Tenant Non-Configurable functional area.
• Set Up: Tenant Setup - General domain in the System functional area.

Context
You can create a new custom report by copying any:
• Custom report.
• Report on the Workday Standard Reports report that lists Report Writer in the Type column.
Some standard reports are available as worklets in dashboards, but you can’t search for nor copy them.
These reports don’t display on the Workday Standard Reports report.

Steps
1. Access 1 of these tasks:
• Copy Custom Report
• Copy Standard Report to Custom Report
2. (Optional) For custom composite reports, select the Copy Subreports check box on the Copy Custom
Report task to copy the underlying subreports for the copied composite report.
Workday appends a timestamp to each subreport with the same name where the timestamp represents
the:
• 4-digit year.
• 2-digit month.
• 2-digit day.
• 2-digit hour.
• 2-digit minute.
• 2-digit second.
• 3-digit millisecond.
• Time zone.
Example: 2023 03 10 09 39 45 440 -0800.

Next Steps
For copied subreports, update the sharing permissions from the populated Don't share report definition
selection.
You can access the Hide Workday Delivered Report task to hide the original standard report so that you
don't have 2 versions of the report on:
• Menus.
• Related actions menus.
• Scheduling options.
• Search results.
You can't hide the report when Workday references it in another location, including integrations or
scheduled report group.
Related Information
Reference
The Next Level: Report Types - Standard & Custom
The Next Level: Report Actions Against Existing Reports (Run, Copy, Hide, Edit, Migrate from WDSETUP)

Create Custom Reports

Prerequisites
Security: These domains in the System functional area:
• Custom Report Creation

• Manage: All Custom Reports

• Report Tag Management

Context
In addition to using Workday-delivered standard reports, you can create custom reports to analyze data in
your tenant.
Workday recommends you create custom reports in Implementation or Sandbox tenants before migrating
them to your production tenant.

Steps
1. Access the Create Custom Report task.
2. As you complete the task, consider:
Option Description
Temporary Report (Optional) Select the check box to enable
Workday to delete the report after 7 days.
For all report types except simple reports, you can
change the deletion date on the Advanced tab.

Enable As Web Service (Optional) For advanced or search reports, select

the check box to:
• Use the report in an outbound EIB.
• Enable external web sites to access the report.
Set up Web Services Options on the Advanced
tab.

Optimized for Performance (Optional) For reports using indexed data

sources, select the check box to display only
indexed fields in field prompts.
If you need to use nonindexed fields, clear the
check box on the Advanced tab.
This option is unavailable for search and nBox
reports.

Data Source For nBox and search reports, you can only select
an indexed data source.
Note: When the Optimized for Performance
check box is active, you can only select an
indexed data source. Clear the Optimized for
Performance check box to select a standard or
nonindexed data source.
See Concept: Selecting a Data Source on page
17.

Report Tags (Optional) Create or select Report Tags to

categorize your report and make it easier to find.
Comments (Optional) In the Additional Info section, enter
comments to track information, such as report
notes, who requested the report, and so on.

Option Description
These internal comments won't display in the
report output.

Next Steps
You can click Grid Preferences on the table toolbar when you edit, run, or view reports to:
• Change the order of columns.
• Display or hide columns.
• Freeze columns.
The availability of Grid Preferences depends on the report type. Workday:
• Doesn't display Grid Preferences on reports that use column groups or column group headings.
• Doesn't retain your grid preferences when you export the report.
• Retains your grid preferences when you log into Workday.
Related Information
Concepts
Concept: Object Transporter 2.0
Reference
Reference: Report Types on page 19
The Next Level: Factors Impacting Report Performance
The Next Level: Migratable Custom Reports Useful for Report Writers
The Next Level: Taking Action Against Existing Reports (Run, Copy, Hide, Edit)
The Next Level: Defining the Description Fields on Report Definitions

Create Reports from Business Object Instances

Prerequisites
Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports
• Report Tag Management

Context
To report on familiar data, you can create a custom report based on a business object instance. Example:
Create a report from Logan McNeil, a Worker business object instance.

Steps
1. Search for the business object instance that you want to use as the basis of your custom report.
2. From the related actions menu of the business object instance, select Reporting > Create Custom
Report from Here.
3. Select the fields to include in your custom report.

Next Steps
Complete the tabs on the Edit Custom Report task.

Find Custom Reports by Data Source

Prerequisites
Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can copy the All Custom Reports report and configure it to display reports that use a specific report
data source (RDS). Example: You can find reports that use the Trended Workers RDS so you can
manage reports in your tenant.
You can also configure the report to display report-specific calculated fields so you can view their Indexing
Information.

Steps
1. Access the All Custom Reports report.
2. From the related actions menu, select Custom Report > Copy.
3. (Optional) On the Columns tab, select Calculated Fields for Report on the Field prompt to include
reports that contain report-specific calculated fields.
4. As you complete the Filter on Instances grid on the Filter tab, consider:
Option Description
Field Data Source
Operator in the selection list
Comparison Type Prompt the user for the value
Comparison Value Default Prompt
5. (Optional) To include reports with report-specific calculated fields, select:
Option Description
Field Calculated Fields for Report
Operator is not empty
6. On the Prompts tab, select the Populate Undefined Prompt Defaults check box.

Result
When you run the report, Workday displays all custom reports that use the report data source specified on
the prompt. Optionally, Workday displays reports with report-specific calculated fields so you can view the
Indexing Information from the related actions menu. Using indexed calculated fields might improve the
performance of your report.

Set Up Drill Down for Custom Reports

Prerequisites
• Create a custom report.
• Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can configure the column and sort options that display when report runners drill into instances for
these report types:
• Matrix
• nBox
• Trending

Steps
1. Access the Edit Custom Report task.
2. As you complete the Group By Fields section on the Drill Down tab, consider:
Option Description
Sort Dimensions Alphabetically Select to sort dimensions alphabetically instead of
by their order in the grid.
Fields That Can Be Summarized Select to add or remove fields from the populated
list. Workday enables these field types for
summarization:
• Boolean.
• Date.
• Numeric.
• Single instance.
• Text.

Field Specify fields to enable drilling. If you specify a

field, Workday changes the Fields That Can Be
Summarized option to Specific Fields.
Label Override Specify a name to use instead of the populated
name on this report to ensure that any future
renaming by Workday doesn't impact your labels.
Indexed (Available for matrix and trending reports only.)
Workday selects the check box to indicate if your
report has the potential to run faster based on
your Drillable Fields grid selections.
3. As you complete the Detail Data section, consider:
Option Description
Column Heading Override Specify a name to use instead of the populated
name on this report to ensure that any future
renaming by Workday doesn't impact your labels.
Options Available options depend on your field type.
4. (Optional) In the Sort section, set up how Workday should sort the fields and associated fields in the
Detail Data section.
5. (Optional) Select from the Drill Down Options prompt to disable drilling options in your report.

Set Up Sort Options for Custom Reports

Prerequisites
• Create a custom report.

• Security: These domains in the System functional area:

• Custom Report Creation
• Manage: All Custom Reports

Context
You can configure the sort order for data groups in these report types:
• Advanced
• Search
• Simple
• Transposed
You can configure sorting on search reports only with these report data sources:
• Find Candidates
• Job Posting
• Job Posting Anchor
• Learning Content

Steps
1. Access the Edit Custom Report task.
2. (Optional) As you complete the Sort tab for search reports, consider:
Option Description
Sort by Relevance Select the check box to sort the search results
based on how well they match your search
criteria.
Note: Workday must render and sort all results
before returning the results to you. Workday runs
indexing as a background process every 24 hours
for nonproduction tenants, and every 12 hours for
production tenants. When you select the check
box, use indexed fields so that Workday can
update results efficiently, such as on external
sites.
You can clear the check box so that Workday
displays all report results before the background
indexing process completes.

Display Matching Fields (Available when you select Sort by Relevance.)

Select the check box to display the fields that
match your search criteria under each search
result.
3. (Optional) As you complete the Sort and Group section for advanced, simple, and transposed reports,
consider:
Option Description
Sort by first accessible column (Advanced reports only.) Select the check box to
sort by the first column on the Columns tab users
have access to when the Sort and Group section
is empty.

Option Description
If you don't select the check box and the Sort and
Group section is empty, Workday doesn't apply
sorting to any column.

Field Select a field from the prompt to use as the sort

criteria. The order of the fields specifies the sort
sequence and group hierarchy for the report.
Display Headers (Advanced and simple reports only.) Select the
check box to display group headers for the sort
and group level and provide a logical separation
of data on the report.
You must include Group Name as a Field on the
Columns tab.

Summarize Detail Rows (Advanced reports only.) Select the check box to
group and summarize the detail rows and display
them as summary rows for each sort/group field
on the report. The field must be the last row in the
Sort and Group grid.
Display Subtotals (Advanced and simple reports only.) To specify
that you want to display subtotals for a sort or
group level, select the check box to include:
• An aggregate function for a currency or
numeric field in the Options of the Columns
tab.
• Count as a Field on the Columns tab.

Group Name Override (Advanced reports only.) You must include Group
Name as a Field on the Columns tab.
4. (Optional) As you complete the Grouping and Totaling Options section for advanced and simple,
consider:
Option Description
Enable Outlining based on Grouping (Advanced reports only.) Select the check box
to summarize detail data or subtotal currency or
numeric data. You must include Group Name as a
Field on the Columns tab.
To group data, select the Display Headers check
box for each sort field to include in the outline.
To subtotal currency or numeric data, select the
Display Subtotals check box, then select an
aggregation from the Options prompt on the
Columns tab.
When enabling outlining, consider:
• All fields on the report must associate with the
primary business object associated with the
report data source.
• If you export an outlined report to Microsoft
Excel, all levels of the report display without
outlining.

Option Description
• If you print to PDF, only the top level of the
outline prints.
• Outlined reports can't display as worklets.
• Outlining doesn't support some languages due
to right-to-left formatting limitations.
• Workday supports up to 8 levels of outlining.

Include Group Name in Headers and Subtotals (Advanced reports only.) Select the check
box to display the group name and the group
name value in the group name column of the
report. Example: Workday displays the value
San Francisco and the group name City as San
Francisco (City).
Display Grand Totals Select the check box to display the grand total of
1 of these selections:
• An aggregate function for a currency or
numeric field in the Options of the Columns
tab.
• Count as a Field on the Columns tab.

Detail-Summary Reporting (Advanced reports only and available when you

access Create Report Field from the Field
prompt in the Sort and Group grid.) Select the
level of detail to display for the lines in your report.

To enable subtotaling for fields associated with a related business object, select Sum from the Options
prompt of currency and numeric fields on the Columns tab.
Workday doesn't support:
• Grand totaling for currency or numeric fields associated with a related business object.
• Totaling currency fields with different currency codes. Example: Workday can't total USD with EUR.
5. (Optional) For advanced reports, complete the Sub Level Sort section to enable additional sorting for a
related business object.
Related Information
Concepts
Concept: Logical Sort Order on page 63
Concept: Advanced Reports on page 111
Concept: Report-Specific Calculated Fields
Reference
The Next Level: Factors Impacting Report Performance
The Next Level: Report Performance Recommendations for Large Volume Customers

Set Up Filter Options for Custom Reports

Prerequisites
• Create a custom report.
• Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can configure the Filter tab to filter the data Workday displays on custom reports. For advanced
reports, you can also add subfilters.
Workday doesn't support filtering on fields that return derived instances, such as lookup date rollup
calculated fields.

Steps
1. Access the Edit Custom Report task.
2. As you complete the Filter on Instances grid on the Filter tab, consider:
Option Description
Parentheses (Unavailable for simple reports.) Use parentheses
to group conditions together.
Operator Available operators depend on option you select
from the Field prompt.
Comparison Type (Unavailable for simple reports.) Specify how
Workday compares the values against the option
you select in the Field prompt. You can:
• Prompt the report runner for the value before
running the report.
• Specify a value from another field or within the
report definition.

Indexed (Advanced and matrix reports only.) The check

box indicates if Workday might index your report
for filtering so it can run faster.
Workday selects the check box based on the
Comparison Type, indexed option you select for
the Field, and the value in the Operator prompt.

3. (Optional) For advanced, matrix, and trending reports, complete the Filter on Aggregations grid to
filter on an aggregation function of a field.
Example: You can display the average compensation by position, excluding employees who earn more
than $200,000 per year.
4. As you complete the task, consider:
Option Description
Aggregation Function Select the function to apply to the aggregated
values.
Field Select a value to evaluate based on the related
business object.
To select text-based fields for count distinct on
matrix and trending reports that use standard
RDSs, clear the Optimized for Performance
check box on the Advanced tab.

You can't use advanced, matrix, or trending reports with filter aggregations as subreports for composite
reporting.

5. (Optional) As you complete the Subfilter tab for advanced reports, consider:
Option Description
Business Object Select a multi-instance or single instance field
based on the primary business object.
Field Select a field to evaluate based on the related
business object.
Condition as Text Workday displays your subfilter condition in
textual format when you set it up.

You can't add subfilters to reports with facet filters.

Related Information
Reference
Reference: Filter Operators on page 52
The Next Level: Factors Impacting Report Performance
The Next Level: Report Performance Recommendations for Large Volume Customers

Set Up Prompt Options for Custom Reports

Prerequisites
• Create a custom report.
• Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can set up populated values for prompts and reports data sources with built-in prompts in your report.
Workday doesn't support prompt options for simple reports.

Steps
1. Access the Edit Custom Report task.
2. As you complete the Prompts tab, consider:
Option Description
Instructions Enter text to display above the prompt fields,
including instructions for entering prompt values.
Effective Date (Available for standard data sources. Unavailable
for search or nBox reports.) Select to prompt
report runners for an effective date and time for
when the report runs.
Entry Date (Available for standard data sources. Unavailable
for search or nBox reports.) Select to prompt
report runners for an entry date and time for when
the report runs.
Populate undefined Prompt Defaults Select to enable Workday to populate the Prompt
Defaults grid with undefined prompt values.

Option Description
Field Specify the field associated with the primary
business object to use as the prompt.
Prompt Qualifier If you select a data range or a data set prompt for
the Field, select the prompt you want to override.
Label For Prompt XML Alias Available for reports enabled as a web service.
Default Value Available if you select Specify default value or
Determine default value at runtime as the Default
Type.
Select the field or value to use as the populated
prompt.

Related Information
Concepts
Concept: Effective and Entry Dates on page 49
Reference
The Next Level: Factors Impacting Report Performance
The Next Level: Report Performance Recommendations for Large Volume Customers
The Next Level: Using the Free-Form Fields on Report Definitions

Set Up Output Options for Custom Reports

Prerequisites
Create a custom report.
Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can configure output display options, including:
• Help text.
• Output types to display your data as a chart, chart and table, gauge, table, or layout.
• Time series.
• Worklets.
Workday doesn't support output configurations for simple reports.

Steps
1. Access the Edit Custom Report task.
2. (Optional) Set up the Output Type section on the Output tab for these report types:
• Advanced
• Matrix
• Trending
(Advanced reports only.) You can select Gauge to specify the gauge range and metered values.

3. As you complete the Chart Options section for Chart or Chart and Table, consider:
Option Description
Scatter Chart Type Available only for advanced reports.
Horizontal/Vertical Axis Select the horizontal/vertical axis of the chart
by referencing the column grouping, the row
grouping, or other specific metrics.
If your matrix or trending report includes only
1 column grouping category, Workday doesn't
display a legend.

Add Secondary Axis (Unavailable for advanced reports.) Select the

check box to visualize changes in your data and
compare metrics with different scales using dual
axis charts. A dual axis enables you to overlay 2
of these chart types when you select 1 of them for
the Primary Axis:
• Area - Overlaid
• Column - Clustered
• Line
Select the Metrics to Include and Secondary
Vertical Axis Chart Types to use on the dual
axis chart.

Top n Values Enter the number of top results to display on your

report.
Select the Sum Remaining Values check box
to display an Other option to view the remaining
results. Clear the check box to exclude the
remaining results.
Example: You can enter 10 as the Top n Values
to view only the top 10 of 22 locations based on
the total salary expense of your organization. You
can select the Sum Remaining Values check
box to summarize the bottom 12 locations.

Sum Remaining Values Use with the Top n Values option.

Example: If you include only the top 10 locations
out of 22, you can sum the remaining 12 locations
into a single value labeled as Other on the chart.
(Available for matrix and trending reports only.)
Workday displays more than 1 Other grouping if:
• You select the Sum Remaining Values check
box.
• You enter values for the Maximum Number
of Columns, Maximum Number of Rows, or
Top n Values fields on the Matrix tab.
• Your data output exceeds the maximum
number of columns, rows, or Top n Values
you set up.

Option Description
Filter by Use with the Top n Values option.
Example: You can filter the top 10 locations by
annualized salary amount or by the last bonus
amount.

Target Line Type Set up these target line options for clustered or
stacked bar and column charts:
• Display one target line for all groups:
Enables you to select a tenant-wide calculated
field to use for drawing a single target line on
the chart. You can enter a value for the Target
Line Label.
• Display multiple target lines for each group:
Enables you to display a unique target line for
each group displayed in a bar or column chart.
Include at least 1 numeric or currency report
field to use as a target line on the Advanced
tab of the report.

Horizontal/Vertical Axis Scale If you enter an increment, maximum, or minimum

fixed value, it must match the format selected on
the Columns tab.
Example: If the maximum value is 5,000 and the
format on the Columns tab is #,##0,"K", enter 5
in the Maximum Value > Fixed field.
When plotting multiple metrics, Workday uses
the format of the first metric plotted, based on the
sequence of the metrics on the Columns tab.

Quadrants Available for scatter chart types.

Select the report fields that set up the Horizontal
Quadrant Line, the Vertical Quadrant Line, and
specify colors for each quadrant.

4. (Optional) Set up the Worklet Options.

Worklet Options are unavailable for search reports.
Before you can add this report as a worklet to a dashboard, you must also share the report with the
security groups you want to access the dashboard.
5. As you complete the Enable as Worklet section, consider:
Option Description
Available On Select the dashboards or landing pages on which
to display your worklet. Select Mobile Reports to
enable your report for mobile use.
Maximum Number of Rows You can't set a maximum number of rows for
advanced reports that include:
• Sub Level Sorts.
• Subfilters.

Option Description
Maximize Report Options Select how the worklet behaves when you click
View More... and maximize the report:
• Display this Worklet when Maximized:
Workday runs the report definition as a normal
Workday report.
• Run a Different Report when Maximized:
You can specify a report that you have the
security to run. If you don't have security
access or the report no longer exists, Workday
displays the worklet as a maximized report.
For dashboards with prompt sets, clicking View
More... enables you to view and change prompt
values populated by Workday.

6. As you set up the Help Text, consider:

Option Description
Brief Description Workday displays the description in search results
and in the related actions menu of the report.
More Info For reports you run in the browser, Workday
displays the text above the report results. For
worklets, the text displays when you click More
Information under the gear icon.
7. (Optional) Set up the Time Series Options for these report types:
• Matrix
• nBox
• Trending
Workday selects the Include All Time Periods check box to include time periods for reports. When the
report runs, Workday prompts users for the Time Series Start Date and Time Series End Date.
Related Information
Concepts
Concept: Charts on page 48
Setup Considerations: Charts on page 26
Tasks
Create Gauge Ranges on page 110
Reference
Reference: Chart Types on page 50
2020R1 What’s New Post: Dual Axis and Combination Charts
The Next Level: Using the Free-Form Fields on Report Definitions

Set Up Share Options for Custom Reports

Prerequisites
• Create a custom report.
• Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can set up sharing options to enable users to:
• Run the report.
• Use the report as a worklet.
When you change a shared report, other users can see the results of your changes immediately.
Workday doesn't support sharing options for simple reports.

Steps
1. Access the Edit Custom Report task.
2. As you complete the Share tab, consider:
Option Description
Don't share report definition Only you can view and run the report.
Share with all authorized users All users with access to the report data source
and data source filter can view and run the report.
Share with specific authorized groups and Only the security groups and users you select can
users view and run the report.
You can only select from security groups and
users who have access to the report data source
and data source filter.

Related Information
Reference
The Next Level: Report Performance - Tuning Thresholds
The Next Level: Report Security Overview

Set Up Advanced Options for Custom Reports

Prerequisites
Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can configure these report options on the Advanced tab:
• Facets to refilter your report results without rerunning the report.
• Prism data sources.
• Temporary reports.
• View options.
• Web services.
• Worksheets.
Workday doesn't support advanced options for simple reports.

Steps
1. Access the Edit Custom Report task.

2. (Optional) As you complete the View Options section on the Advanced tab, consider:
Option Description
Enable Preferred Currency (Advanced and transposed reports only.) Select
to display the preferred currency on a second line
within the same report cell.
Enable Save Parameters (Unavailable for search reports.) Select to enable
saving prompt values as report filters. You can
load these saved prompt values instead of
manually entering them when you run this report
later.
Exclude Execution Link from Search Select to hide this report from global search
so only users with the appropriate security
permission can run and view reports.
Appropriate security permission includes groups
listed as Unconstrained, such as Administrators or
Implementers.
Example: Select this check box for a report that
you want to:
• Display only as a worklet on a dashboard.
• Display only as a worklet using embedded
analytics associated with a task.
• Use as a subreport to build a composite report.
• Use to create a data view in Worksheets.

3. (Optional) (Advanced and search reports only.) As you complete the Web Services Options section,
consider:
Option Description
Enable As Web Service Select to:
• Use the report in an outbound EIB.
• Enable external web sites to access the report.
Note: When you enable a report as a web
service, Workday limits access to the external
report link to users with:
• A valid account for the tenant.
• The proper security permissions to view the
report and the data.

Namespace Workday generates a Namespace when you

enable the report as a web service, but you can
change it. Each report that's a web service must
have a unique Namespace, but Workday doesn't
enforce unique naming.
Note: If you update the Namespace in the report
definition without updating requests to the web
service, the request fails.

4. (Optional) For advanced reports only, in the Worksheets section, select the Enable for Worksheets
check box to enable users to add data from this report into workbooks. Workday doesn't support
creating custom reports with an output type of Worksheets.

5. (Optional) For advanced reports only, in the Prism section, select the Enable for Prism check box to
enable users to create a Prism dataset from the report.
6. (Optional) Select the Temporary Report check box in the Temporary Report section to schedule this
report for deletion in 7 days or on a date you select. Workday doesn’t delete temporary reports until
you run the Delete My Temporary Report Definitions task. Report Admins can run the Delete All
Temporary Report Definitions task to delete all expired temporary report definitions.
7. (Optional) (Unavailable for search and nBox reports.) For reports based on indexed data sources,
select the Optimized for Performance check box in the Report Performance section to display only
indexed fields in field prompts.
If you need to use nonindexed fields in your report, clear the Optimized for Performance check box.
8. (Optional) Set up Facet Options to enable users to refilter the report results without rerunning the
report.
Facet filtering is unavailable for advanced reports with:
• Outlining
• Subfilters
As you complete this section, consider:
Option Description
Field Select a business object or create a report field to
filter report results by.
Your security configuration determines the fields
that you can view and select.

Label Override To ensure that any future renaming by Workday

doesn't impact your facet headings, enter a label
override value.
Facet Field XML Alias (Search reports only.) Specify the web service
XML alias for the facet field. This option is only
available when you select the Enable As Web
Service check box.
Facet Configuration (Unavailable for composite reports.) Select or
create a facet configuration to focus your facet
results into bins or ranges. Facet Configuration
options are only available for currency, date,
and numeric field types and for certain hierarchy
fields.
You can create facet configurations by accessing
the Create Facet Configurations task. You
must have access to the Facet Configuration
Management domain in the System functional
area.
For search reports, you can use distance facet
configurations for report fields that:
• Return the Location business object.
• Support geographical faceting.
To use multi-instance field distance facets, select
the Sort by Relevance check box on the Sort
tab.

Option Description
Action Instance Selection Field (Search reports only.) Select the self-referencing
field associated with the business object for the
search report. The field determines the availability
of mass actions.
If you specify a value, the Enable Compare
check box becomes unavailable.

Single Action (Search reports only.) Select an action from the

prompt to perform on a search result instance.
Mass Action (Search reports only.) Select a mass action to
perform on multiple search result instances.
Example: Export more than 50 search result
instances to Microsoft Excel. You can export
more than 50 search result instances using an
advanced report that:
• Has only 1 prompt.
• Matches the business object of the mass
action.

Name (Search reports only.) Workday displays the mass

action as a button with this name.

When you enable Facet Options, the report results display a search bar if the report data source
contains searchable fields. Workday determines which fields in each data source are searchable.
Workday searches against all searchable fields in the report data source, not just the fields in the report.
Workday displays facets in these ways:

Number of Unique Values for the Facet Field Workday Displays...

Zero No results. The facet doesn't display.
1-7 All facet field values.
8-55 The 5 facet field values with the most results and
a More button that you can expand to view all
values.
>55 The 5 facet field values with the most results and
a search prompt you can use to view all other
values.
9. (Search reports only.) Select the Enable Compare check box in the Compare Options section to
enable displaying comparisons of search results.
The check box is only available for certain data sources.
Related Information
Concepts
Concept: Creating Reports to Insert into Workbooks on page 665
Concept: Displaying Currency Fields on page 62
Tasks
Lookup Hierarchy Rollup
Save Filters on page 76

Examples
Example: Export Workers Using a Search Report on page 181

Set Up Facet Configurations

Prerequisites
Security: Facet Configuration Management domain in the System functional area.

Context
Facet configurations enable you to refine the results of your facet filters further into bins or ranges.
Example: As a recruiter, you can create a facet configuration that filters for candidates within 50 miles.
Facet configuration options are available for currency, date, and numeric field types and for certain
hierarchy fields.
You can't apply facet configurations on composite and simple reports.
Only the creator of a facet configuration can view, edit, and delete it.

Steps
1. Access the Create Facet Configuration task.
2. (Optional) As you complete the Definition tab for Date or Numeric facet field types, consider:
Option Description
Sort Ranges by Count Select to sort the facet configurations from high to
low instance count.
From Value (Date field types only) Specify the number of
days to include in the facet filter range. A value
To Value
of 0 indicates the current day. Negative values
indicate days before the current day.
Example:
• A From Value of -7 and a To Value of -1
indicates a range of 1 week before the current
day.
• A From Value of 7 and a To Value of 20
indicates a range of 1-2 weeks after the
current day.

3. (Optional) As you complete the Country Filter Options section for the Distance facet field type,
consider:
Option Description
Use Country Report Field Display search results by postal codes within the
countries users select on the specified report field.
The report field must match a report field on the
Facet Filters section of the report definition.
Example: Boston, United States and Saint-
Quentin, France use postal code 02101. Display
results for only the United States when users
select the country on the report.

Select Default Countries Display search results for only postal codes within
the specified countries.

Option Description
Example: Boston, United States and Saint-
Quentin, France use postal code 02101. You can
enter United States to hide results for France.

4. (Optional) As you complete the Distance in Miles and Distance in Kilometers sections for the
Distance facet field type, consider:
Option Description
To Value Include an option on your report that filters for
results within the specified distance.
Example: Enter 50 in Distance in Miles to enable
users to filter for results within 50 miles of a
specified postal code.

Example
Date facet configurations:

Facet Value Name From Value To Value

1 Day Ago -1 0
1 Week Ago -7 -2
2-4 Weeks Ago -28 -8
5+ Weeks Ago -999 -29

Next Steps
To use your facet configuration in your report, select the facet configuration in the Facet Options section
on the Advanced tab. You can only select facet configurations that you create.

Concept: Charts
You can display report results as a chart, gauge, or table for these report types:
• Advanced
• Composite
• Matrix
• Trending
Workday plots rows as categories along the horizontal axis. Columns represent the data series, and each
data series has a unique color in the chart legend.
For all charts types except for donut, you can plot more than 1 data series on a chart.
When viewing a chart, you can:
• Drill into matrix report charts the same way you can drill into matrix report tables.
• Switch the categories with the data series so that rows represent the data series.
For composite, matrix, and trending reports, you can visualize changes in your data and compare metrics
with different scales using dual axis charts. A dual axis enables you to overlay 2 of these chart types:
• Area - Overlaid
• Column - Clustered
• Line

The Secondary Axis section is available when you select the Add Secondary Axis check box or select 1
of these chart types as the Primary Axis:
• Area - Overlaid
• Column - Clustered
• Line
Related Information
Concepts
Setup Considerations: Charts on page 26
Reference
2020R1 What’s New Post: Dual Axis and Combination Charts

Concept: Effective and Entry Dates

Workday enables you to specify an effective date when you create or change most business objects.
Effective dates identify when changes go into effect, which might differ from when data entry occurs.
Effective dates can be in the past, present, or future. Example:

Product Example
Expenses Specify when new hotel rates take effect.
Human Capital Management Specify when workers become eligible for time off
for the birth of a child.
Pay Specify when employee raises begin.
Specify when increased union dues went into
effect.

Recruiting Specify when new hires become official employees.

Student Specify when students officially enroll in classes for
next semester.

Workday never prompts you for an entry date, but always records one.
Entry dates identify when data enters Workday. Entry dates can provide a more accurate representation of
your data for auditing or security purposes. You can:
• Identify when employees complete learning modules.
• Identify when managers complete performance reviews.
• View employees who had Workday accounts on a certain date.
The 2 date types together enable you to create various types of reporting.
Workday records effective and entry dates in Pacific Standard Time (PST). Example: Workday records
employees hired on 2021-03-02T10:30:00 ACT as 2021-03-01T16:30:00 PST. Consider this discrepancy
when you report on effective and entry dates.

Example
James in Recruiting hires candidates on 2021-03-01. The candidates start on 2021-04-01, so James sets
the effective date for each candidate to 2021-04-01. When he reports on employees as of 2021-03-15, the
new hires don’t display even though their information entered Workday on 2021-03-01.
Related Information
Reference
The Next Level: Report Performance Recommendations for Large Volume Customers

Reference: Chart Types

Workday enables you to configure output display options for your data by supporting these chart types:

Chart Type Description

Area - 100% Plots the trend of the percentage each value
contributes to the total for each category over time
or categories.
Each item in the data series makes up a portion of
the area based on its percentage of the category
total.

Area - Overlaid Plots the trend of values over time or categories

and overlays each item in the series on top of
another.
Workday plots the first item in a data series first,
then overlays the remaining items in the data
series.
Overlaid area charts display best in 3D.

Area - Stacked Plots the trend of the amount of each value over
time or categories.
Bar - 100% Displays the percentage each value contributes to
the total for each category in horizontal bars.
Each bar represents 1 category. Each item in
the data series makes up a portion of the bar
width. Workday bases the width of the bar on the
percentage of the category total.

Bar - Clustered Displays the value of each category in horizontal

bars.
Bar - Stacked Displays the amount each value contributes to the
total for each category in horizontal bars.
Each bar represents 1 category. Each item in
the data series makes up a portion of the bar
height. Workday bases the height of the bar on the
proportion of the category total.

Bubble Plots the relationship between triplets of numeric

values along a horizontal and vertical axis. 2 values
determine the bubble position, while the third value
determines the bubble size.
You can plot 1 or more data series on a bubble
chart. Each data series has a unique color or
pattern.

Column - 100% Displays the percentage each value contributes to

the total for each category in vertical columns.
Each column represents 1 category. Each item in
the data series makes up a portion of the column
based on its percentage of the category total.

Chart Type Description

Column - Clustered Displays the value of each category in vertical
columns.
Column - Stacked Displays the amount each value contributes to the
total for each category in vertical columns.
Each column represents 1 category. Each item in
the data series makes up a portion of the column
based on its proportion of the category total.

Donut Displays the relationship between the whole and

each part of that whole.
Donut charts display only 1 data series. Each
category has a unique color for each donut
segment.

Gauge Displays a single value on a gauge, like a

speedometer in a car.
Line Plots data points over time.
The slope of the line indicates the trend.
Line charts are most useful if you want to display
at least 10 data points over a period of time. If you
have fewer than 10 data points and you want to
display a count or amount at specific times, use a
column chart.

Scatter Plots the relationship between pairs of numeric

values along a horizontal and vertical axis.
You can plot 1 or more data series in a scatter
chart. Each data series has a unique color or
pattern.

Using Business Intelligence and Reporting Tools (BIRT), you can display these chart types in 3D:
• Area
• Bar
• Line
For composite, matrix, and trending reports, you can visualize changes in your data and compare metrics
with different scales using dual axis charts. A dual axis enables you to overlay 2 of these chart types:
• Area - Overlaid
• Column - Clustered
• Line
The Secondary Axis section is available when you select the Add Secondary Axis check box or select 1
of these chart types as the Primary Axis:
• Area - Overlaid
• Column - Clustered
• Line
Related Information
Concepts
Setup Considerations: Charts on page 26

Reference
BIRT: Report Designer
2020R1 What’s New Post: Dual Axis and Combination Charts

Reference: Filter Operators

• Text Operators on page 52
• Currency and Numeric Operators on page 54
• Date Operators on page 54
• Boolean Operators on page 55
• Single Instance and Multi-Instance Operators on page 55
• Single Instance Examples on page 57
• Multi-Instance Examples on page 58
• Optional Prompts on page 59

Text Operators

Operator Description
is blank Field value is empty.
is not blank Field value isn’t empty.
equal to Field value is equal to comparison value.
Case insensitive.
Example: Cat is equal to cat.

not equal to Field value isn't equal to comparison value.

Case insensitive.
Example: Cat is not equal to cat.

contains Comparison value is a subset of field value.

Case insensitive.
Example: Cat contains AT.

contains (case sensitive) Comparison value is a subset of field value.

Example: Cat contains at.

does not contain Comparison value isn't a subset of field value.

Case insensitive.
Example: Cat does not contain dog.

does not contain (case sensitive) Comparison value isn't a subset of field value.
Example: Cat does not contain AT.

starts with Comparison value is a subset of field value, and

the first character of the field value matches the first
character of the comparison value.
Case insensitive.
Example: Cat starts with ca.

Operator Description
starts with (case sensitive) Comparison value is a subset of field value, and
the first character of the field value matches first
character of comparison value.
Example: Cat starts with Ca.

ends with Comparison value is a subset of field value, and

the last character of the field value matches the last
character of comparison value.
Case insensitive.
Example: Cat ends with AT.

ends with (case sensitive) Comparison value is a subset of field value, and
the last character of the field value matches the last
character of the comparison value.
Example: Cat ends with at.

greater than Field value comes before the comparison value in

alphabetical order.
This operator compares alphabetic sort order, not
length.
Case insensitive.
Example: Cat is greater than dog.

greater than or equal to Field value is the same as or comes before the
comparison value in alphabetical order.
This operator compares alphabetic sort order, not
length.
Case insensitive.
Examples:
• Cat is greater than or equal to dog.
• Dog is greater than or equal to dog.

less than Field value comes after comparison value in

alphabetical order.
This operator compares alphabetic sort order, not
length.
Case insensitive.
Example: Dog is less than cat.

less than or equal to Field value is the same as or comes after the
comparison value in alphabetical order.
This operator compares alphabetic sort order, not
length.
Case insensitive.
Examples:
• Dog is less than or equal to cat.

Operator Description
• Cat is less than or equal to cat.

Currency and Numeric Operators

Operator Description
equal to Field value is equal to comparison value.
Example: 123 is equal to 123.

not equal to Field value isn't equal to comparison value.

Example: 12 is not equal to 123.

greater than Field value is greater than comparison value.

Example: 321 is greater than 123.

greater than or equal to Field value is greater than or equal to comparison

value.
Examples:
• 321 is greater than or equal to 123.
• 123 is greater than or equal to 123.

less than Field value is less than comparison value.

Example: 12 is less than 123.

less than or equal to Field value is less than or equal to comparison

value.
Examples:
• 12 is less than or equal to 123.
• 123 is less than or equal to 123.

Date Operators

Operator Description
is blank Field value is empty.
is not blank Field value isn't empty.
equal to Date value is equal to comparison value.
not equal to Date value isn't equal to comparison value.
greater than Date value is later than comparison value.
Example: 10/20/2016 is greater than 05/20/2016.

greater than or equal to Date value is later than or equal to comparison

value.
Examples:
• 10/20/2016 is greater than or equal to
10/20/2016.

Operator Description
• 10/20/2016 is greater than or equal to
05/20/2016.

less than Date value is before comparison value.

Example: 05/20/2016 is less than 10/20/2016.

less than or equal to Date value is before or equal to comparison value.

Examples:
• 10/20/2016 is less than or equal to 10/20/2016.
• 05/20/2016 is less than or equal to 10/20/2016.

Boolean Operators

Operator Description
is blank Field value is empty. Represents False.
is not blank Field value isn't empty. Represents True.
equal to Field value is equal to the comparison value.
For True, select the Comparison Value check box.
For False, clear the Comparison Value check box.

not equal to Field value isn't equal to the comparison value.

For True, clear the Comparison Value check box.
For False, select the Comparison Value check
box.

Single Instance and Multi-Instance Operators

Field Type Operator Usage

Single Instance exact match with the selection list Field value matches exactly with
comparison value.
Multi-instance
For single instance fields, this
operator restricts a prompt so
that it accepts a single value only.
To enable a prompt for a single
instance field to accept multiple
values, use in the selection list.

Single Instance NOT exact match with the Field value doesn’t exactly match
selection the comparison value.
Multi-instance

Single Instance subset of the selection list Field value is a subset of the
comparison value. Blank field
Multi-instance
values are a subset of the
comparison values.
Single Instance NOT subset of the selection list Field value isn’t a subset of
the comparison value. Blank
Multi-instance

Field Type Operator Usage

field values are a subset of the
comparison values.
Single Instance superset of the selection list Comparison value is a subset of
the field value. Blank comparison
Multi-instance
values are a subset of the field
values.
Single Instance NOT superset of the selection list Comparison value isn’t a
subset of the field value. Blank
Multi-instance
comparison values are a subset
of the field values.
Single Instance count is equal to The number of field values is
equal to the comparison value.
Multi-instance
Example: To view workers with
2 dependents, set a filter for
Dependents where count is
equal to a Comparison Value of
2.

Single Instance count is not equal to The number of field values isn't
equal to the comparison value.
Multi-instance
Example: To view workers
with dependents, set a filter for
Dependents where count is not
equal to a Comparison Value of
zero.

Single Instance count is greater than The number of field values is

greater than the comparison
Multi-instance
value.
Example: To view workers with
more than 1 dependent, set a
filter for Dependents where count
is greater than a Comparison
Value of 1.

Single Instance count is greater than or equal to The number of field values is
greater than or equal to the
Multi-instance
comparison value.
Example: To view workers with
1 or more dependent, set a filter
for Dependents where count
is greater than or equal to a
Comparison Value of 1.

Single Instance count is less than The number of field values is less
than the comparison value.
Multi-instance
Example: To view workers with
fewer than 2 dependents, set a
filter for Dependents where count

Field Type Operator Usage

is less than a Comparison Value
of 2.

Single Instance count is less than or equal to The number of field values is less
than or equal to the comparison
Multi-instance
value.
Example: To view workers with
2 or fewer dependents, set a
filter for Dependents where
count is less than or equal to a
Comparison Value of 2.

Single Instance in the selection list Comparison value is 1 of the

possible field values.
Example: A is in the selection list
A, B, C.

Single Instance not in the selection list Comparison value isn't 1 of the
possible field values.
Example: D is not in the selection
list A, B, C.

Multi-Instance any in the selection list Field value is 1 of the possible

comparison values.
Multi-Instance none in the selection list Field value isn't 1 of the possible
comparison values.
Single Instance is empty Field value is blank.
Multi-instance

Single Instance is not empty Field value isn't blank.

Multi-instance

A field value is a subset of the comparison value if all instances of the field are instances of the
comparison. Inversely, the comparison value is a superset of the field value if it contains all instances of
the field. Example: The field value is 1, 2, 3 and the comparison value is:
• 1, 2, 3, 4, 5. The comparison value contains all instances of the field value. Therefore, the field value is
a subset and the comparison value is a superset.
• 4, 5, 6, 7. The comparison value doesn't contain any instances of the field value. Therefore, the field
value isn't a subset and the comparison value isn't a superset.

Single Instance Examples

This table contains examples of expected results for the logical operators that compare single instance
field values against a selection list.

Single Selection in the not in the exact match subset superset

Instance List selection list selection list with the of the of the
Field Value selection list selection list selection list
Atlanta Chicago False True False False False

Single Selection in the not in the exact match subset superset

Instance List selection list selection list with the of the of the
Field Value selection list selection list selection list
Chicago Chicago True False True True True
Atlanta Chicago False True False False False
Sacramento

Chicago Chicago True False False True False

Sacramento

<blank> Chicago False True False True False

Sacramento

<blank> Chicago False True False True False

Chicago <blank> False True False False True
<blank> <blank> False True True True True

These operators provide specialized logic that might not be appropriate when comparing a single instance
field value against a selection list:
• exact match with the selection list
• subset of the selection list
• superset of the selection list
In most cases, you should use either the in the selection list or not in the selection list operator.

Multi-Instance Examples
This table contains examples of expected results for the logical operators that compare multi-instance field
values against a selection list.

Multi- Selection any in the none in the exact match subset superset
Instance List selection list selection list with the of the of the
Field Value selection list selection list selection list
Atlanta Chicago False True False False False
Sacramento

Chicago Chicago True False False True False

Sacramento

Chicago Chicago True False False False False

Atlanta Sacramento

Chicago Chicago True False True True True

Sacramento Sacramento

Chicago Chicago True False False False True

Sacramento Sacramento
Dallas

Multi- Selection any in the none in the exact match subset superset
Instance List selection list selection list with the of the of the
Field Value selection list selection list selection list
<blank> Chicago False True False True False
Sacramento

<blank> Chicago False True False True False

Chicago <blank> False True False False True
<blank> <blank> False True True True True

Optional Prompts
If you want to evaluate blank values as True, you must include an Or statement as part of the filter. The
Or statement prompts the user for a superset of the selection list. If the user doesn't select a prompt value
when running the report, the superset of the selection list filter condition evaluates as True. In this case, an
empty prompt value is the equivalent of selecting all possible values.
Example: To prompt for a location and ignore the prompt if the user doesn't enter a location, enter these
values in the Filter on Instances grid.

And/Or Field Operator Comparison Type

And Location in the selection list Prompt the user for the
value
Or Location superset of the selection Prompt the user for the
list value

Related Information
Tasks
Set Up Filter Options for Custom Reports on page 36

Fields and Prompts

Create Analytic Indicators

Prerequisites
Security: Custom Report Administration domain in the System functional area.

Context
Analytic indicators enable you to analyze data quickly by viewing visual representations in your reports.
You can create report-specific or tenant-wide analytic indicators to:
• Display ratings.
• Highlight data exceptions.
• Illustrate progress.
• Indicate status.
• Monitor thresholds.
• Visually categorize and group data.

Steps
1. Access 1 of these tasks:
• Create Analytic Indicator.
• Edit Custom Report and select Create > Create Analytic Indicator for Report from the Options
prompt of eligible fields.
2. Select the Business Object and the Field as the basis of the analytic indicator.
You can use the analytic indicator throughout Workday in reports with matching business objects and
fields.
Workday doesn't support analytic indicators for rich text field types.
3. As you complete the task, consider:
Option Description
Default Help Text Workday displays the text you enter here as hover
text for the visualization when the report runs.
Display Conditions Workday evaluates the conditions in sequential
order until a condition returns as true. Only 1
analytic indicator displays even if Workday returns
multiple true conditions. To configure more
complex condition rules, use calculated fields.
Enable Display Option by default When you select this check box, Workday
selects the analytic indicator in the Options field
whenever you add the corresponding field to a
report.
Display Analytic Indicator on Totals Select this check box to use the analytic indicator
whenever Workday displays a total. Otherwise,
Workday displays analytic indicators on detail
rows on the report.

Example
You can use analytic indicators to:
• Flag data for employee salaries that are out of range, employees on international assignment, and
managers with overdue performance reviews.
• Illustrate progress on performance reviews completed for an organization.
• Indicate status of training business process items.
• Visualize ratings of employee performance or vendors.
• Visually highlight salary percent increase and attrition that exceeds or falls below specified limits.

Next Steps
Select the Hide Analytic Indicator check box on the Options prompt to hide analytic indicators on these
cells and rows:
• Calculation cells.
• Data cells.
• Calculation rows.
• Combine data rows.
• Dynamic data rows.
• Lookup data rows.

Related Information
Concepts
Concept: Analytic Indicators on page 62
Concept: Calculated Fields
Tasks
Create Calculated Fields

Create Prompt Sets

Prerequisites
Security: Report Prompt Set Management domain in the System functional area.

Context
Prompt sets are groups of interdependent fields that add more flexibility when running reports. They enable
you to set up populated values for prompts used in:
• Composite reports and subreports.
• Custom dashboards.
• Report groups.
Example: In financial reporting, fiscal schedules and periods depend on a company. You can configure a
prompt set to include the company, fiscal year, and period.
You can use Workday-delivered prompt sets or create your own to define the order of the prompts, make a
prompt required, and so on.

Steps
1. Access the Create Prompt Set task.
2. (Optional) On the Description field, enter a description for the prompt set that Workday displays when
you view the prompt set.
3. On the Category prompt, select a value to group the prompt sets into functional categories. Example:
Financial Reporting, Payroll, or Talent.
4. Configure the Prompt Fields grid to specify the requirements and values of the prompt set.
5. As you complete the task, consider:
Option Description
Prompt Field Workday displays the Description and Category
on the related actions menu of a prompt field so
you can:
• Understand which prompt fields with identical
names to include in your prompt set.
• View additional details about the prompt field.

Display Label on Report If Workday renames a prompt field, the new name
displays in the Display Label on Report column.
Workday might rename a prompt field to include
more specific text so you can select the correct
prompt field when creating a prompt set.
Default Label Override Specify a name to use instead of the default name
for the prompt.

Next Steps
You can use the View Prompt Set report to view detailed information on prompt set fields. You can also
drill to the instances that use the prompt set from the Prompt Set Usages field.
Related Information
Concepts
Concept: Prompt Sets for Composite Reports on page 145

Concept: Analytic Indicators

Analytic indicators enable you to analyze your data quickly by viewing visual representations in your report.
You can create and use report-specific or tenant-wide analytic indicators to:
• Display ratings.
• Highlight data exceptions.
• Illustrate progress.
• Indicate status.
• Monitor thresholds.
• Visually categorize and group data.
Consider these conditions when using analytic indicators:
• For the Total row in advanced reports, analytic indicators display only on aggregated fields.
• If you select is empty as the Condition, Workday doesn't display the analytic indicator visualization for
empty data in multi-instance or single instance fields.
• In the Drill to Detail view for advanced, matrix, and simple reports, Workday might base analytic
indicator conditions on fields other than the field associated with the analytic indicator.
• In the matrix view for matrix reports, analytic indicators display only on aggregated fields.
• Workday doesn't support analytic indicators for rich text field types.
• You can configure only 1 analytic indicator for a column on a report.
Related Information
Reference
Reference: Field Options on page 64
The Next Level: Other Report Types and Analytic Indicators

Concept: Displaying Currency Fields

You can display currency fields in several reporting, formatting, and web service options.

Currencies and Formatting Options

Formatting options are independent of currency codes. Example: If you select a formatting option of
#,##0.00, Workday determines what decimal and thousands separators to display based on the currency
code.

Currencies and Web Services

When you enable a report as a web service, the web service output doesn't include the currency symbol or
formatting. On the Columns tab, you can select Show Currency Code Column from the Options prompt to
display the currency code in the web service output. Example:

<wd:Budget_Amount>1500</wd:Budget_Amount>
<wd:Actual_Amount wd:Currency_Code="USD">1200</wd:Actual_Amount>

User's Preferred Currency

You can display the user's preferred currency as a separate column in a report. Create a convert currency
calculated field with the Users Preferred Currency global field.
Related Information
Tasks
Convert Currency
Create Locations

Concept: Global Fields

Global fields are variables and constants that use the Global business object. You can use them in:
• Business process condition rules.
• Custom reports with any report data source.
• Scheduled recurring processes.
You can create custom global fields by creating calculated fields that use the Global business object.
To view all global fields in your tenant, access the Report Fields report and select Global from the
Business Object prompt.
Related Information
Reference
The Next Level: Report Performance Recommendations for Large Volume Customers

Concept: Logical Sort Order

Logical sorting enables Workday to sort your data based on the leftmost column of the report and display
your data in a manner that makes sense. Example: Instead of sorting the months alphabetically, you can
understand how your data changes over time by sorting logically, such as January, February, and so on.
Ordinarily, Workday first sorts data based on the primary business object, then sorts the related business
objects according to the contextual relationship to the primary business object. You can use calculated
fields to sort by the related business object first.
Your field selection determines if logical sorting is available. Workday enables logical sorting for the lookup
range band calculated field and for these report types:

Report Type Description

Composite Enable logical sorting for combine data rows.
Matrix and trending On the Create Custom Report task, enable logical
sorting on the:
• Matrix tab for column and row grouping.
• Drill Down tab for the Drillable Fields grid and
the Sort section.

Simple and transposed Enable logical sorting by accessing the Sort tab on
the Create Custom Report task.

Related Information
Tasks
Set Up Composite Report Rows on page 133
Set Up Field Values Groups for Matrix Reports on page 117
Set Up Sort Options for Custom Reports on page 33
Examples
Example: Sort Fields by the Related Business Object on page 67

Concept: Report Sorting Behavior

Workday uses International Components for Unicode (ICU) collation to compare and sort text strings,
making it easier to find data within a list. Because sorting data alphabetically can vary among languages,
Workday sorts the data according to the locale of the report runner. Example: The letters A through Z sort
differently in English than in Bulgarian, Lithuanian, or Japanese.
Workday takes these characters into consideration when sorting for custom or standard reports and drill-
down data:
• Spaces.
• Special characters, such as dashes, parentheses, and tildes.
Example: Workday sorts data based on the placement of spaces within a text string. Spaces take
precedence over letters and numbers.

Sort Order for Spaces Before ICU Collation Sort Order for Spaces After ICU Collation

1. John Apple 1. John Apple

2. Johnny Mango 2. John Pear
3. John Pear 3. Johnny Mango

Example: Workday sorts data based on the use of special characters within a text string. Special
characters take precedence over letters and numbers, but not spaces.

Sort Order for Special Characters Before ICU Sort Order for Special Characters After ICU
Collation Collation

1. 123456789 1. 123-456-789
2. 123-456-789 2. 123456789
3. 213456789 3. 213456789

Note: The current Unicode Standard determines special character precedence. The selection is consistent
across tenants.
Related Information
Reference
ICU Documentation: Collation

Reference: Field Options

When you create a report, you can specify these options for a field. Not every option is available for every
field type.

Option Field Types Description

[Analytic Indicator] All Displays an analytic indicator next
to the field.
This option is only available for
fields with analytic indicators
associated with them.
You can select the related actions
menu for this option to preview
the analytic indicator definition.

Average Currency Calculates the average for

the field and displays it on the

Option Field Types Description

Numeric subtotal or grand total line on the
report.
Display As Thumbnail Single Instance Displays an image as a
thumbnail.
This option is only available for
fields with a related business
object of Image.

Display Field as Icon Text Displays a speech bubble icon

instead of the field value. You can
view the field value by clicking the
icon.
Do Not Show if Empty All Hides the column containing this
field if all values are empty.
Do Not Show On Worklet All Hides the field if you deploy the
report as a worklet.
Maximum Currency Calculates the maximum value
for the field and displays it on the
Numeric
subtotal or grand total line on the
report.
Minimum Currency Calculates the minimum value
for the field and displays it on the
Numeric
subtotal or grand total line on the
report.
Related Tasks Only Single Instance Hides the field and displays the
related actions menu for the field.
Multi-instance

Show No When False Boolean Displays No when a Boolean

value is false. If you don't select
this option, false values display
as blank.
Show Blank When Zero Currency Displays a blank value if a
numeric field value is zero.
Numeric

Show Currency Column Currency Displays the currency code in a

separate column on the report.
Show Currency Symbol Currency Displays the currency symbol.
Example: $.
Show Icon Only All Displays the analytic indicator
only and hides the field value.
This option is only available for
fields with analytic indicators
associated with them.
You can only select this option in
advanced reports.

Option Field Types Description

Show Report as Executable Single Instance Displays the report name as a
hyperlink that you can click to run
the report.
This option is only available for
the custom report name field.

Sum Currency Displays the sum of all values for

the field on the subtotal or grand
Numeric
total line on the report.

Related Information
Concepts
Concept: Analytic Indicators on page 62

Reference: Field Types

The Report Fields report enables you to gain insight into the calculated and Workday-delivered report
fields and their types. You can also gain additional information on report fields by accessing the related
actions menu.

Field Type Considerations and Examples

Boolean Also known as a true/false field type where a field
must meet a condition.
Example: Is Active Employee or Is Manager.

Currency Example: Base Pay – Amount or Benefits Annual

Rate.
Date Workday recommends that you view the description
of the field to determine what information the field
returns. If you select a date field associated with
a worker, you might yield results outside the date
range of the report. Example: A company hires an
employee on January 1, terminates the employee
on June 1, and then rehires on September 1. If
you create a custom report to list employees with
a hire date before July 1, the report includes the
employee hired on January 1. However, the report
displays September 1 as the hire date because the
Hire Date field returns the most current hire date.
Example: Date of Birth or Hire Date.

DateTimeZone Example: End Date/Time or Start Date and Time.

Multi-Instance Multi-instance field types represent the one-to-
many relationship the primary business object has
with the related business object. A multi-instance
field can contain multiple values with each value
representing an instance in the related business
object that links to the primary business object.
Example: Assigned Organization or Dependents.

Numeric Example: Age or Location - Scheduled Hours.

Field Type Considerations and Examples

Rich Text A field with text formatting that changes the overall
look of the field.
Workday doesn't support analytic indicators for rich
text field types.
Example: Job Description or Overall Comment -
Manager.

Self-Referencing A self-referencing field type returns an instance of

the business object.
Example: If the data source returns Workers and
you configure a field for the primary business
object, the self-referencing field returns a Worker.

Single Instance Single instance field types represent the one-to-one

relationship that the primary business object has
with the related business object. A single instance
field contains 1 value representing the instance in
the related business object that links to the primary
business object.
Example: Compensation Grade or Position.

Text Example: Candidate ID or Last Name.

Time Example: End Time or Start Time.

Example: Sort Fields by the Related Business Object

This example illustrates how to sort fields in your report by the related business object.

Context
You want to change how your report that uses the Worker business object sorts data. Instead of sorting
by the first column on the report, you want to sort by location. You create 2 calculated fields that use the
Worker business object so that you can sort your data by the related business object, Location.

Prerequisites
Security: These domains in the System functional area:
• Custom Field Management
• Custom Report Creation
• Manage: All Custom Reports

Steps
1. Access the Copy Standard Report to Custom Report task.
Copy a Workday-delivered standard report that includes location data.
a) Select Active Employees - Indexed from the Standard Report Name prompt.
b) Click OK.
c) Enter By Location - Active Employees - Indexed on the Name field.
d) Click OK twice.

2. Access the Create Calculated Field task.

Create an extract single instance calculated field for the location data.
a) Enter ESI Location on the Field Name field.
b) Select Worker on the Business Object prompt.
c) Select Extract Single Instance on the Function prompt.
d) Click OK.
e) Select these values on the Calculation tab:

Prompt Value
Source Field Locations
Condition Is True
Sort Field Location Name
Sort Direction Ascending (A to Z)
Instance to be Returned Last occurrence
f) Click OK.
3. Click Create Another Calculation.
Create a lookup related value calculated field for the location data.
a) Enter LRV Location on the Field Name field.
b) Select Worker on the Business Object prompt.
c) Select Lookup Related Value on the Function prompt.
d) Click OK.
e) Select these values on the Calculation tab:

Prompt Value
Lookup Field ESI Location
Return Value Location
f) Click OK.
g) Click Done.
4. Access the Edit Custom Report task.
Add the LRV Location calculated field to your advanced report.
a) Select By Location - Active Employees - Indexed from the Report Name prompt.
b) Click OK.
c) Access the Sort tab.
d) In the Sort and Group section, clear the Sort by first accessible column check box.
e) Add a row to the grid.
f) In the grid, select LRV Location from the Field prompt.
g) Click OK.
h) Click Run.

Result
The lookup related value calculated field sorts your data by the Location Name instead of the Employee ID.

Next Steps
You can create additional calculated fields that enable you to sort your data by fields on the related
business object instead of the primary business object.

Run and Schedule Reports

Group Reports

Prerequisites
• Verify that reports you add to the report group have at least 1 saved filter.
• Security: Scheduled Report Processes domain in the System functional area.

Context
You can group multiple reports and schedule them to run as a single unit. Example: For financial reporting,
you can group reports to run at the end of a fiscal period.
If the reports in a report group share prompt fields, you can use prompt sets to populate those prompts
more efficiently. You can also:
• Add a Report Group step to a business process so users can share instances of reports or tasks.
• Share report groups so that other users can schedule them.
• Transfer ownership of report groups to other users.

Steps
1. Access the Create Report Group task.
2. On the Prompt Set prompt, create or select a prompt set.
If you select Empty Prompt Set and share a report group that contains prompts, Workday restricts users
from entering prompt values when they schedule the report group.
3. (Optional) Select the Use Excel Template check box to attach report results to Excel templates.
Instead of generating separate Excel files, Workday creates up to 200 sheets in a single workbook and
delivers it to My Reports.
4. On the Prompts tab, configure the requirements and values for each prompt in the report group.
5. As you complete the grid, consider:
Option Description
Label for Prompt Specify a name to use for the prompt field instead
of the populated name.
Default Value (Available if you select Determine default value
at runtime or Specify default value as the Default
Type.) Select the field or value to use for the
prompt field.
Report Tags Select a tag to categorize the report group and
make it easier to search for. Workday adds the
report tags to the generated output file of each
individual report when you schedule the report
group.
6. On the Reports tab, select a different saved filter for each report or task that's the same.
7. As you complete the Report Prompts grid, consider:
Option Description
Prompt Field Select a field from the saved filter of the report
prompt.

Option Description
Value Type To map a report Prompt Field to a Field from
the report group prompt set, select Report Group
Prompt.
If you map 1 or more report prompt fields to a
prompt set field, the prompt set overrides all
saved filter values on the report. To ensure that
the report runs correctly when you use prompt set
field values, map all required report prompt fields.

Field Select a field from the report group prompt set.

Securing Entity Select the check box to enable each entity
you specify to view only data relevant to their
organization.

If you share the report group, you must map all report prompts to the report group prompt set.
Otherwise, the person you share the report group with can't run the report group.
8. (Optional) On the Share Output tab, configure sharing options for the report output.
Security: Report Output Sharing and Reporting Functionality domains in the System functional area.
9. As you complete the tab, consider:
Option Description
Report Output Sharing Options If you select Share report output with other users,
you can specify which security groups and users
will:
• Always be able to view all reports in the report
group.
• Conditionally be able to view each report
as a member of the specified organizational
security entity.
By sharing the report output with users, you're
authorizing them to view the report and its data
exactly as you see it, regardless of their security
permissions.

Always Share (Available if you share the report output.) Specify

the security groups and users that you want to
share all the reports in the report group with.
Always Share overrides any sharing you enable
based on securing entities.

Share based on Securing Entity (Available if you share the report output.) Specify
the securing entities and security groups you want
to share each report with conditionally. These
users will only be able to view data relevant to
their organizational role.
I agree to the statement above Select the check box to acknowledge that you
understand the implications of sharing the report
output with other users.
10.(Optional) On the Share Report Group tab, configure sharing options for the report group.
Security: Report Output Sharing and Reporting Functionality domains in the System functional area.

11.As you complete the tab, consider:

Option Description
Do not Share Report Group Select so that only you can schedule and view the
report group.
Share with all authorized users Select so that all users who have access to the
report data source and data source filter can
schedule and view the report group.
When you share the report group, Workday also
shares the saved filter for each report.

Share with specific authorized groups and Select so that only the security groups and users
users you specify can schedule and view the report
group.
You can only select from security groups and
users who have access to the report data source
and data source filter.

I agree to the statement above Select the check box to acknowledge that you
understand the implications of sharing the report
group with other users.

Next Steps
• Access the Schedule a Report task to schedule the report group.
• Select Report Group > Maintain Excel Template from the related actions menu of the report group to
attach an Excel template.
Related Information
Concepts
Concept: Report Group Step
Concept: Report Tags on page 82
Tasks
Create Prompt Sets on page 61
Save Filters on page 76
Schedule Reports or Report Groups on page 74
Transfer Ownership of Report Groups on page 79
Reference
Reference: Reporting Limits
Workday Community: Using Worksheets Templates to Share Multiple Reports
The Next Level: Report Distribution: Report Groups and Bursting

Burst Reports

Prerequisites
• Create a report group.
• Security: These domains in the System functional area:
• Maintain Excel Template
• Scheduled Report Processes

Context
Instead of manually running a report for multiple organizations, you can schedule a bursting set that
generates a report for each organization in a prompt field.
Example: Create a bursting set for a financial report that generates 1 report for each company.

Steps
1. Access the Edit Report Group task.
2. (Optional) Select the Use Excel Template check box to attach report results to Microsoft Excel
templates.
Workday creates up to 200 sheets in a single workbook and delivers it to My Reports.
When you don't attach an Excel template, Workday creates a separate file for each organization you set
to burst on.
3. On the Reports tab, set up the Report Prompts grid.
As you complete the grid, consider:
Option Description
Prompt Field Select the organization type that you want to burst
on. Examples:
• Company
• Cost Center
• Supervisory Organization

Value Type Select Bursting Set.

Don't select Bursting Set for more than 1 Prompt
Field. Selecting multiple fields to burst on might
cause unexpected report behavior.

Field Select a global calculated field to narrow down the

organizations to include in the bursting set.
Example: Select Active Companies for a Prompt
Field of Company.
You can also create custom calculated fields that
narrow down the list of organizations you want to
include.
If the prompt set for the report group has the
same field, the value of Field overrides the
prompt set field value when you schedule the
report group.

Securing Entity Secure the report output based on the

organization that you selected as the Prompt
Field when using an Excel template.
4. On the Share Output tab, set up sharing options for the report output.
When you select Share report output with other users, consider:
Option Description
Securing Entity Select the organization type that you want to use
to secure report output. This is the same field that

Option Description
you select the Securing Entity check box for on
the Report Prompts grid on the Reports tab.
Security Groups Select the role-based security group that you want
to share the report output with.

Example: Select Company as the Securing Entity and Accountant as the Security Groups option to:
• Run the report for each company in your tenant.
• Send the report results to the accountant for each company.
5. (Optional) Select Report Group > Maintain Excel Template from the related actions menu of the
report group to attach an Excel template.
If you can't access the Maintain Excel Template menu option, enable the Maintain Excel Template
domain security policy in the System functional area.

Next Steps
Access the Schedule a Report task and schedule the report group.
Related Information
Tasks
Create Prompt Sets on page 61
Group Reports on page 69
Schedule Reports or Report Groups on page 74
Reference
The Next Level: Report Distribution: Report Groups and Bursting

Attach Excel Templates to Custom Reports or Report Groups

Prerequisites
• Verify the System Setup section in the Edit Tenant Setup - System task enables xlsm and xlsx as file
types.
• Enable report group definitions to use Microsoft Excel templates by selecting the Use Excel Template
check box.
• Security: These domains in the System functional area:
• Set Up: Tenant Setup - System
• Custom Report Creation
• Manage: All Custom Reports
• Maintain Excel Template

Context
You can automate Excel processing and formatting by attaching a custom Excel template to a custom
report or report group. Workday only applies your Excel template when you run a report using the
Schedule a Report task, or when you run the report in the background by clicking Notify Me Later.
Workday doesn't apply your Excel template when you click the Export to Excel icon from the report
results.
Workday supports Excel features available in Excel 1997-2010.
Workday doesn't support:
• Password-protected workbooks.
• Signed macros.

• Slicers.

Steps
1. In Excel, create an Excel workbook and include any macros. Save the workbook as an .xlsx or .xlsm
file.
2. In Workday, access the custom report or report group you want to export to Excel.
Attach the Excel template by selecting 1 of these options:
• For a custom report, select Custom Report > Maintain Excel Template from the related actions
menu.
• For a report group, select Report Group > Maintain Excel Template from the related actions
menu.
3. (Optional) On the Worksheet Name prompt, enter the name of an existing sheet on Excel template that
you want to populate with the report output. Otherwise, Workday creates a new sheet with the same
name as the report and populates that sheet with the report output.
Workday overwrites the existing sheet with the report output.

Next Steps
Access the Schedule a Report task, select your report or report group, and select Excel as the output
type. For report groups, you must also select the Use Excel Template check box.
Related Information
Tasks
Group Reports on page 69
Reference
Workday Community: Using Worksheets Templates to Share Multiple Reports

Schedule Reports or Report Groups

Prerequisites
Security: Scheduled Report Processes domain in the System functional area.

Context
You can use the Schedule a Report task to run a report or report group in the background.
When you transfer ownership of a scheduled report or process, the sharing options reset to Do not share
report output.

Steps
1. Access the Schedule a Report task.
2. As you complete the Report Criteria tab, consider:
Option Description
Value Type If you select Determine Value at Runtime,
Workday calculates the selection criteria each
time the report runs. Example: Use Determine
Value at Runtime for date fields that can vary over
time for a recurring process.
Value If the Value Type is Determine Value at Runtime,
the report determines the prompt value each time
it runs.

Option Description
You can set the Value to be a calculated field.
Example: You can create a calculated field whose
value computes as a set number of days before
the current date.

Workday only displays this tab when the report contains prompts.
3. As you complete the Output tab, consider:
Option Description
Output Type If a report has a high volume of results, Workday
might deliver a file type other than the Output
Type you select.
You can't output search reports as PDFs. The
scheduled process fails if you select Report
(PDF) for a search report.

Do Not Output an Empty Report Select the check box so that when a report has
no results, Workday doesn’t create output files or
send email notifications.
Workday doesn't support this option for standard
reports created with XpressO.

4. (Optional) On the Share tab, share the report output with other users.
You can only share scheduled report output with unconstrained security groups.

Result
The output files load in My Reports.

Next Steps
Access the Scheduled Future Processes report to delete, modify, or suspend a scheduled report.
To disable notification emails for recurring reports that are about to expire, access the Edit Tenant Setup -
Notifications task and disable Scheduled Future Processes for the report. Workday notifies you when 2
or fewer occurrences remain.
Related Information
Concepts
Concept: My Reports on page 81
Concept: Workday Scheduled Processes
Tasks
Increment or Decrement Date
Reference
Reference: Edit Tenant Setup - Notifications
Reference: Reporting Limits
The Next Level: Report Performance Recommendations for Large Volume Customers
Workday Community: Using Worksheets Templates to Share Multiple Reports

Manage Scheduled Future Processes

Prerequisites
Security: Scheduled Process Management domain in the Tenant Non-Configurable functional area.

Context
You can view all background processes scheduled to run once in the future or on a recurring basis.
Workday displays batch processes, integrations, and reports. You can perform these actions by accessing
the related actions menu of a scheduled future process:
• Activate or suspend.
• Edit or delete.
• Restrict the environments where they run.
• Transfer ownership.
• Set the priority. Setting a higher priority can reduce potential queuing.

Steps
1. Access the Scheduled Future Processes report.
2. Filter the process you want to edit.
3. Select the process on the Scheduled Process column to view detailed schedule criteria.
4. Manage the process by accessing the related actions menu of the process on the Scheduled Process
column.

Next Steps
You can view reports of future occurrences filtered by date or schedule by accessing these reports:
• View All Scheduled Occurrences by Date
• View All Occurrences for a Schedule
Access the Process Monitor report to view the status of all background processes that Workday is
running or ran in the past.
Related Information
Reference
Reference: Scheduled Future Processes
The Next Level: Report Performance - Tuning Thresholds

Save Filters

Prerequisites
Enable Save Parameters in the Advanced tab on the report you want to save prompt values for.

Context
Instead of manually entering prompt values every time you run a report, you can save the values as a filter
to load them automatically.
You can't save filters for search reports.

Steps
1. Run a report you want to save prompt values for.
2. Enter the prompt values you want to save.

3. Enter and save a Filter Name.

Result
The next time you run the report, you can select the filter from the Saved Filters drop-down menu.

Next Steps
Access the Manage My Saved Filters report to edit or delete your saved filters.

Save Searches

Prerequisites
Add facet filters on the report definition where you want to save searches.

Context
When you run a report, you can save your search parameters to load:
• Facet filters.
• Prompt values.
• Search terms.
You can't add facet filters to composite reports or advanced reports with outlining.
You can delete your saved searches by accessing the Manage My Saved Searches task. You can't delete
a saved search with a Usage value of 1 or more.

Steps
1. Run a report.
2. (Optional) Enter the prompt values that you want to save.
3. (Optional) Enter the search terms that you want to save.
4. Select the facet filter values that you want to save.
Related Information
Tasks
Set Up Advanced Options for Custom Reports on page 43

Concept: Interacting with Report Results

Drilling Down to View Additional Fields

When you enable Drill Down Options for matrix, nBox, and trending reports, you can:
• Drill down on a cell value and group results by another field.
• View detail data for summarized amounts.
Detail data displays current field values, but Workday calculates summary values when you run the report.
There might be a difference between summary values and detail data if the data changed after you ran the
report.

Exporting Report Output

To access report results outside of Workday, you can export report output as:
• PDF.
• Excel file.

When you export the report output as an Excel file, Workday runs the report again in the background. A
report that includes date or time fields might have different output in the Excel file than what you view in
Workday. Examples: Current Moment, Days Since Completed.
You can’t download search report results as PDFs or Excel files.

Filtering by Facets
For advanced and search reports, you can add a search bar and facet filters that enable users to further
filter report results without running the report again.
When you enable Facet Options, the report results display a search bar if the report data source contains
searchable fields. Workday determines which fields in each data source are searchable. When you search
for a term, Workday searches against all searchable fields in the report data source, not just the fields in
the report.

Concept: Report Schedules and Weekly Service Update Window

Workday scheduled report runs can perform differently when your tenant enters our Service Update Mode,
which occurs 30 minutes before the Weekly Service Update begins.
These scenarios apply to report runs scheduled during the Weekly Service Update:

Scenario Impact
The report run starts before the tenant enters the No impact to the report run.
Service Update mode and completes in the 30-
minute window before the start of the Weekly
Service Update.
The report run starts before the tenant enters the Reports that start but don’t complete before the
Service Update mode and doesn't complete before tenant enters the Service Update mode result in an
the start of the Weekly Service Update. error. Run the report again after the Weekly Service
Update completes.
You schedule the report run to start after the tenant The report run doesn’t start at its scheduled time;
enters the Service Update mode. the report run starts at the completion of the Weekly
Service Update.

For scenarios that can impact your report executions, don't schedule your reports to run during the Weekly
Service Update window.

Report Administration

Add Custom Reports to Workday Menus

Prerequisites
Security: Custom Report Administration domain in the System functional area.

Context
You can use the Maintain Custom Reports on Menus task to make your custom reports more accessible
by adding them to the:
• Sitemap.
• Related actions menu of a business object, such as Organization or Worker.
To add a custom report to a related actions menu:

• Associate the custom report with only 1 business object and only 1 action category.
• Ensure the report prompts for a business object. Example: Supervisory Organization or Worker.
You can add a maximum of 100 custom reports to Workday menus.

Steps
1. Access the Maintain Custom Reports on Menus task.
2. As you complete the task, consider:
Option Description
Sitemap Category (Optional) Add the custom report to a standard
menu category.
Related Actions Select the Business Object and Menu Category
to which you want to add the custom report. The
associated Prompt Field displays for reference.

Share Custom Report Definitions

Prerequisites
Security: These domains in the System functional area:
• Custom Report Creation
• Report Definition Sharing - All Authorized Users
• Report Definition Sharing - Specific Groups
• Report Definition Sharing - Specific Users

Context
If you own a custom report, you can share the report definition with other groups or users. Workday
considers all security permissions before a user can access and run a shared report.
Workday doesn't support sharing simple reports.

Steps
1. Access the custom report that you want to share.
2. On the Share tab, select an option from the Report Definition Sharing Options section.
If you select Share with specific authorized groups and users, you can specify authorized groups and
users to share the report with, or you can create your own group.
Related Information
Tasks
Set Up Share Options for Custom Reports on page 42
Reference
The Next Level: Report Performance - Tuning Thresholds

Transfer Ownership of Report Groups

Prerequisites
Ensure that the user you transfer the report group to has access to all the reports in the report group.
Security: These domains in the System functional area:
• Custom Report Administration

• Manage: All Custom Reports

Context
When a report group owner transitions to a different role, report administrators can transfer their report
groups to another user.
Report group owners can also transfer report groups that they own to other users.

Steps
1. Access the Transfer Ownership of Report Group task.
If you're transferring a report group you own but don't have access to the Transfer Ownership of
Report Groups task, you can select Report Group > Transfer Ownership from the related actions
menu of your report group.
2. Select a Report Group and New Owner.
3. Confirm that the new owner has access to all the reports in the report group.

Result
The new owner can edit and schedule the report group.
Related Information
Tasks
Group Reports on page 69

Translate Custom Reports

Prerequisites
Security: Data Translation domain in the System functional area.

Context
You can translate custom reports from the default tenant language to other languages that your tenant
supports.

Steps
1. From the related actions menu of a custom report, select Translation > Translate Instance.
You can translate these parts of a custom report:
• Brief Description
• Instructions
• Label Override
• More Info
2. From the related actions menu of a custom report, select Custom Report > Translate.
You can translate these parts of a custom report:
• Column heading overrides.
• Group name overrides for sort fields.
• Labels for prompts.
• Report name.

Next Steps
Access the Change Preferences task and change the Preferred Display Language to view your
translations.
Related Information
Concepts
Concept: Translations

Concept: Custom Report Deletion

You can access these tasks to delete custom reports that have no usages:
• Delete Custom Report enables you to delete 1 report.
You must have access to the Custom Report Management and Manage: All Custom Reports domains
in the System functional area.
• Mass Delete Custom Reports enables you to delete 1 or more reports.
You must have access to the Custom Report Management and Manage: All Custom Reports domains
in the System functional area.
You can't delete custom reports that you use in:
• Business form layouts.
• Business process steps.
• Other custom reports.
• Report groups.
• Scheduled future processes.
You can’t recover deleted reports in your production tenant. Before you delete reports in your production
tenant, Workday recommends you:
• Delete them in your Sandbox tenant.
• Discuss reports that you want to delete with report owners.
• Rename or tag reports you want to delete. You can send a report of those custom reports to others who
you might impact by their deletion.
If you inadvertently delete reports, you can check your Sandbox tenant for copies before the weekly
Sandbox tenant refresh runs.
You can view deleted reports by accessing the View User or Task or Object Audit Trail report.
Related Information
Concepts
Concept: Report Definition Usages on page 82
Reference
Workday Community: Refresh Exemption Tenant Request

Concept: My Reports
My Reports is a virtual storage area for report output and integration documents. Workday saves report
output in My Reports when:
• Someone schedules a report and shares the output with you.
• You run a report in the background.
• You schedule a report.
• You generate a spreadsheet from a composite report that includes outlining.
When you open My Reports, Workday displays the 10 most recent report output files and integration
documents. From the related actions menu of a File, you can:

• Assign, create, or remove report tags by selecting Repository Documents > Maintain Tags.
• Share report output with up to 2,000 users by selecting Repository Documents > Shared Users.
You must have access to the Report Output Sharing domain to share report output.

Mobile Support
My Reports is available on Workday for:
• Android
• iPad
• iPhone
In the Mobile section on the Edit Tenant Setup - System task you can select these check boxes:
• Disable My Reports On Mobile.
• Enable Attachments to be Imported From or Shared With External Sources.
Related Information
Concepts
Concept: Mobile Devices and Features
Reference
Reference: Edit Tenant Setup - System
Reference: Core Navigation

Concept: Report Definition Usages

When a report has usages, Workday displays the number of Report Definition Usages on the View
Custom Report task.
You can click the count of Report Definition Usages to view the area and usage of the report.
You can't delete reports that you use in:
• Business form layouts.
• Business processes.
• Other custom reports.
• Report groups.
• Scheduled future processes.

Concept: Report Tags

Report tags enable you to categorize reports and report output files for easier searching. You can also add
report tags to a report group definition. When you schedule the report group, Workday adds the tags to the
generated output file of each individual report.
Workday enables you to use these report tag types:
• Prompt value report tags, which you can apply to a report group. You can base tags on the dynamic
values of prompts in the report group prompt set. Example: You can select report tags based on
prompts for company or cost center.
• Static tags, which you can apply to an individual report or report group definition. You can select from a
list of Workday-delivered report tags, or create your own from report or report group edit tasks. You can
also create report tags by accessing the Maintain Report Tags task.
To create or maintain report tags, you need access to the Report Tag Management domain.

Inactivating or Deleting Report Tags

You can access the Maintain Report Tags task to inactivate or delete report tags. Consider:

• If you deactivate a report tag, you can't apply the tag to a report output.
• You can't delete a report tag if you use it in a report or report group definition.

Searching for Reports and Report Output Files Using Report Tags
You can search for reports with a specific report tag by using the rdt: prefix followed by the name of the
report tag. Example: You can search rdt: payroll to find all custom report definitions tagged with Payroll.
You can access the My Report Output Files report to search for output files with a specific report tag. You
can limit results to output files that Workday generated within a specified number of days. Example: You
can locate report output files that include the Workforce Planning tag within the last 30 days.
Related Information
Tasks
Group Reports on page 69

Concept: Temporary Reports

Temporary reports enable you to reduce clutter in your tenant by marking obsolete reports for deletion, and
then deleting them in bulk. You can make any custom report temporary.
You can restrict users to create only temporary reports by assigning them to the Ability to Create Only
Temporary Reports domain. They can still access all other reporting features.

Deleting Expired Temporary Reports

Expired temporary reports remain in your tenant until you run the Delete My Temporary Report
Definitions task. Report Admins can run the Delete All Temporary Report Definitions task to delete all
expired temporary report definitions.
You can also schedule the task to run on a regular basis. When the task runs, Workday permanently
deletes any temporary reports that expire on or before the current date.

Changing Report Expiration Dates

Temporary reports expire 7 days after you create them. For all report types except for simple reports, you
can change the expiration date on the Advanced tab of the report definition.

Saving Temporary Report Results

If you need to save temporary report results, you can export them as a spreadsheet or PDF.
Related Information
Concepts
Concept: Custom Reports on page 12
Tasks
Activate Pending Security Policy Changes
Create User-Based Security Groups
Set Up Advanced Options for Custom Reports on page 43

Reference: Custom Reports with Objects Planned for Retirement

The All Custom Reports with "Do Not Use" Items report enables you to identify custom reports that use
objects planned for retirement. Workday labels these objects with (Do Not Use) because there's a new or
better object available. The report lists the do not use (DNU) objects in the custom report, so you can make
updates appropriately.

Option Description
Report Run History Start Date The date range you specify determines the count
displayed in the Number of Times Executed
Report Run History End Date
column on the report.
You can select a date range of 6 months.

Custom Report Displays the custom report that uses an object with
a DNU label.
Report Owner Displays the custom report owner.
Number of Times Executed Displays the number of times Workday executed
the custom report within the report run history date
range you specified.
The count excludes when the report runs as a
worklet.

"Do Not Use" Report Fields Displays the calculated field and report field with a
DNU label that the custom report uses.
"Do Not Use" Data Source Displays the report data source (RDS) with a DNU
label that the custom report uses.
Alternate Data Source Displays the recommended RDS to use in place of
an RDS with a DNU label.
"Do Not Use" Data Source Filter Displays the RDS filter with a DNU label that the
custom report uses.
Area Where Used Displays all custom report usages in your tenant.
Last Run By Displays who last ran the custom report, including
running the report in the background or as a
worklet.
Last Run Date Displays the date and time within the past 6 months
when the custom report last:
• Executed as an integration.
• Executed as a worklet.
• Ran.
• Ran in the background.
Workday captures the date and time once per day
for each custom report.

Domains Securing Report Definition based on Displays the domains that secure the RDS and
RDS and SMD the domains the RDS uses for the secure method
definition (SMD) on the custom report.
The SMD is for Workday internal use only and it
determines security permissions for viewing data in
a report.

Domains Securing Alternate RDS Displays the domains that secure the RDS
Workday recommends you use in place of an RDS
with a DNU label.

Option Description
Enable As Worklet Indicates whether the custom report is enabled as a
worklet.
Available Usage Displays the embedded and landing pages for the
custom report configured as a worklet.
Worklet Landing Pages Displays the landing pages for the custom report
configured as a worklet.
Enable As Web Service Indicates whether the custom report is enabled as a
web service.
Attached Excel Template Displays the Excel workbook attached to the
custom report.

Related Information
Concepts
Concept: Selecting a Data Source on page 17
Reference
Reference: Reports for Managing Custom Reports on page 86

Reference: Report Run History

The Report Run History report enables you to identify who runs reports and how often. The report can
display up to 6 complete months of run history for standard and custom reports. To view more than 6
months of run history, build an integration to extract data once a month.
When you run the report, you can filter for these Execution Mode options:

Option Description
Column Outlining Request Displays the number of times the report ran with
expanded column groupings.
Drill Down Displays the number of times you drill down the
report when the task executes.
Drilling down adds to the count.
Example: When you drill down twice in a report, 3
counts display. 1 for the initial report execution and
2 for the drill-down selections.

Drill Down - Id Set Details Displays the number of times you drill down on a
cell in a report with paginated results.
Excel Outlining Request Displays the number of times the report exports
to Microsoft Excel and contains expandable
groupings.
Facet Selection Displays the number of times you select a facet for
a report when the task executes.
Facet selection adds to the count.
Example: When you run a report and select 2
facets, 3 counts display here: 1 for the initial report
execution and 2 for the facet selections.

Option Description
Internal Displays the number of times where other tasks ran
in the report.
Report Displays the number of times the reports ran.
Row Outlining Request Displays the number of times the report ran with
expanded row groupings.
Scorecard Metric Reports Displays the number of times the matrix report ran
during calculations of Scorecard Metrics.
Sub Report Displays the number of times the subreport ran as
part of composite reports.
Test Report Displays the number of times the report ran as a
test.
Worklet Displays the number of times the report ran as a
worklet on a dashboard.
WQL Displays the number of Workday Query Language
requests that execute.

To enable the Report Run History report, access the Edit Tenant Setup - Reporting and Analytics task
and select the Enable Access to Report Run History check box. Workday begins capturing report run
history after you enable the feature and therefore might not initially display any data on the Report Run
History report.
Related Information
Reference
Reference: Edit Tenant Setup - Reporting and Analytics

Reference: Reports for Managing Custom Reports

Workday provides these reports to help you create and manage custom reports.

Report Description
All Calculated Fields View all calculated fields in your tenant.
All Custom Reports View all custom reports in your tenant.
All Custom Reports with "Do Not Use" Items View all custom reports in your tenant that use
objects planned for retirement.
Business Objects by Category View all business objects for a category.
Business Object Details View all of these reporting objects for a business
object:
• Related business objects.
• Report data sources.
• Report fields.
• Reports.

Calculated Fields Defined View all report-specific and tenant-wide calculated

fields configured in your tenant.
Custom Reports for Person View all custom reports the person owns.

Report Description
Dashboard Run History View and filter dashboard usage statistics from the
previous 6 months.
My Custom Reports with "Do Not Use" Items View all custom reports you own that use a data
source filter, report data source, or report field
planned for retirement.
Report Fields View all calculated fields and Workday-delivered
fields in your tenant.
Report Run History View the number of times a report ran. If you don't
enter any prompt values, the report displays the
reports that ran the most frequently in the last 6
months.
View Business Form Layout View all custom business form layouts created in
your tenant.
View Delivered Business Form Layout View Workday-delivered business forms, such as
an IRS form 1099.
View Indexed Fields for Data Source View the fields in an indexed RDS that Workday
indexes for:
• Aggregations.
• Facets.
• Filters.
• Group by.

Workday Data Dictionary View all Workday-delivered fields for a business

object, excluding fields with the (Do Not Use) label
and retired fields.
Workday Standard Reports View all Workday-delivered reports.

Related Information
Reference
Reference: Custom Reports with Objects Planned for Retirement on page 83
The Next Level: Factors Impacting Report Performance

Reference: Security Domains for Reporting

You can assign administrators who manage all your report definitions and outputs to these security
domains in the System functional area:

Domain Report Management Task

Manage: All Custom Reports • View Custom Report
• Edit Custom Report
• Delete Custom Report

• Manage: All Custom Reports Transfer Ownership of Custom Reports

• Custom Report Administration The user you transfer the report to must also have
access to the Custom Report Creation domain.
Select the Allow Mixed-Language Transactions
check box for your Workday account to view all

Domain Report Management Task

the items you have access to in your preferred
language and in English. This check box enables
access to tasks and objects that aren't translated
in your preferred language when your preferred
language is different from the default tenant
language. See Steps: Manage Translations.

Data Translation Translate Custom Report

To provide users with view-only access to custom reports, Workday recommends that you use the
Manage: All Custom Reports domain in the System functional area.
Related Information
Reference
The Next Level: Report Security Overview

Report Performance and Limitations

Create Report Performance Logs

Prerequisites
Security: Core Navigation domain in the Tenant Non-Configurable functional area.

Context
You can use report performance logs to troubleshoot slow reports.

Steps
1. Access the Edit Report Performance Log Settings task.
2. Select the Report Log Settings tab.
3. As you complete the tab, consider:
Option Description
Enabled Select the Enabled check box to enable Workday
to collect the report performance data.
Report Definition(s) Select the reports that you want to log.
Log Name Enter a name for the report performance log.
Log Data Until Select an end date and time that's less than 24
hours from the current time.
Each time you run the report before the date and
time you set, Workday creates a new log for the
report.

Report Timeout Limit (min) Enter a maximum amount of time for the reports
to run before they time out. You can use this
option to help you determine why the reports take
a long time to run without having to wait for each
report to finish.

Option Description
The default value of 0 indicates no timeout limit.

Enable Pagination (ID Set) Details Select to create:

• 1 report log for the initial set of report results
that load.
• A separate report log for each additional page
of report results that you load.
Otherwise, Workday creates 1 report log for all
the report results that you load.
Example: If the Find Candidates report returns
500 instances, Workday creates a total of 11 logs,
including:
• 1 log for the report as a whole.
• 1 log for the initial set of instances that load.
• 1 log for each additional set of 50 or so
instances that load.

4. Run the reports that you want to log.

Next Steps
Access the View Report Performance Logs report.
Related Information
Reference
The Next Level: Factors Impacting Report Performance

Reference: Report Performance Log Fields

• Report Summary
• Report Performance Metrics
• Failure Information
• Report Prompts
• Field Performance Metrics
• Subreports
• Advanced Metrics

Report Summary

Log Field Description

Log Name The log name you entered on the Edit Report
Performance Log Settings task.
Report Definition The report selected for logging.
Report Type A 3-letter abbreviation for the type of report logged.
Possible values:
• ADV - Advanced
• FAC - Faceted Search
• MTX - Matrix
• TRD - Trending
• NBX - nBox

Log Field Description

• SIM - Simple
• TPS - Transposed

Executed by User The user who ran the report.

Data Source Data source of the logged report.
Execution Status Displays if the report ran successfully.
If you select the Notify me later check box when
you run the report, the original report log displays a
status of Failed and creates another report log for
the report when it runs in the background.

Data Source Processing Mode Displays how the report processed the data source:
as standard, indexed, or hybrid. This field doesn’t
display for composite reports.
Possible values:
• Object Graph: The report processed the data
source as a standard data source.
• Indexed: The report processed the data source
as an indexed data source. This processing
mode results in the best report performance.
• Hybrid: The report processed the data source
as an indexed data source with additional
functions.

Filter Processing Mode Displays how the report processed the fields used
for filtering: as standard, indexed, or hybrid.
Possible values:
• Object Graph: The report evaluates the fields
selected for filtering outside of an indexed data
source.
• Indexed: The report evaluates the fields
selected for filtering inside of an indexed data
source. This processing mode results in the best
report performance.
• Hybrid: The report evaluates the fields selected
for filtering both inside and outside of an indexed
data source.

Grouping Processing Mode Displays how the report processed the fields used
for grouping: as standard, indexed, or hybrid.
Possible values:
• Object Graph: The report evaluates group by
fields outside of an indexed data source.
• Indexed: The report evaluates group by
fields inside of an indexed data source. This
processing mode results in the best report
performance.

Log Field Description

• Hybrid: The report evaluates group by fields
both inside and outside of an indexed data
source.

Report Execution Date and Time Date and time when the report finished running.
Maximum Report Processing Time (s) Maximum time a report runs before timing out.
By default, a report run by a user runs for 30
minutes. A report that ran in the background runs
for 6 hours. A report that ran as a worklet runs for
30 seconds.

Subreport Count (Composite reports only.) Number of subreports run

as part of the composite report.
Data Source Instance Count Number of business object instances the data
source returns.
This field displays a count of zero if the:
• Data source returns zero instances.
• Report is a matrix report that's Optimized for
Performance.
• Data source is a hybrid of standard and indexed
data sources.

Data Source Instance Count (Post Security Number of business object instances remaining
Processing) after security processing.
This field displays a count of zero if the:
• Report runs contextual security on the data
source.
• Report runs contextual security and eliminates
all instances from displaying.
• Report is a matrix report that's Optimized for
Performance.

Report Instance Count Number of business object instances the report

returns after security, filter, and other processing.
This field displays a count of zero if the report is a
matrix report:
• That's Optimized for Performance.
• And the data source is a hybrid of standard and
indexed data sources.
If the report is a matrix report that's Optimized for
Performance, a unique instance count of all groups
displays in the Matrix Summarization section of
the:
• Development Report Performance Log.
• Support Report Performance Log.
If the Report Instance Count is much less than
the Data Source Instant Count, consider using

Log Field Description

a more focused data source to improve report
performance.

Report Performance Metrics

Log Field Description

Total Execution Time (ms) Time spent running the report.
A high value might indicate performance issues.
Review the other timing log fields to identify a
problem area.

Total CPU Execution Time (ms) Total time of each concurrent thread for each time
bucket. This value doesn’t contribute to Total
Execution Time (ms). This field is only available if
you enable Parallel Processing.
Initialization Time (ms) Time spent building the report definition model.
During this time, the report evaluates parameter
processing and static filters.
Data Source Time (ms) Time spent identifying the data source and
retrieving the business object instances that the
report uses.
To reduce the data source time, you can use the
Data Sources report to find a more targeted and
efficient data source for your report.

Data Source Security Time (ms) Time spent evaluating security access to the data
source.
This field displays zero if the data source contains
no security.
If the data source is secured to an unconstrained
security group while some instances of the
business object are secured to a constrained
security group, this field displays the time spent
evaluating security access for the constrained
security group.

Top Level Filter Time (ms) Time spent applying all filters in the report
definition, including filters at the data source, field,
and subfilter levels.
This field displays zero if there's no filtering on the
data source.
To reduce the filter time, you can:
• Ensure that the top-level filter removes the
highest number of instances from your report.
• Simplify filter logic.
• Try using different fields to filter your report.

Contextual Security Filter Time (ms) Time spent evaluating contextual security access to
the data source.

Log Field Description

This field doesn't display if there's no contextual
security on the data source.

Top Level Sort Time (ms) Time spent applying all sort options in the report
definition.
This field displays zero if the report:
• Is a search report based on a Syman data
source.
• Is a facet selection.
• Has paginated results.
To reduce the sort time, you can sort by simple
field types, such as text fields, instead of by single
instance or multi-instance field types.

Processing Time (ms) Time spent processing all calculations and fields
and delivering all business object instances in the
report results. Includes time for generating data for
fields and columns.
This field displays zero if the report ran for the first
time and contains paginated results.

Subreport Invocation Time (ms) (Composite reports only.) Time spent running
subreports, including time starting and ending each
subreport request.
Filter Tree Time (ms) Time spent building the filter tree while initializing
the report definition.
This field displays zero if:
• There are no filters on the report.
• The report execution is an interaction. Example:
Drill down, paginated report results, outlining, or
facet search.

Report Parameters Evaluation Time (ms) Time spent evaluating all user-entered prompt
values while initializing the report.
This field displays zero when:
• There are no prompts on the report.
• The report execution is an interaction and
reuses the initial prompt values from the initial
report execution. Example: Drill down, paginated
report results, outlining, facet search.

Failure Information
This section only displays if the report fails to run.

Log Field Description

Failure Info Exception Message Description of why the report failed to run.
Failure Info Fail Type Report failure type.

Log Field Description

Failure Info Main Stats Bucket The process running at time of report failure.
Failure Info Sub Stats Bucket The subprocess running at time of report failure.

Report Prompts
The report prompts in this section can come from the data source and data source filters.

Log Field Description

Prompt Field Prompt fields that the report evaluates.
Prompt Value(s) Values for the prompt field.
Count (Workday Support only.) Count of how many
instance prompt values are selected.
Possible values:
• Blank: The value for the prompt isn’t an instance
value.
• Zero: No instances were selected for the
prompt.
• Greater than zero: The number of instance
values selected for the prompt.

Hash Code (Workday Support only.) Hash code used to

recreate the instance prompt selected values.

Field Performance Metrics

Log Field Description

Field Name of the field in the report, data source, or data
source filter.
Parent Field The parent field for the child calculated field.
All child fields below the second level roll up to the
second-level child field.
In some cases, a field that is either referencing
itself or another field is the Parent Field.
In some composite reports, there are parents fields
due to report nesting.

Field Type Type of field in the report.

Possible values:
• Calculated
• Calculated - Report Specific
• Computed
• Custom Field
• Workday Delivered

Total Field Security (ms) Time spent evaluating the security for the field.

Log Field Description

Total (ms) Time spent processing this field, not including Total
Field Security time.
The total time is the sum of the Data Source
Processing time and the Report Processing time.

Initialization (ms) Time spent initializing static values. Example:

Effective moment.
Data Source (ms) Time spent evaluating the field in the data source.
This field displays zero when the data source:
• Doesn't use the field.
• Is indexed and Workday doesn't evaluate the
field outside of the data source.

Data Source Security (ms) Time spent evaluating the field security in the data
source.
This field displays zero when the field isn’t used for
data source security.

Contextual Security Filter (ms) Time spent filtering logic for the data source that
calls this field during execution.
This field displays zero when there’s no contextual
security.

Report Processing (ms) Time spent filtering, sorting, processing, and so on.
This field displays zero when the report field is only
in the data source.

Times Executed Number of times the field executes, including when

the field nests under other fields.

Subreports
This section is only available for composite reports.

Log Field Description

Subreport Name of the subreport in the composite report.
Referenced in Composite Entries Where the composite report references the
subreport.
Report Performance Log The link to the report performance log for the
subreport.

Advanced Metrics
This section is for Workday Support use only.
Related Information
Tasks
Create Report Performance Logs on page 88
Reference
The Next Level: Factors Impacting Report Performance

The Next Level: Report Performance Recommendations for Large Volume Customers
The Next Level: Report Performance - Tuning Thresholds
Workday Community: A Practical Guide for High Performance Reporting

Reference: Improving Report Performance

When a report runs slowly, access the Edit Report Performance Log Settings task to log the report.
You can then access the View Report Performance Logs report and click View to identify areas for
improvement.

Report Performance Log Field What to Do

Data Source Processing Mode Indexed processing mode results in the best
report performance. Ensure that the Data Source
Processing Mode is Indexed by:
• Creating a report with an indexed data source.
• Selecting the Optimized for Performance
check box when you create a report to limit your
report to indexed fields.

Filter Processing Mode Indexed processing mode results in the best report
performance. Access the View Indexed Fields for
Data Source report to ensure that the fields you
use to filter the report are indexed for filtering. If
needed, replace nonindexed fields with indexed
fields.
Filter Processing Mode Some fields in an indexed data source aren't
indexed for all usages. If you're using an indexed
Group Processing Mode
data source and your report still runs slowly, you
can:
• Access the View Indexed Fields for Data
Source report to confirm that the fields in
your report are indexed for filters, facets,
aggregation, and group by.
• Replace nonindexed fields with indexed fields.
When creating a report, you can select the
Optimized for Performance check box to ensure
that the report uses only indexed fields.

Data Source Instance Count If the Report Instance Count is much less than
the Data Source Instant Count, consider using
Report Instance Count
a more focused data source to improve report
performance.
Example: Use My Direct Reports instead of
filtering Workers for HCM Reporting.

Related Information
Concepts
Concept: Selecting a Data Source on page 17
Concept: Indexed Data Sources and Fields on page 15
Tasks
Create Report Performance Logs on page 88

Reference
Reference: Report Performance Log Fields on page 89
Reference: Reporting Limits
The Next Level: Factors Impacting Report Performance
Workday Community: A Practical Guide for High Performance Reporting

Reference: Reporting Limits

• Data Sources on page 97
• Prism Data Sources on page 98
• Financial Modeled Data Source on page 98
• Processing on page 98
• Discovery Board Visualizations on page 98
• Scheduled Report Output on page 100
• Reports Run in the Browser on page 100
• Displaying Report Designer in the Browser on page 102
• Exporting to Excel on page 103
• Report Performance Logs on page 103
• Mobile Devices on page 103

Data Sources
Workday limits the number of returned instances based on the type of report data source (RDS) you use
and whether filtering applies. Filtering includes:
• Drill down filters.
• RDS filters.
• RDS security.
• Report filters.

Report Criteria Returned Instances Limit

Indexed RDS 3 million
Prefiltering

Indexed RDS 3 million

Postfiltering

Nonindexed RDS 3 million

Prefiltering

Nonindexed RDS 1 million (for grouping only)

Postfiltering
Pregrouping

Nonindexed RDS 3 million

Postfiltering
Indexed report fields

If your report displays an error, consider using a different data source filter for indexed data sources or a
different data source type. Example: When you use a nonindexed RDS, try using an indexed RDS instead.

For reports that use a Prism data source, Workday returns up to 1 million rows for these report types you
run in the background:
• Advanced
• Matrix
• Simple
• Transposed
Prism data sources can return up to 512 MB of data.

Prism Data Sources

Workday limits from where you can query a Prism data source created from a Prism Analytics table that is
enabled for analysis.
If the table contains more than 2,000,000,000 rows, then you can't use the Prism data source in a
discovery board viz or a custom report as a worklet on a dashboard. You can use the Prism data source in
a custom report that you run in the browser or in the background.

Financial Modeled Data Source

Workday limits the data it puts in the financial modeled data source when you set up the financial reporting
data model.

Description Limit
Time duration of journal line data Up to 3 years, rolling (current year plus 2 years
prior)
Maximum number of optional dimensions 15
Maximum number of values per dimension 100,000

Workday returns up to 1,000,000 cells that contain data in the query response.

Processing
Workday limits report processing to:
• 30 minutes for all reports before displaying an error. After 20 seconds, Workday enables you to
schedule the report to run as a background process.
• 6 hours for background reports, scheduled reports, and web services. Workday terminates the
scheduled background report if processing time takes longer.

Discovery Board Visualizations

Workday limits viz query processing to 45 seconds and limits the returned viz data size to 50 MB. Workday
displays an error in the viz if the viz query times out at 45 seconds or if the amount of data returned
exceeds 50 MB. Example: A table viz fails to display if Workday returns 500 rows and each row of data
contains 1 MB of data. This might happen if field values for a text field in a drop zone contain a lot of
information, such as survey result data.

Viz Type Results

Area Chart Workday returns up to:
• 100 values on the x-axis.
• 250 color groupings per x-axis value, plus the
Other group.

Viz Type Results

• 40 million cells, whether or not the cell contains
data. Empty cells don't display in a chart viz
like they do in a pivot table viz. However, this
limitation still applies.

Bar Chart Workday returns up to:

• 100 values on the x-axis.
• 250 color groupings per x-axis value, plus the
Other group.
• 40 million cells, whether or not the cell contains
data. Empty cells don't display in a chart viz
like they do in a pivot table viz. However, this
limitation still applies.

Chart Workday returns up to:

Donut Chart Workday returns up to 250 color groupings, plus the

Other group.
Heatmap Workday returns up to:
• 100 values on the x-axis, plus the Other group.
• 100 values on the y-axis, plus the Other group.

Line Chart Workday returns up to:

Pivot Table Workday returns up to:

• 50,000 data rows.
• 12,000 row groupings (rows displayed in the
pivot table).
• 250 column attribute groupings.
• 40 million cells, whether or not the cell contains
data.

Scatterplot Workday returns up to 250 color groupings, plus the

Other group.
Table Workday returns up to 50,000 data rows.

When you filter on a field that contains more than 5,000 values, Workday returns up to 5,000 distinct
values in the Filter panel.

Scheduled Report Output

Access the Schedule a Report task to set up a schedule to run custom reports and deliver them to My
Reports. You can also schedule reports to run as a single unit by grouping and bursting up to:
• 200 report groups that use an Excel template.
• 2,500 report groups that don't use an Excel template, such as a report that's in PDF or a nontemplate
XLS format.
The limitation refers to the number of reports generated by the report group.
You can select 1 of these output types for the report:
• Excel
• Report (PDF)
• Text (CSV)
Depending on the file size or number of rows returned for report results, Workday might deliver a file type
other than the target Output Type you select.

Number of Rows Supported Formats Results

Fewer than 10,000 Excel, Report (PDF), and Text Workday generates the report in
(CSV) the selected Output Type format.
Between 10,000 and 500,000 Excel and Text (CSV) If you select Excel as the Output
Type format, Workday generates
the report in Excel.
If you select Report (PDF) or Text
(CSV), Workday generates the
report in Text (CSV) format.

Between 500,000 and 1 million Text (CSV) Workday generates the report in
Text (CSV) format.
More than 1 million Not supported Workday doesn't generate a
report.

You can use the Process Monitor report to determine if Workday switched to another supported format, or
if Workday didn't generate the report.

Reports Run in the Browser

Report Type Results

All • The file size limit for report results is 50 MB and
15 GB for scheduled reports.
• The XML string limit is 2 GB.
• Workday limits tabular data processing to 5
seconds.

Advanced Workday returns up to:

• 1,000 instances.
• 10,000 rows for nonsupported pagination.

Report Type Results

• 50,000 rows for reports with drill to details or
supported pagination.
Workday processes the Group by Field only for
reports with column or row grouping if there are
1 million or fewer post-filter instances. The limit
doesn't affect indexed fields.

Composite Workday returns up to:

• 100,000 cells.
• 1,000 columns.
• 16,000 rows.
For reports with drill-down, Workday returns up to:
• 50,000 rows for supported pagination.
• 10,000 rows for nonsupported pagination.
Workday returns up to 50,000 rows for reports that
use Prism data sources.

Matrix Workday returns up to:

• 250 columns.
• 12,000 rows.
In the report definition, you can add up to 15
summarization rows.
For reports with drill-down, Workday returns up to:
• 50,000 rows for supported pagination.
• 10,000 rows for nonsupported pagination.
• 80,000 drill-down cells.
For reports using Prism data sources, Workday
returns up to:
• 5,000 instances for count distinct aggregations.
• 50,000 rows.
Workday can process up to 1 million rows for
reports with aggregations and up to 40 million rows
for:
• Background reports.
• Scheduled reports.
• Web services.
Workday processes the Group by Field only for
reports with column or row grouping if there are
1 million or fewer post-filter instances. The limit
doesn't affect indexed fields.

nBox Workday enables up to 100 images for each nBox

cell.
For reports with drill-down, Workday returns up to:
• 50,000 rows for supported pagination.
• 10,000 rows for nonsupported pagination.

Report Type Results

Workday returns up to 50,000 rows for reports
using Prism data sources.

Search Workday returns up to 2,000 instances.

The limit doesn't affect mass actions within search
reports.

Simple Workday returns up to:

• 1,000 instances.
• 50,000 rows.

Transposed Workday returns up to:

• 1,000 instances.
• 50,000 rows.

Trending For reports with drill-down, Workday returns up to:

• 50,000 rows for supported pagination.
• 10,000 rows for nonsupported pagination.
• 80,000 drill-down cells.
For reports using Prism data sources, Workday
returns up to:
• 5,000 instances for count distinct aggregations.
• 50,000 rows.
Workday can process up to:
• 1 million rows for reports with aggregated rows.
• 40 million rows for background reports,
scheduled reports, and web services.
Workday processes the Group by Field only for
reports with column or row grouping if there are
1 million or fewer post-filter instances. The limit
doesn't affect indexed fields.

Displaying Report Designer in the Browser

Workday limits the number of:
• Cells for multi-instance columns and fields to 1 million for composite, matrix, and trending reports.
• Top-level rows to 50,000 for all reports.
Your composite report can have an unlimited number of columns and rows. Adding more columns or rows
might affect the response time of the report designer. These browser limits restrict what you see in the
report designer:

Browser Rows Displayed Columns Displayed

Internet Explorer 11 50 20
All other browsers 200 50

Exporting to Excel
Workday adheres to these Microsoft Excel 2007 or newer limitations when exporting a composite report
with outlining:

Type Limit
Cells 1,000,000
Columns 16,384
Rows 1,048,576

Report Performance Logs

You can use report performance logs to troubleshoot performance issues in your reports.

Mobile Devices
You can enable dashboards and reports for mobile so that it's easier to view reporting data on Android,
iPad, and iPhone devices. Managers and executives can also view metrics and key performance indicators
on mobile applications.
Workday designs mobile apps for self-service, so not all reporting features are available. To access all
features, sign in on a browser or desktop.
Your tenant configuration determines how dashboards and reports display. For custom reports and
worklets on iPads, Workday doesn't support:
• Hiding table borders and column headings.
• Manually refreshing data. The data refreshes every time you access the report or worklet.
• Maximizing reports.
• Using 3D chart options.
For mobile devices, Workday doesn't support:
• Creating composite reports.
• Creating custom dashboards.
• Saving custom prompt values for worklets.
• Using dual-axis and combination charts.
• Viewing all or conditional formatting styles for composite reports.
Workday doesn't support these reports on mobile:
• Calendars.
• XpressO reports with 2 tabs.
• XpressO reports that use data pulled from the related business object.
Dashboard availability depends on your security configuration, but we support many Workday-delivered
dashboards on mobile. To determine if Workday enables a dashboard for mobile devices:
1. Access the Maintain Dashboards report.
2. From the related actions menu of a dashboard, click Dashboard > Edit.
3. Access the Settings tab.
4. View the enabled Device Type in the Task Information section.
Related Information
Tasks
Create Report Performance Logs on page 88
Create Report Performance Logs on page 88

Reference
The Next Level: Breaking Through With Mobile
The Next Level: Breaking Through with Mobile

Simple Reports

Steps: Create Simple Reports

Prerequisites
Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can create a simple custom report with options for filtering and sorting data.

Steps
1. Create Custom Reports on page 29.
2. Set Up Columns for Simple Reports on page 104.
3. Set Up Sort Options for Custom Reports on page 33.
4. Set Up Filter Options for Custom Reports on page 36.

Next Steps
Test the report to ensure Workday displays the data correctly.
When you test a report, Workday displays the first 10 results. When the report includes a:
• Filter, Workday applies the filter to all instances of the primary business object and displays the first 10
results.
• Subfilter, Workday applies the subfilter to the 10 filtered instances and displays the results.
Related Information
Concepts
Concept: Custom Reports on page 12
Concept: Business Objects, Data Sources, and Fields on page 13

Set Up Columns for Simple Reports

Prerequisites
• Create a custom simple report.
• Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can select fields from associated business objects to display on simple reports.

Steps
1. Access the Edit Custom Report task.
2. As you complete the Columns tab, consider:
Option Description
Order Select the order that the fields should display in
for your report. The first row in the grid represents
the first column on the report, the second row
represents the second column, and so on.
Field Select the field associated with the business
object to include in your report.
Column Heading Override Specify a name to use instead of the populated
name on this report to ensure that any future
renaming by Workday doesn't impact your labels.
Workday supports translations for this field on
your report.
Format Select a format to apply to currency and numeric
fields. When displaying numbers in Thousands
or Millions format, Workday rounds each number
independently.
Options Available options depend on your field type.
You can also select the Create prompt to create
these custom display options:
• Create Analytic Indicator, which enables you
to use the indicator in other reports throughout
your tenant.
• Create Analytic Indicator for Report, which
enables you to use the indicator only in the
current report.
• Create Percentile for Report, which enables
you to create custom percentiles up to 2
decimal places to use in your report. Workday
uses an approximate value for currency and
numeric fields in the percentile (PCTL).

Next Steps
To convert a simple report to an advanced report, access the related actions menu of your simple report
and select Custom Report > Change to Advanced Report Type.
Related Information
Concepts
Concept: Advanced Reports on page 111
Reference
Reference: Field Options on page 64

Advanced Reports

Steps: Create Advanced Reports

Prerequisites
Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can create an advanced report that includes:
• Multiple levels of headings and subtotals.
• Related business objects.
• Subfilters.
You can also use 1 or more advanced reports as subreports in composite reporting.

Steps
1. Create Custom Reports on page 29.
Create a custom advanced report.
2. Set Up Columns for Advanced Reports on page 107.
3. Set Up Sort Options for Custom Reports on page 33.
4. Set Up Filter Options for Custom Reports on page 36.
5. Set Up Prompt Options for Custom Reports on page 38.
6. Set Up Output Options for Custom Reports on page 39.
7. Set Up Share Options for Custom Reports on page 42.
8. Set Up Advanced Options for Custom Reports on page 43.

Next Steps
Test the report to ensure Workday displays the data correctly.
When you test a report, Workday displays the first 10 results. When the report includes a:
• Filter, Workday applies the filter to all instances of the primary business object and displays the first 10
results.
• Subfilter, Workday applies the subfilter to the 10 filtered instances and displays the results.
Related Information
Concepts
Concept: Advanced Reports on page 111
Concept: Business Objects, Data Sources, and Fields on page 13
Concept: Custom Reports on page 12
Tasks
Set Up Outlining in Advanced Reports on page 109

Set Up Columns for Advanced Reports

Prerequisites
• Create a custom advanced report.
• Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can select fields from associated business objects to display on advanced reports.

Steps
1. Access the Edit Custom Report task.
2. As you complete the Columns tab, consider:
Option Description
Order Select the order that the fields should display in
your report. The first row in the grid represents
the first column on the report, the second row
represents the second column, and so on.
Business Object Select a self-referencing, single instance, or multi-
instance field based on the primary business
object.
Field Select the field associated with the business
object to include in your report. If you select a:
• Self-referencing field on the Business
Object column, select a field from the primary
business object.
• Single instance or multi-instance field on the
Business Object column, select a field from a
related business object.
When you select a multi-instance field on the
Business Object column, that field displays as
a column group heading. Fields from the related
business object display as subcolumn headings.
Select Count to compute the total of the detail
data or summarized rows displayed in your report
and display a value of the subtotals and grand
totals. Workday displays a value only on subtotals
and grand totals and displays a blank value
for detail or summarized rows. When counting,
Workday doesn't include detail data rows that
make up the summarized row nor displayed report
rows associated with related business objects.
To count the detail data rows that make up
the summarized row, select One for the Field
and Sum on the Option prompt. Selecting One
enables Workday to calculate group totals and
grand totals.

Option Description
Column Heading Override Specify a name to use instead of the populated
name on this report to ensure that any future
renaming by Workday doesn't impact your labels.
Workday supports translations for this field on
your report and web services.
Column Heading Override XML Alias (Available only after selecting the Enable As Web
Service check box on the Advanced tab.)
Workday displays a properly formed XML alias
based on the selected Field or Column Heading
Override.
XML aliases must be unique. You can use the
Maintain Custom Report XML Alias task to
resolve an error caused by duplicate XML aliases.
When you translate a report, Workday doesn't
translate the Column Heading Override XML
Alias.

Format When displaying numbers in Thousands or

Millions format, Workday rounds each number
independently.
To display 12 decimal places when you
export reports to Excel or PDF, you can select
#,##0.000000000000 or #,##0.############ for
these aggregated numeric fields:
• Average
• Maximum
• Minimum
• Sum
The data must include 12 digits to display 12
decimal places, otherwise Workday trails the
number with zeros.

Options Available options depend on your field type.

You can also select the Create prompt to create
these custom display options:
• Create Analytic Indicator, which enables you
to use the indicator in other reports throughout
your tenant.
• Create Analytic Indicator for Report, which
enables you to use the indicator only in the
current report.
• Create Percentile for Report, which enables
you to create custom percentiles up to 2
decimal places to use in your report. Workday
uses an approximate value for currency and
numeric fields in the percentile (PCTL).

3. (Optional) To override the column heading for a multi-instance field on the Business Objects column,
complete the Group Column Headings grid.
As you complete the grid, consider:
Option Description
Business Object Select a multi-instance field that you used in the
Business Object column of the first Columns
grid.
If you enable the report as a web service, add a
row for each multi-instance field.

Group Column Heading Specify a name to use for the column heading.
Workday supports translations for this field on
your report and web services.
Group Column Heading XML Alias (Available only after selecting the Enable As Web
Service check box on the Advanced tab.)
Workday displays a properly formed XML alias
based on the selected Business Object or
Group Column Heading.
XML aliases must be unique. You can use the
Maintain Custom Report XML Alias task to
resolve an error caused by duplicate XML aliases.
When you translate a report, Workday doesn't
translate the Group Column Heading XML
Alias.

Related Information
Concepts
Concept: Report-Specific Calculated Fields
Concept: Reports as a Service (RaaS) on page 211
Tasks
Steps: Create Advanced Reports on page 106
Reference
Reference: Field Options on page 64

Set Up Outlining in Advanced Reports

Prerequisites
• Create a custom advanced report.
• Security: Custom Report Creation domain in the System functional area.

Context
You can use outlining in advanced reports to expand and collapse various levels of data when report
results display. You can also use outlining to subtotal currency or numeric data. Workday preserves
outlining when you export advanced reports to Microsoft Excel, but all levels of the report display without
outlining.
Consider these conditions when using outlining:
• All fields on the report must associate with the primary business object associated with the data source.
• Outlined reports can't display as worklets.

• Outlining doesn't support some languages due to right-to-left formatting limitations.

• When you print to PDF, only the top level of the outline prints.
• Workday doesn't support facet filters in advanced reports with outlining.
• Workday supports a maximum of 8 levels of outlining.

Steps
1. Access the Edit Custom Report task.
2. On the Columns tab, select Group Name for the Field as the first column on the report.
3. On the Sort tab, select the Enable Outlining based on Grouping check box to specify the data to
display in your report as an outline.
4. (Optional) To group data and provide a logical separation of data on the report, select the Display
Headers check box.
5. (Optional) To subtotal numeric data and display the result of the aggregation on the subtotal row of the
outlined report:
a. Select a currency or numeric value on the Field prompt on the Columns tab.
b. Specify an aggregation on the Options prompt.
c. Select the Display Subtotals check box on the Sort tab in the Sort and Group section.

Create Gauge Ranges

Prerequisites
Security: Custom Field Management domain in the System functional area.

Context
You can configure gauge parameters to use with gauge charts in your advanced reports. The gauge
displays a single value, like a speedometer in a car.

Steps
1. Access the Create Gauge Range task.
2. Enter a unique value in the Name field for the gauge range.
3. From the Type prompt, select a zone.
You can select up to 5 zones. Each zone must be contiguous and can't overlap values.
4. From the Decimal Places prompt, select the number of decimal places to use for the From Value in
the grid.
Example: If you select 2 Decimal Places and enter 1 for the To Value, Workday displays 1.01 as the
From Value for the next row in the grid.
5. From the Rounding prompt, select a rounding method for Workday to apply in the report results:
• Round: Depending on the value, Workday rounds it either down or up. Example: If you enable zero
decimal places and have a value of 1.5, Workday rounds up to 2. If the value is 1.4, Workday rounds
down to 1.
• Round down: Rounds the value down unconditionally. Example: If you enable zero decimal places
and have a value of 1.9, Workday rounds down to 1.
• Round half down: Halves the number of decimal places in the value. Example: If you enable 4
decimal places and have a value of 2.1234, Workday halves decimal places of the value to 2.12.
• Round up: Rounds the value up unconditionally. If you enable zero decimal places and have a value
of 1.1, Workday rounds it up to 2.

6. As you complete the grid, consider:

Option Description
From Value Enter a value to configure the lower limit of the
gauge range for Zone 1.
Workday populates the From Value for each
subsequent zone based on the:
a. To Value of the previous zone.
b. Number of decimal places specified on the
Decimal Places prompt.

To Value Enter a value to establish the upper limit of the

gauge range.
Meaning Select an indicator for the range. Workday
associates each indicator with a color:
• Bad is red.
• Good is green.
• Neutral is gray.
• Warning is yellow.

Label Enter a description that displays when the report

runs.

Next Steps
Access the Output tab of an advanced report that uses a gauge output type and add your configured
gauge range to the report.
Related Information
Tasks
Set Up Output Options for Custom Reports on page 39

Concept: Advanced Reports

Advanced reports enable you to perform many actions on your data from primary business objects and
related business objects, including:
• Computing the average, minimum, or maximum value of currency and numeric fields.
• Counting.
• Grouping data up to 9 levels.
• Filtering and sorting data.
• Including group headers and group names in your report to separate your data logically based on the
group level hierarchy.
• Outlining data.
• Subtotaling and totaling data based on the group hierarchy configured in the report.
• Summarizing detail data rows.
• Using 1 or more advanced reports as subreports in composite reporting.
You can include fields from the related business objects directly in your report without needing a calculated
field. The fields from the related business objects must directly relate to the primary business object.
Related Information
Concepts
Concept: Business Objects, Data Sources, and Fields on page 13

Matrix Reports

Steps: Create Matrix Reports

Prerequisites
Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can create a matrix report to drill on and report across dimensions as well as group and summarize
data. You can also use 1 or more matrix reports as subreports in composite reporting.

Steps
1. Create Custom Reports on page 29.
Create a custom matrix report.
2. Set Up Grouping and Summarizing for Matrix Reports on page 112.
3. Set Up Drill Down for Custom Reports on page 32.
4. Set Up Filter Options for Custom Reports on page 36.
5. Set Up Prompt Options for Custom Reports on page 38.
6. Set Up Output Options for Custom Reports on page 39.
7. Set Up Share Options for Custom Reports on page 42.
8. Set Up Advanced Options for Custom Reports on page 43.

Next Steps
Test the report to ensure Workday displays the data correctly.
When you test a report, Workday displays the first 10 results. When the report includes a:
• Filter, Workday applies the filter to all instances of the primary business object and displays the first 10
results.
• Subfilter, Workday applies the subfilter to the 10 filtered instances and displays the results.
Related Information
Concepts
Concept: Business Objects, Data Sources, and Fields on page 13
Concept: Matrix Reports on page 120
Tasks
Set Up Field Values Groups for Matrix Reports on page 117
Reference
The Next Level: Creating Your Composite Report's Subreports
Examples
Example: Create a Matrix Report for Employee Data on page 121

Set Up Grouping and Summarizing for Matrix Reports

Prerequisites
• Create a custom matrix report.

• Security: These domains in the System functional area:

• Custom Report Creation
• Manage: All Custom Reports

Context
You can configure the Matrix tab on matrix reports to:
• Group instances of the primary business object.
• Summarize metrics for each grouping.
You can use matrix reports as subreports in composite reporting unless the matrix report includes:
• Only percentile summarization fields.
• Text-based count distinct summarization fields.

Steps
1. Access the Edit Custom Report task.
2. As you complete the Column Grouping (Optional) or the Row Grouping section on the Matrix tab,
consider:
Option Description
Group by Field Select a field of 1 of these types:
• Boolean
• Date
• Numeric
• Single Instance
• Text
Configure at least 1 row grouping for the report.

Sort Columns/Rows Select an option so that values sort in ascending

or descending:
• Alphabetical order based on the Group by
Field value.
• Order based on the column or row total.
Sorting isn't case-sensitive.
When enabled, Workday uses the logical sort
order for the field specified in the Group by Field
value.
The Other column or row and the Total column
or row always display as the right-most column or
row in the report results.

Options When you select Sequence Defined in Field

Values Group on the Sort Rows prompt, access
the Create Field Values Group task to configure
sorting options.
Indexed Workday selects the check box when you select:
• An indexed data source.
• A Group by Field indexed for grouping.

Option Description
If the Indexed check box is clear for a row, your
report might run slowly. Consider replacing the
Group by Field with a field indexed for grouping
so that your report can run faster.
Maximum Number of Columns/Rows Enter a value to specify the maximum number
of column or row results. When the number of
columns or rows exceeds the limit, Workday
displays an Other column or row that summarizes
the remaining values.
Workday displays more than 1 Other when:
a. You select the Sum Remaining Values check
box on the Output tab.
b. The data exceeds the number of Top n
Values that you specify.

Hide Total Column/Row Select the check box to hide the total column or
row in your report. Workday retains the check box
selection when you:
• Copy a standard report that hides column or
row totals.
• Export your report to Excel or PDF.

3. In the Define the Field(s) to Summarize grid, specify how Workday should aggregate the data.
As you complete the grid, consider:
Option Description
Summarization Type Specify the aggregation method used for the field.
The results of the aggregation method display in
the cells on the report or chart, such as a column
or donut segment.
Select:
• Calculation to create a custom calculation
based on an arithmetic expression or to look
up a prior value.
• Count Distinct to drill into and view the distinct
number of instances based on a field or row in
your report results.
You can't include a Lookup Prior Value summary
calculation on a matrix report when using the
report in a scorecard metric calculation.

Summarization Field This field is inactive when the Summarization

Type is Count.
Select a currency, instance, numeric, or text field
for 1 of these Summarization Type options:
• Average
• Calculation
• Count Distinct

Option Description
• Maximum
• Minimum
• Percentile
• Sum
Workday indexes report fields on Prism RDSs, but
might not index all fields on standard RDSs. To
select text fields for count distinct on a standard
RDS, clear the Optimized for Performance
check box on the Advanced tab.
For a Calculation Summarization Type, select
Create > Create Summarization Calculation
for Report or Create > Create System-Wide
Summarization Calculation to:
• Create a summary calculation based on an
arithmetic expression.
• Look up a prior value based on:
• Average x time periods.
• Prior rollup period.
• Prior time period.
• Sum x time periods.
Note: To create tenant-wide summarization
calculations, configure the System-Wide
Summarization Calculation Management domain
in the System functional area.
You can create fields calculated from values in
report-specific or tenant-wide calculated fields.
For faster report performance, limit the number of
calculated fields you include in the report.

Format The format applies to:

• Numeric labels.
• Table and charted outputs.
• The horizontal axis.
• The vertical axis.
When displaying numbers with Thousands and
Millions formatting, Workday rounds each number
independently, so a group of numbers might not
add up to the total displayed.
To display 12 decimal places when you
export reports to Excel or PDF, you can select
#,##0.000000000000 or #,##0.############ for
these aggregated numeric fields:
• Average
• Maximum
• Minimum
• Sum

Option Description
The data must include 12 digits to display 12
decimal places, otherwise Workday trails the
number with zeros.

Options Specify options that control how the field data

displays. The options available depend on the
field type, such as currency, date, or text.
You can select these options from the Valid
Options prompt:
• Percent of Overall Total: The value at the
intersection of a column and row. Workday
automatically changes the Format column to a
percentage format.
• Show Currency Symbol: Workday displays
Invalid on fields that aggregate values in
different currencies.
• Use as Target Line: Creates 1 or more target
lines for each data group based on numeric or
currency fields. You can configure target lines
on the Output tab.
You can also select the Create prompt to create
these custom display options:
• Create Analytic Indicator for Report, which
creates a report-specific analytic indicator. To
create an analytic indicator for use in other
reports, access the Create Analytic Indicator
task.
• Create Detail Data Override. Workday
generates a detail data override for your
summarization field when your report uses
the Trended Workers RDS. You can enter a
unique drill-down layout for the field. The detail
data that you specify overrides the selections
on the Drill Down tab. You can select these
display options for the columns:
• Display format.
• Drill down window columns displayed.
• Field label overrides.
• The sort order.
When you complete the Create Detail Data
Override task, you can select Translate
from the related actions menu of the Detail
Data Override. The Translate Detail Data
Override task enables you to specify an
override to translate and a language for
translation.
You can also control which fields to sort on
and the sort direction to use.
• Create Drill-To Report Link: Use to link to
another report from the summarization field.

Option Description
You can also map fields from the source report
to the prompt fields of the target report.
For multi-instance fields, Workday only passes
a single value to the target report. Example:
If the Country field on the source report has
values of USA and France, Workday only
passes 1 value onto the target report.
• Create Percentile for Report, which enables
you to create custom percentiles up to 2
decimal places to use in your report. Workday
uses an approximate value for currency and
numeric fields in the percentile (PCTL).

Indexed Workday selects the check box based on the

indexed RDS, indexed data source filter, and the
indexed field you select. The check box indicates
if your report has the potential to run faster.

Related Information
Concepts
Concept: Analytic Indicators on page 62
Tasks
Create Drill-To Report Links on page 118
Set Up Output Options for Custom Reports on page 39
Reference
The Next Level: Creating Your Composite Report's Subreports
Examples
Example: Create a Matrix Report for Employee Data on page 121

Set Up Field Values Groups for Matrix Reports

Prerequisites
• Create a custom matrix report.
• Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can use field values groups in matrix reports to display:
• A field value, even when there are no instances with that value. Example: Add Below Expectations to a
field values group to display when employees don't have performance ratings.
• Only the values you select.
You can also sort data in a logical order rather than alphanumerically. Example: Sort performance ratings
in this order:
• Below Expectations
• Meets Expectations
• Exceeds Expectations
When you create a field values group, you can use it in other reports that use the same field.

Steps
1. Access the Edit Custom Report task.
2. As you complete the Row Grouping or Column Grouping grid on the Matrix tab, consider:
Option Description
Group by Field Select a single instance field.
Sort Rows or Sort Columns (Available options depend on the Group by Field
selection.) Select Sequence Defined in Field
Values Group to display only the values that you
add to the field values group.
Options Select an existing group or Create Field Values
Group.
3. As you complete the Create Field Values Group task, consider:
Option Description
Include Blanks Select the check box to display a column or row
for instances that have a blank value for the
Group by Field.
Field Values and Order to be Displayed Select values for the Instance based on the
business object of the Group by Field.
Select the order to display the field values in.

Related Information
Concepts
Concept: Logical Sort Order on page 63

Create Drill-To Report Links

Prerequisites
• Create a custom matrix report.
• Security: These domains in the System functional area:
• Custom Report Administration
• Custom Report Management
• Manage: All Custom Reports

Context
You can use drill-to report links to run other reports directly from the results of a matrix report. Example:
Create a drill-to link from a summary report containing an overview of ledger account types to a more
detailed report that breaks down each ledger account type.
You can also add a matrix report with a drill-to report link as a subreport to a composite report.

Steps
1. Access your matrix report from the Edit Custom Report task.
2. From the Options prompt on the Define the Field(s) to Summarize grid, select Create > Create Drill-
To Report Link.
You can create up to 5 drill-to report links for each summarization and link to any type of report.

3. As you complete the Create Drill-To Report Link task, consider:

Option Description
Drill-To Report Name Select the report that you want to drill to.
The grid displays all prompts from the drill-to
report that don't have Do Not Prompt at Runtime
selected.

Label Specify a name to use for the drill-to report

instead of the populated name.
Enable Blank Values Select the check box to enable Workday to pass
these values from the source report to the target
report:
• Blank values for text fields.
• Zero values for numeric fields.
When you clear the check box, Workday omits the
field from the target report results.
To enable Workday to display a field with a blank
value on the target report results, configure the
blank field on these Value Type prompts:
• Use prompt value from source report
• Use value from axis dimension
Workday supports blank values only on instances
and when the operator is In the selected list.

4. As you complete the grid, consider:

Option Description
Value Type Workday populates some prompts with No default
value when the composite report doesn't have
populated prompt values.
Select:
• Specify default value.
• Use prompt value from source report to pass
the prompt value from the source report. This
option applies when the source report has the
same prompts as the drill-to report.
• Use value from axis dimension to pass the
value from a group by field on the source
report, or a drillable field when you access
View By. You can also pass a drillable field
value when you configure the field to display
on the report output.

Field/Parameter When you select:

• Use prompt value from source report from the
Value Type prompt, select a prompt field from
the source report.
• Use value from axis dimension from the
Value Type prompt, select a group by field or
drillable field from the source report.

Option Description
For multi-instance fields, Workday only passes a
single value to the target report. Example: If the
Country field on the source report has values of
USA and France, Workday only passes 1 value
onto the target report.

Value (Available when you select Specify default value

from the Value Type prompt.)
Select a populated value for the prompt field.

Next Steps
You can add the matrix report you created as a subreport to a composite report. You can then access drill-
to report links from these parts of a composite report:
• Calculation columns from the first dimension when you click View By.
• Cell values on summary nodes of single hierarchy outlined rows.
• Data columns with or without an outline structure.
• Data columns with or without a repeating column group.
• Data columns directly from the column and the first dimension when you click View By.
• Lookup data rows with 1 filter criteria configured and a single instance.
• Single hierarchy.
• Summarization values.
• Summary rows.
When you copy the:
• Matrix source report, Workday copies the drill-to link to the copied report.
• Composite report that uses a matrix source report, Workday doesn't copy the drill-to link to the copied
report.
To drill to another report from a:
• Calculation field, drill down on a calculation value.
• Summary row, drill down on a summary value and then select a View By field from the matrix
subreport.
Related Information
Reference
2022R1 What’s New Post: Drill-To Report Links for Composite Reports
Examples
Example: Create a Drill-To Report Link for Ledger Account Reports on page 122

Concept: Matrix Reports

Matrix reports are similar to pivot tables and crosstabs. You can group data by column or row and
configure cells to display summary values where groupings intersect.

Matrix Report Use Cases

You can use matrix reports to:
• Explore data relationships to identify correlations.
• Identify patterns that could predict future behavior.
• Locate anomalies and exceptions and determine their cause.

• Use charts and graphs to find specific quantities and relationships.

• Validate assumptions about how your organization behaves.
You can export matrix reports to Excel or deploy them as worklets. You can use matrix reports as
subreports in composite reporting unless the matrix report includes:
• Only percentile summarization fields.
• Text-based count distinct summarization fields.

Matrix Report Capabilities

From matrix report results, you can:
• Drill down on a cell value and group the results by another field.
• Summarize numeric data and display the results in a chart.
• View detail data for summarized amounts.
Detail data is current, but Workday calculates summary values when you run the report. There might be a
difference between summary values and detail data if the data changed after you ran the report.
You can’t expose matrix reports as a web service.
Related Information
Concepts
Concept: Global Fields on page 63
Reference
The Next Level: The Matrix Report
The Next Level: Creating Your Composite Report's Subreports

Example: Create a Matrix Report for Employee Data

This example illustrates how to set up options in your matrix report to group and summarize employee
data.

Context
You want to create a matrix report that provides these insights about employees based on their location:
• The annual salary each employee receives.
• The average age of employees.
• The gender and ethnicity of employees.
• The ratio, as a percentage, of contingent workers to all employees.

Prerequisites
Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Steps
1. Access the Create Custom Report task.
2. Enter Employee Data Matrix Report as the Report Name.
3. From the Report Type prompt, select Matrix.
4. Clear the Optimized for Performance check box.
5. From the Data Source prompt, select All Workers.
6. On the Matrix tab, set up the Group by Field in the Row Grouping grid.

7. Select Gender in the first row and Race/Ethnicity in the second row.
8. In the Column Grouping (Optional) grid, select Location as the Group by Field.
9. Enter values for these fields in the Define the Field(s) to Summarize grid:

Summarization Type Summarization Field Label Override Format

Average Age
Sum Annual Salary USD Salary
(End of Last Year)
Calculation Percentage #,##0.00%
10.In the grid, set up the ratio by selecting Create > Create Summarization Calculation for Report in the
Summarization Field of Calculation.
11.On the Create Summarization Calculation for Report task, enter Contingent Worker to Employee
Ratio in the Field Name.
12.From the Function drill-down menu, select Summarization Calculation.
13.On the Calculation tab, select the Return Zero on Error check box.
14.In the Arithmetic Expression grid, enter these values:

Summarization Type Field Operator

Sum Contingent Worker Counter / (Divide)
Sum Employee Counter

Workday populates the Summarization Field in the Define the Field(s) to Summarize grid with your
created summarization calculation.
15.Run the report and drill down on the summarized data to interact directly with the report.
Related Information
Concepts
Concept: Indexed Data Sources and Fields on page 15
Tasks
Set Up Grouping and Summarizing for Matrix Reports on page 112
Steps: Create Matrix Reports on page 112

Example: Create a Drill-To Report Link for Ledger Account Reports

This example illustrates how to create a drill-to link from a ledger account summary report to a ledger
account detail report.

Context
You're the Chief Financial Officer of Global Modern Services, and you want to create a summary report of
debit minus credit amounts for each ledger account type. You also want to create a detailed report of the
actual ledger accounts and display the debits and credits for each account.
Using drill-to report links, you can link these reports so that clicking on a value from the summary report
takes you to the detailed report.

Prerequisites
Security: These domains in the System functional area:
• Custom Report Creation
• Custom Report Management

Steps
1. Access the Create Custom Report task and enter:
Option Description
Report Name Ledger Account Details
Report Type Matrix
Data Source Journal Lines
2. Click OK.
3. On the Matrix tab in the Row Grouping grid, select:

Group by Field
Ledger Account Type
Account Posting Rule
Ledger Account
4. In the Column Grouping (Optional) grid, select Year from the Group by Field prompt.
5. Add 2 rows in the Define the Field(s) to Summarize grid, remove the Count summarization type, and
enter:

Summarization Type Summarization Field Label Override Format

Sum Ledger/Budget Debit Debit Amount #,##0
Amount
Sum Ledger/Budget Credit Credit Amount #,##0
Amount
6. On the Filter tab in the Filter on Instances grid, add 2 rows and select:

And/Or Field Operator Comparison Type Comparison

Value
And Ledger Account in the selection list Prompt the user Default Prompt
for the value and
ignore the filter
condition if the
value is blank
And Ledger Account in the selection list Prompt the user Default Prompt
Type for the value and
ignore the filter
condition if the
value is blank
7. On the Prompts tab, select the Populate Undefined Prompt Defaults check box.
8. In the Prompt Defaults grid, add 2 rows and select:

Field Prompt Qualifier Default Type

Ledger Account Type Default Prompt No default value
Ledger Account Default Prompt No default value
9. On the Share tab, select Share with all authorized users.
10.Click OK.

11.Access the Create Custom Report task and enter:

Option Description
Report Name Ledger Account Summary
Report Type Matrix
Data Source Journal Lines
12.Click OK.
13.On the Matrix tab in the Row Grouping grid, select Ledger Account Type from the Group by Field
prompt.
14.In the Define the Field(s) to Summarize grid, remove the Count summarization type, and select:

Summarization Type Summarization Field Format Options

Sum Ledger/Budget Debit #,##0 Create Drill-To Report
minus Credit Link
15.On the Create Drill-To Report Link task, enter:
Option Description
Drill-To Report Name Ledger Account Details
Label Ledger Account Details
16.In the grid, select:

Prompt Value Type Field/Parameter

Ledger Account Type Use value from axis dimension Ledger Account Type
Company Use prompt value from source Company
report
Year Use prompt value from source Year
report
17.Click OK.
18.Click OK.

Result
You can run the Ledger Account Detail report for the summarization value of each ledger account type in
the Ledger Account Summary report.
Related Information
Tasks
Create Drill-To Report Links on page 118

Composite Reports

Setup Considerations: Composite Reports

You can use this topic to help make decisions when planning your configuration and use of composite
reports. It explains:
• Why to set them up.
• How they fit into the rest of Workday.
• Downstream impacts and cross-product interactions.

• Security requirements and business process configurations.

• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What They Are

With composite reports, you can combine data from multiple sources into a single report. You can use
report data sources to collate data from these types of subreports:
• Advanced
• Matrix
• Trending

Business Benefits
Composite reports enable you to:
• Consolidate and compare data across multiple data sources and time periods.
• Format reports for browsers, Microsoft Excel, mobile devices, and PDFs.
• Reduce or eliminate manual Excel intervention by incorporating style options directly in the report
designer.

Use Cases
• Deliver a detailed financial statement that compares plan and actual data.
• Measure the health of your organization by comparing headcount and turnover.
• Prepare comprehensive payroll documents.
• Track internal metrics for your organization.

Questions to Consider

Questions Considerations
Which report type should you use as your • Advanced reports enable you to include
subreport? dynamic data rows. When you use advanced
reports, Workday maintains any sort order
defined in the reports in your composite report.
• Matrix reports enable you to summarize and drill
down on data in your composite report.
• Trending reports enable you to analyze trends in
financial and employee data.

Which business objects should you enable for The business objects that you enable for filtering
filtering and grouping? and grouping determine the:
• Data you can reference in your composite
report.
• Filter criteria you can use on rows.
• Groupings you can use on columns.
Each subreport must reference all enabled
business objects as primary or related business
objects.

How should you define prompt values for Prompts might not display to report runners in
subreports? subreports. You can configure prompts by defining
prompt values:

Questions Considerations
• Directly in the subreports.
• In the composite report so report runners can
easily run the report without needing to provide
prompt values each time.
You can use custom or Workday-delivered prompt
sets to configure populated values for prompts to
avoid creating duplicate prompts in your composite
report.

Recommendations
Use:
• A consistent naming convention across your subreports to help you find your subreports more easily.
Example: Add Subreport to the name of each subreport.
• A lookup date rollup calculated field to compare trended data across different time dimensions when
using trending subreports.
• Fewer filters on your subreports so you can access and manage data from the composite report.
• Hierarchies to define the filter criteria when using business objects with hierarchical structures. Workday
updates the filter criteria as you update the hierarchy.
• Matrix subreports because you can drill down on and summarize your data.

Requirements
• All subreports that use the trending report type must use the same time dimension.
• The Group by Field on your subreports must use the same related business object as the control field
column on your composite report.
• Use the Table output option on all subreports so that your data displays properly when used on the
composite report. You can configure other output options on the composite report.

Limitations
• You can incorporate changes to your organizational hierarchies using effective dates, but not all
hierarchies are date effective.
• You can't:
• Apply outline structures when you use multiple control field columns.
• Configure column outlining for repeating column groups when a conditional value already exists on a
cell.
• Create composite reports on mobile devices.
• Export charts to Excel.
• Include control field columns in repeating column groups.
• Retain column width and row height when you export to PDF.
• Use advanced, matrix, or trending reports with filter aggregations as subreports.
• Use matrix or trending reports with text-based count distinct summarization fields or only percentile
summarization fields as subreports.
• View conditional formatting or all formatting styles on mobile devices.

Tenant Setup
No impact.

Security

Domains Considerations
Custom Report Creation domain in the System Enables you to create and manage custom reports.
functional area.
Custom Report Management domain in the System Enables you to delete, edit, and view custom
functional area. reports you own.
Formatting Style Management domain in the Enables you to create, manage, and view
System functional area. formatting styles.
Maintain Excel Template domain in the System Enables you to attach an Excel template to a report
functional area. definition.
Manage: All Custom Reports domain in the System Enables you to delete, edit, and view all custom
functional area. reports in your tenant, including reports owned by
other individuals.
Outline Structure Management domain in the Enables you to manage outline structures for
System functional area. composite reports.
Report Prompt Set Management domain in the Enables you to create, delete, and edit prompt sets.
System functional area.

Workday determines composite report security based on the security settings of the subreports. If you don't
have access to the composite report and subreport, Workday dynamically modifies the report so you view
only the fields you have access to.

Business Processes
No impact.

Reporting

Reports Considerations
Report Definition Usages Displays how often you use a subreport.
Validate Composite Report Displays anomalies, exceptions, and warnings for
composite reports so you can take action on them.

Integrations
No impact.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Concept: Composite Reports on page 144
Concept: Formatting Styles on page 145
Reference
Reference: Reporting Limits
The Next Level: Composite Reporting Overview

The Next Level: Composite Reporting for HCM

The Next Level: Financial Reporting

Steps: Create Composite Reports

Prerequisites
Create the advanced, matrix, or trending reports you want to use as subreports.
Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can use composite reports to combine 2 or more reports into a single report. Example: You can create
a report that displays the gender of all active employees and contingent workers across your organization.
You can also create an income statement that compares the actuals and plan data so that you can drill
down on the data by ledger account and region.
Unique functionalities for composite reports include:
• Dragging and dropping columns and rows to change their placement in the report.
• Performing cell, column, and row calculations.
• Setting up cells, columns, and rows with unique formatting and reporting options.

Steps
1. Create Custom Reports on page 29.
Create a custom composite report.
2. (Optional) Select a Prompt Set.
See Concept: Prompt Sets for Composite Reports on page 145.
3. Enable Business Objects for Filtering and Grouping on page 129.
Select the business object that you want to use for filtering and grouping your subreport data.
4. Set Up Composite Report Columns on page 130.
5. Set Up Composite Report Rows on page 133.
6. Set Up Composite Report Cells on page 135.
7. Set Up Additional Options for Composite Reports on page 137.
8. Set Up Output Options for Composite Reports on page 139.

Next Steps
Test the report to ensure Workday displays the data correctly.
When you test a report, Workday displays the first 10 results. When the report includes a:
• Filter, Workday applies the filter to all instances of the primary business object and displays the first 10
results.
• Subfilter, Workday applies the subfilter to the 10 filtered instances and displays the results.
Related Information
Tasks
Steps: Create Advanced Reports on page 106
Steps: Create Matrix Reports on page 112
Steps: Create Trending Reports on page 162

Enable Business Objects for Filtering and Grouping

Prerequisites
• Create a custom composite report.
• Create the advanced, matrix, or trending reports you want to use as subreports in your composite
report.
• Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can enable business objects that filter and group your subreport data, in addition to determining the:
• Data you can reference in your composite report.
• Filter criteria you can use on rows. Example: You can define the filter criteria on lookup data rows using
a business object enabled for filtering and grouping.
• Groupings you can use on columns.

Steps
1. Access your composite report from the Edit Custom Report task.
2. As you complete the Business Object Enabled for Filtering and Grouping grid, consider:
Option Description
Business Object Select the business object that matches the
dimensions setup in all subreports used in the
composite report. Each subreport must reference
all enabled business objects as primary or related
business objects.
Your selection determines the available values for
the:
• Control field column.
• Data column.
• Lookup data row.

Hierarchy Structure (Available when the business object has a

hierarchical structure.) Specify a hierarchy
structure that you can use when you define the
filter criteria on a:
• Data cell.
• Data column.
• Lookup data row.
Example: You can define the filter criteria on a
lookup data row in terms of all the values in the
Corporate: All Accounts hierarchy structure.
Workday references only the primary hierarchy for
the outline structure.

Hierarchy Effective Date Select the effective date that Workday uses to
retrieve the hierarchies in the hierarchy structure
for filtering. Example: You undergo a company-

Option Description
wide reorganization at the beginning of next
month. You can use the first day of next month to
reference the reorganized hierarchy structure.
Consider that:
• Depending on the field, your selection might be
the end date associated with the report period.
• Not all hierarchies are date effective.

Next Steps
Set up the composite report columns.

Set Up Composite Report Columns

Context
You can configure these column types on your composite report:
• Calculation columns display the result of calculations applied on other columns.
• Control field columns set the common dimension across your report.
• Data columns display aggregated data from a subreport.
• Empty columns display empty space between other columns.
• Lookup field value columns display attributes of a control field.
You can create your reports more efficiently by duplicating columns with calculation or data cells. Workday
retains the configuration of the cell, including the:
• Cell label.
• Options selected for the cell.
• Subreports used in the cell.
• Style formatting selected.

Steps
1. Access the Edit Custom Report task.
2. Set up a control field column by selecting Define > Control Field from the menu of an undefined
column.
3. (Optional) As you complete the Outline Data section, consider:
Option Description
Outline Structure Select an outline structure to use in lookup data
rows, such as the Ledger Account Outline outline
structure. When you use the outline structure in

Option Description
lookup data rows, you can expand and collapse
nested groupings of ledger accounts.
Default Outline Structure Select the check box to use the outline structure
as the populated value in the Outline Structure
field in lookup data rows.
Expand on Initial Display Select an option from the prompt to enable
expanding second- and third-level data from the
primary hierarchy. Microsoft Excel maintains
these report settings when you export the
composite report.
Outline Effective Date Workday uses Today when you don't select an
option.
Summary Data Below Select the check box to display the summary
or total lines for data rows with outlining at the
bottom of the rows.
4. Set up a data column by selecting Define > Data from the menu of an undefined column.
5. As you complete the Sub Report section, consider:
Option Description
Sub Report Name You can't select matrix or trending subreports that
use:
• Only percentile summarization fields.
• Text-based count distinct summarization fields.

Map Sub Report Prompts Select values to configure each prompt field when
the:
• Composite report uses a prompt set.
• Subreport uses prompts.

Map Fields For Join Select the Group by Field as the Join Field that
corresponds to the business object used for the
Control Field column. The grid enables multiple
business objects to be available as dimensions on
the same report. Example: The Group by Field
Ledger Account and Ledger Account by Name
use the same Ledger Account related business
object and would be available on the same report.
To identify and fix exceptions when joining
subreports for the Map Fields For Join grid,
access the Validate Composite Reports report
and click Fix.

6. (Optional) Select a value on the Field to Aggregate prompt in the Data Item section.
Available options depend on the Summarization Type that you configure on the subreport.
7. (Optional) Set up a lookup field value column by selecting Define > Lookup Field Value from the menu
of an undefined column.
8. In the Lookup Type section, select Control Field Column to display the data in rows sorted by the
Return Field value. The Return Field value must be an attribute of the business object associated with
the control field column.

9. (Optional) Set up a calculation column by selecting Define > Calculation from the menu of an
undefined column.
As you complete the task, consider:
Option Description
Reverse the Sign Select Yes to reverse the natural sign of a value.
You can create a row category and reverse the
sign of cells in rows associated with that category.
Drill Down Layout Override Select a value from the prompt to enable report
runners to drill down on data in calculation
columns.
Note: Workday doesn't support drilling down on
custom fields.
You can configure drill-down options and access
the Create Composite Calculation Drill Down
Definition task. In the Drill Down Measures grid,
you can specify the columns from your composite
report to use in your drill-down layout. Configure
detail drilling in the Custom View Details grid by
specifying the business objects to use when you
select View Details or the drillable value on the
column.

10.(Optional) Set up an empty column by selecting Define > Empty from the menu of an undefined
column.
11.(Optional) Set up a Repeating Column Group on a defined column to enable a column or a series of
columns to repeat based on a value.
Example: Plan and Actuals columns can repeat for each company or cost center.
Workday supports repeating column groups for all column types except control fields.
12.As you configure the Repeating Column Group option, consider:
Option Description
Repeating Field Select a value from the prompt that's a valid
dimension in all subreports referenced by the data
columns.
Sort Repeating Field Select a value from the By Value prompt to sort a
cell value in ascending or descending order.
Outline Data Select an option from the prompt to enable
column outlining. You can expand and collapse
various levels of data when the report results
display.
Note: Workday disables column outlining when
a conditional value already exists on a cell. If you
configure column outlining first, then Workday
limits configuring conditional values to calculation
cells.

13.(Optional) Select Delete on a defined column to view up to 3 levels of cell dependencies for the column
before deleting it from the report.

Related Information
Concepts
Concept: Analytic Indicators on page 62
Tasks
Steps: Create Matrix Reports on page 112
Reference
The Next Level: Composite Reporting - Control Columns

Set Up Composite Report Rows

Prerequisites
• Create a custom composite report with at least 1 column defined.
• Create the advanced, matrix, or trending reports you want to use as subreports in your composite
report.
• Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can set up these row types on your composite report:
• Calculation rows display the result of calculations that reference other rows.
• Combine data rows display all rows from the control field columns for all subreports. You can then apply
calculations to create a Total row.
• Dynamic data rows filter for instances based on the results of an advanced subreport.
• Empty rows provide empty space between rows of data.
• Lookup data rows determine the data to display based on filter criteria. You can use this row type to
apply row outline structures.
You can create your report more efficiently by duplicating rows with cells. When you duplicate rows,
Workday retains the setup of the cell, including the:
• Cell label.
• Options selected for the cell.
• Subreports used in the cell.
• Style formatting selected.

Steps
1. Access the Edit Custom Report task.
2. (Optional) Set up a lookup data row by selecting Define > Lookup Data from the menu of an undefined
row.
As you complete the task, consider:
Option Description
Filter Criteria Workday populates the Filter Data in Sub Report
grid based on the control field columns in the
report. This determines the rows to include in the
report in addition to the filter criteria used for the
entire row.
Outline Structure In the Outline Options section, Workday
populates the field based on the selection on the

Option Description
control field column. The outline structure sets up
the hierarchy in the report that groups data.
Workday doesn't support outlining on multiple
control field columns.

Expansion Level In the Outline Options section, specify the

expansion approach that displays when you
expand an outline. You can select:
• Use Row Filter Criteria to expand rows for
each hierarchy node and detail instance
defined in the Filter Criteria section for the
report row.
• Level Number to display an expansion row
for each unique value in the hierarchy for that
level.
• Use Starting Node to display the highest
organization or organization node a user has
permission to view.

Starting Node (Available when you select Use Starting Node

as the Expansion Level.) Specify the highest
node to display for the current user based on the
hierarchical level of the field.
Include Nodes with No Data In the Outline Options section, select the check
box to include and enable expansion on nodes
that don't have data.
3. (Optional) Set up a combine data row by selecting Define > Combine Data from the menu of an
undefined row.
4. (Optional) In the Sort section, select a value from the By Value prompt to sort the data by total for
columns and rows, or logically for control field columns.
5. (Optional) Set up a dynamic data row by selecting Define > Dynamic Data from the menu of an
undefined row.
As you complete the task, consider:
Option Description
Map Sub Report Prompts Set up each prompt field if the:
• Composite report uses a prompt set.
• Subreport uses prompts.

Filter Data from Sub Report Set up the grid to filter rows from the advanced
subreport. Workday keeps the sort order
configuration for the subreport when you run the
composite report.
6. (Optional) Set up a calculation row by selecting Define > Calculation from the menu of an undefined
row.
7. (Optional) Set up an empty row by selecting Define > Empty from the menu of an undefined row.

8. (Optional) As you complete the Options prompt in the Advanced section of a defined row, consider:
Option Description
Hide Analytic Indicator On the Options prompt in the Advanced section,
select the check box to hide analytic indicators
configured on columns that impact your row.
Create Conditional Formatting Override Access the task to set up styles and visibility
options that apply to true or false conditions.
9. (Optional) Select Delete on a defined row to view up to 3 levels of cell dependencies for the row before
deleting it from the report.
Related Information
Concepts
Concept: Logical Sort Order on page 63

Set Up Composite Report Cells

Prerequisites
• Create a custom composite report.
• Configure the columns, rows, and subreports for the composite report.
• Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can configure:
• Calculation cells that display the result of calculations applied to other cells.
• Data cells that display data from a matrix or trending subreport.
• Label cells that display text items on the report, such as headers and titles.
• Style cells that apply style formatting to selected cells.
You can duplicate columns and rows with calculation or data cells to create columns more easily. When
you duplicate cells, Workday retains the configuration of the cell, including the:
• Cell label.
• Options selected for the cell.
• Subreports used in the cell.
• Style formatting you select.

Steps
1. Access your composite report from the Edit Custom Report task.
2. (Optional) Configure a data cell by selecting Define > Data from the menu of an undefined cell.
3. As you complete the task, consider:
Option Description
Sub Report Name Select an advanced or matrix report to add to your
composite report.
Map Sub Report Prompts Configure each prompt field when the:
• Composite report uses a prompt set.
• Subreport uses prompts.

Option Description
Filter Data in Sub Report Complete the grid to filter rows from the
advanced, matrix, or trending subreport. Workday
keeps the sort order from the subreport when you
run the composite report.
Hide Analytic Indicator Select the Hide Analytic Indicator check box on
the Options prompt to hide visual representations
configured on the columns.
4. (Optional) Configure a calculation cell by selecting Define > Calculation from the menu of an undefined
cell.
5. As you complete the task, consider:
Option Description
Hide Analytic Indicator Select the Hide Analytic Indicator check box on
the Options prompt to hide visual representations
configured on the columns.
6. (Optional) Configure a cell label on the control field column by selecting Define > Label from the menu
of an undefined cell.
7. As you complete the task, consider:
Option Description
Text Expression Enter the text that you want to display on your
report and enclose variables in brackets.
Example: Headcount in [V1].

[V1] Variable... [V4] Variable When you run the report, Workday replaces the
variable with the dynamic value in the variable
field, such as the headcount.
8. (Optional) Configure a conditional override for the cell value by selecting Define > Conditional Value
from the menu of an undefined cell.
You can override the value of an undefined cell that intersects a lookup data row and a data column.
You can configure the cell to display zero or the actual value based on whether the condition is true or
false.
9. (Optional) Configure a conditional format for the cell value by selecting Define > Conditional Format
from the menu of an undefined cell.
10.(Optional) Configure a cell style by selecting Style from the menu of an undefined cell.
11.(Optional) Duplicate a data cell configuration by selecting Duplicate from the menu of a defined cell.
You can then select the Duplicate to location by Cells, By Row, or By Column.
12.(Optional) Clear a cell configuration by selecting Clear from the menu of a defined cell.
Workday enables you to select Clear All to clear dependent report components, down to 3 levels of
depth in the dependency hierarchy for:
• Analytic indicators.
• Cells.
• Columns.
• Conditional formatting overrides.
• Drill down layouts.
• Override conditions.
• Rows.

Set Up Additional Options for Composite Reports

Context
In the composite report settings, you can set up additional options to:
• Apply styles and formatting to the composite report.
• Customize the column headings using variables.
• Manage the business objects enabled for filtering and grouping.
• Set up headers and footers on the composite report.
• Set up prompt sets.

Steps
1. Access your composite report from the Edit Custom Report task.
2. (Optional) As you complete the General tab from the settings menu on your report, consider:
Option Description
Style Select from Workday-delivered or custom
formatting styles.
Access the Create Formatting Style task to
create custom formatting for these attributes:
• Alignment
• Border
• Column Width
• Fill
• Font
• Gridlines
• Number

Business Object Select the business object that matches the

dimensions setup in all subreports used in the
composite report.
Your selection determines the available values for
the:
• Control field column.
• Data column.
• Lookup data row.

Hierarchy Structure (Available when the business object has a

hierarchical structure.) Specify a hierarchy
structure that you can use when you define filter
criteria on a:

Option Description
• Data cell.
• Data column.
• Lookup data row.
Example: You can define the filter criteria on a
lookup data row in terms of all the values in the
Corporate: All Accounts hierarchy structure.
Workday references only the primary hierarchy for
the outline structure.

Hierarchy Effective Date Select the effective date that Workday uses to
retrieve the hierarchies in the hierarchy structure
for filtering. Example: You undergo a company-
wide reorganization at the beginning of next
month. You can use the first day of next month to
reference the reorganized hierarchy structure.
Consider that:
• Depending on the field, your selection might be
the end date associated with the report period.
• Not all hierarchies are date effective.

3. (Optional) On the Header/Footer tab, set up the header and footer information for the report.
4. As you complete the task, consider:
Option Description
Text Expression Enter the text to display on your report and
enclose variables in brackets.
Example: Last updated on [V1].

[V1] Variable... [V4] Variable When you run the report, Workday replaces the
variable with the dynamic value in the variable
field, such as the date the report runs.
5. (Optional) On the Column Headings tab, specify the column headings to include in your report.
6. As you complete the task, consider:
Option Description
Generate Column Headings Select to enable Workday to add available column
headings to the grid.
Style To apply style formatting to all of the headings in
your report:
• Create your own style.
• Select from Workday-delivered or custom
styles.
To format cells:
a. Click the Popup Window icon on the Cell
Name of the Column Heading Cells grid for
the cell that you want to format.
b. From the related actions menu of the View
Column Header Cell task, select Column
Header Cell > Edit.

Option Description
c. Select a style.

When creating a column heading cell, use a data column as the Column Reference so that Workday
can enable the Sub-Report Prompts option.
7. (Optional) On the Prompts tab, populate prompt values and connect prompts to a prompt set.
8. (Optional) On the Output tab, specify the output options for the report.
To set up a composite report as a chart, the report definition must:
• Contain no outlining on columns or rows.
• Contain no repeating column groups.
• Include at least 1 combined data row.
9. (Optional) As you complete the Composite Options section on the Advanced tab, consider:
Option Description
Show Hidden Rows, Columns and Cells Select to override any individual settings for cells,
columns, and rows in the report definition and
display these items unconditionally.
Show Row, Column and Cell definitions in Select to enable the cell, column, and row tabs
designer to display when you select the Report Settings
icon. You can then view these definitions using
the tab-based designer rather than the grid.
Do Not Reverse the Sign Select to override any individual sign reversals in
the report definition and display all numerical data
using the original sign value from any subreport.
Export Expansion Hierarchy to Excel Select to export the report to Microsoft Excel
using the outlining structure.

Set Up Output Options for Composite Reports

Prerequisites
• Create a custom composite report.
• Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can use the Output tab to specify these options for composite reports:
• Help text.
• Output types, such as chart, table, or layout.
• Worklets.

Steps
1. Access the Edit Custom Report task.
2. Access the Output tab from the settings menu on your report.

3. As you complete the Output Type section, consider:

Option Description
Chart You can't select Chart or Chart and Table when
your report uses:
Chart and Table
• Column outlining.
• Conditionally hidden columns or rows.
• Repeating column groups.

Layout Select to configure the KPI Card or KPI Line and

enable key performance indicators for your data.
4. (Optional) As you complete the Chart Options section, consider:
Option Description
Horizontal/Vertical Axis (Available axes depend on your Chart Type.) Set
up both axes for bubble charts. Donut charts don't
have axes.
Rows for Charting Select specific rows to chart for all chart types.
Add Secondary Axis (Available if you select Area - Overlaid, Column -
Clustered, or Line as the Chart Type.) Select the
check box to visualize changes in your data and
compare metrics with different scales using dual
axis charts. A dual axis enables you to overlay 2
of these chart types when you select 1 of them for
the Primary Axis:
• Area - Overlaid
• Column - Clustered
• Line
Select values on the Metrics to Include and
Secondary Vertical Axis Chart Types prompts
to use on the dual axis chart.

Top n Values Enter the number of top results to display on your

Sum Remaining Values Use with the Top n Values option.

Example: If you include only the top 10 locations
out of 22, you can sum the remaining 12 locations
into a single value labeled as Other on the chart.

Target Line Type Set up target line options for bar and column
charts by clicking:

Option Description
• Display one target line for all groups, which
enables you to select a tenant-wide calculated
field to use for drawing a single target line on
the chart.
• Display a separate target line for each
group using metric, which enables you to
display a unique target line for each group
displayed in a bar or column chart. Select the
specific measure or metric to use as a target
value when creating the report definition. On
the Matrix tab, include at least 1 currency or
numeric report field to summarize and to use
as a target line. To select the report field to use
as a target line, select Use as Target Line from
the Options prompt.

5. (Optional) Select the Enable As Worklet check box in the Worklet Options section to enable your
report as a worklet.
6. As you complete the section, consider:
Option Description
Available on Select the landing pages where you want to
display the composite report as a worklet.
Example: To configure a report as a worklet on
mobile devices, select Mobile Reports.

Maximize Report Options All reports that you enable as worklets display a
View More... link that enables you to click:
• Display this Worklet when Maximized.
Workday runs the report and ignores the
maximum number of rows specified for the
worklet. The report includes any columns with
the Display this Worklet when Maximized
option selected in the report definition.
• Run a Different Report when Maximized.
Workday runs the specified custom report that
you have access to.

Refresh Data Refresh report data for the worklet when you
either:
• Access the worklet.
• Sign in to Workday.
Consider more frequent refreshes when you
expect frequent changes to the report data.

7. (Optional) As you complete the Help Text section, consider:

Option Description
worklets, the text displays when you click More
Information under the gear icon.

Related Information
Concepts
Concept: Charts on page 48
Setup Considerations: Charts on page 26
Reference
Reference: Chart Types on page 50
2020R1 What’s New Post: Dual Axis and Combination Charts

Create Outline Structures for Composite Reports

Prerequisites
Security: Outline Structure Management domain in the System functional area.

Context
You can use outlining in composite reports to expand and collapse various levels of data when report
results display. Workday retains outlining when you export composite reports to Microsoft Excel, enabling
you to expand levels of data.
Outline structures set up:
• How the outline behaves when referenced by a composite report.
• The business object that you base the outline on.
You can reuse outline structures in more than 1 composite report definition because they're independent
of the report. A composite report can include up to 8 outline levels, but they don't support enforced
hierarchies that skip levels.

Steps
1. Access the Create Outline Structure task.
2. As you complete the Primary Hierarchy section on the Outline Structure tab, consider:
Option Description
Business Object Select the business object that matches the
dimension configuration for the Control Field.
Outline Approach (Available options depend on the business object
that you select.) You can select Use Field Value
or Use Hierarchy when the business object
contains a hierarchy. When the business object
doesn't contain a hierarchy, Workday selects Use
Field Value.
Hierarchy Type (Available when you select Use Hierarchy as the
Outline Approach.) Select the hierarchy type of
the business object that matches the control field
column of the composite report.
Top Level Node (Available when you select Use Hierarchy as the
Outline Approach.) Select the top-level node of
the business object that matches the control field
column of the composite report.

Option Description
Last Level (Available when you select Use Hierarchy as the
Outline Approach.) Select the level number or
leaf node that is the last level for the hierarchy.
Node Value Display Field Override Select a field to override the populated label
for the node that displays when the report
runs. Example: Instead of displaying the node
Corporate: Salary & Benefits for a hierarchy
outline, you can select Ledger Account Identifier
or Ledger Account Summary ID to display the
unique ID for the node.
When you override the populated value, you can't
access the related actions menu or drill into the
node.

Detail Value Display Field Override Select a field to override the populated label
for the leaf that displays when the report runs.
Example: Instead of displaying populated values
for each leaf in the Corporate: Salary & Benefits
node, you can have these leaves display their
Identifier:
• 6000
• 6010
• 6020
When you override the populated value, you can't
access the related actions menu or drill into the
leaf.

3. (Optional) Set up hierarchies associated with the business object on the Expansion Hierarchies grid.
Once you reach the desired level in the primary hierarchy, you can configure subsequent hierarchies to
expand the hierarchy.
4. (Optional) From the First Level prompt, select the level number or leaf node that starts the hierarchy.
5. (Optional) On the Expansion Path tab, configure the subsequent expansions to use once you reach
the desired level on the primary hierarchy.
As you complete the tab, consider:
Option Description
Business Object Enabled Select the business object used in each
subreport.
Business Object Hierarchy Select the business object that corresponds to
the business object selection in the Expansion
Hierarchies grid.
Expansion Field Select a field related to the business object.

Next Steps
You can use the outline structure in your composite report to set up:
• Column outlining in the control field column.
• Filtering using the business object hierarchy.
• Row outlining in a lookup data row.

You can view the outline structure usage in your tenant by accessing the View Outline Structure report.
Related Information
Reference
The Next Level: Composite Reporting - Outline Structures

Concept: Composite Reports

Composite reports use subreports to combine data from multiple data sources into a single report where
you can configure:
• Cells, columns, and rows to perform calculations.
• Conditional formatting overrides.
• Display options for columns and rows.
• Drill-down options on calculation columns.
• Formatting.
• Hierarchies to consolidate levels of data.
• Outline structures to better filter data.
• Prompts and prompt sets to specify criteria before running a report.
• Repeating column groups that sort logically or by value.
• Rows for charting.
• Sorting options for combine data rows.
• The report as a chart or worklet.
Composite reports also provide unique configuration and functionality options. You can:
• Deploy the reports as worklets on dashboards.
• Drag and drop columns and rows to change their placement on the report.
• Duplicate columns, data cells, and rows.
• Duplicate columns and rows with calculation or data cells while retaining the cell data and setup.
• Schedule reports to run in the background individually or as part of a report group.

Fixing Errors in Composite Reports

The Clean Up Custom Report task enables you to disassociate unused custom subreports and their
summarization fields from composite reports so you can delete them. You can access the task from the
Report Definition option on the related actions menu of custom reports.
Administrators with access to these domains in the System functional area can run this task:
• Custom Report Administration
• Custom Report Management
• Manage: All Custom Reports
The Validate Composite Reports report enables you to find and take action on:
• Anomalies
• Exceptions
• Warnings
Administrators with access to the Custom Report Management and Manage: All Custom Reports domains
in the System functional area can run this report.
You can click Fix to enable Workday to take action on invalid reports. Example: Clicking Fix enables
Workday to remove a duplicate reference to a Web Service ID or fix exceptions when joining subreports for
the Map Fields For Join grid.
For all other reports that don’t display Fix, manually update the report.

Related Information
Concepts
Concept: Advanced Reports on page 111
Concept: Matrix Reports on page 120
Concept: Trending Reports on page 168
Tasks
Steps: Create Advanced Reports on page 106
Steps: Create Matrix Reports on page 112
Steps: Create Trending Reports on page 162
Reference
The Next Level: Composite Reporting Overview
The Next Level: Other Report Types and Analytic Indicators

Concept: Formatting Styles

You can create formatting styles or use styles provided by Workday to gain more control over the look of
the cells, columns, and rows in your composite report. You can apply formatting to composite reports you
export to Excel or view in your browser.
When you export the report to PDF, Workday retains all formatting styles for the report, except column
width and row height. Workday supports row outlining in PDFs if you expand the rows on the initial display.
In addition to formatting styles, you can:
• Control other display options in the report, such as hiding columns or rows.
• Include blank columns or rows.
• Override the style and visibility of a column, row, or cell, including calculation, data, or empty cells.
• Use analytic indicators.
When using formatting styles, you can't:
• Apply numerical formatting because Workday treats numerical characters in the control field column as
text.
• Create report-specific styles.
• View conditional formatting or all formatting styles on mobile devices.
Related Information
Concepts
Concept: Analytic Indicators on page 62

Concept: Prompt Sets for Composite Reports

Prompt sets are groups of interdependent fields that add more flexibility when running reports. You can use
custom or Workday-delivered prompt sets to set up populated values for prompts used in:
• Composite reports and subreports, which tie together prompts for subreports that use different report
data sources.
• Custom dashboards, which apply to all worklets on the dashboard.
• Report groups, which make it easier to populate prompt values for report groups without having to
configure prompts for each report.
You can set up the fields in the prompt set for:
• Data cells.
• Data columns.
• Dynamic data rows.
Access the View Prompt Set report to view detailed information on prompt set fields. You can also drill
into the instances that use the prompt set from the Prompt Set Usages field.

Related Information
Tasks
Create Prompt Sets on page 61

Reference: Composite Report Columns

Workday provides these column types for use in composite reports:

Column Description
Control Field Sets up the:
• Combine data row calculation of control field
rows.
• Common business object used across multiple
data sources in subreports.
• Control field used in lookup data rows and
lookup field value columns.
A report must have at least 1 control field column,
but reports with multiple control field columns can't
display results in an outline.
Workday doesn't support control fields in repeating
column groups.

Data Sets up the data pulled from the subreport. A report

must have at least 1 data column, dynamic data
row, or lookup data row.
Workday aggregates and displays the results of the
subreport using the:
• Aggregation field configured for the data
column.
• Lookup data for the row as filter criteria.
You can enable multiple business objects to be
available as dimensions on the same report.
Example: The fields Ledger Account and Ledger
Account by Name use the same Ledger Account
related business object. You can map fields for
joining so they become available on the same
report.

Lookup Field Value Enables you to include additional data associated

with the business object of the control field column.
This column type doesn't support fields with built-in
prompts.

Calculation References other columns based on these

calculation types:
• Difference
• Divide
• Multiply
• Percent Increase
• Percent Remaining
• Sum

Column Description
• Sum Range
You can configure drill-down options to specify
detail drilling on calculation columns.

Empty Provides spacing between columns with data.

Workday restricts data from the column unless it's
overwritten with cell data.
Repeating Column Group Sets up a column or a series of contiguous columns
to repeat based on a value, such as repeating by a
company or cost center.
You can use repeating column groups on all
column types, except control fields.
Repeating column groups enable you to:
• Map subreport dimensions for data cells and
columns.
• Reference calculation cells and columns in
repeating column groups.
• Sort a cell value in ascending or descending
order.
• Use column outlining to expand and collapse
various levels of data when the report results
display.

Related Information
Reference
The Next Level: Composite Reporting - Control Columns

Reference: Composite Report Rows

Workday enables you to create these row types in composite reports:

Row Description
Lookup Data Enables you to display rows based on filter criteria.
The row type works with the business object of
the control field columns to determine the data to
include in the row. You can associate each control
field column with a different business object so
you can configure multiple lookup data rows with
different Filter Criteria.
Example: To display Revenue, configure the lookup
data row to include all revenue data, such as All
Ledger Accounts.
Use Outline Options to configure outline structures
so you can expand and collapse various levels
of data when the report runs. Workday preserves
outlining when you export composite reports to
Microsoft Excel, enabling you to expand levels of
data.

Row Description
Combine Data Enables you to display all rows from the control
field column so you can apply calculations to the
rows.
Configure the By Value prompt in the Sort section
to sort the data by total in ascending or descending
order. If your By Value selection contains a control
field column, you can sort the data logically.
Example: For financial reports, you can understand
how your data changes over time by sorting the
months logically, such as January, February, and
so on.

Dynamic Data Enables you to use the results of an advanced

subreport in your report.
Workday populates the Map Sub Report Prompts
grid with prompts from the subreport, and you can
configure Additional Filter Criteria using data from
the subreport.

Calculation Enables you to configure calculations that reference

other rows, such as:
• Difference: Computes the difference between 2
rows.
• Divide: Divides a row by another row or a
numeric constant.
• Multiply: Multiplies a row by another row or a
numeric constant.
• Percent Increase: Computes the change in
percentage of values within the same data
source.
• Percent Remaining: Computes the remaining
percentage of values within different data
sources.
• Sum: Sums data from any contiguous or
noncontiguous row.
• Sum Range: Sums a range of contiguous rows.
You can select the Return Zero on Error check
box to determine if the formula is erroneous when
the report runs on these calculation types:
• Divide
• Multiply
• Percent Increase
• Percent Remaining

Empty Enables you to provide spacing between rows of

data or label sections of data.

Workday displays these 3 prompts in the Advanced section when you edit any row type:

Prompt Description
Style Enables you to add formatting to the rows in
your report. You can select from custom styles,
Workday-delivered styles, or create a style using
the Create Formatting Style task.
Category Enables you to configure the row category, such as
Income or Expense Line, or create a style using the
Create Composite Row Category task.
For rows using calculation columns, you must
select For Row Category in the Reverse the Sign
section.

Options Enables you to configure display and style options.

You can:
• (Unavailable for empty rows.) Select the Hide
Analytic Indicator check box to hide analytic
indicators configured on columns that impact
your rows.
• Hide rows.
• Reverse number signs.
• Use the Create Conditional Formatting
Override task to assign styles to true/false
conditions.

Related Information
Concepts
Concept: Logical Sort Order on page 63

Reference: Composite Report Cells

You can set up these cell types in your composite report to increase the depth and focus of your report.
The contents of the intersecting column and row types determine the actions available in each cell.

Cell Description
Data Enables you to retrieve data from your subreport at
the intersection of a:
• Calculation column and calculation row.
• Calculation column and empty row.
• Data column and calculation row.
• Data column and empty row.
You can:
• Apply additional filter data for subreports.
• Map subreport prompts.
• Select the Hide Analytic Indicator check box to
hide analytic indicators configured on columns
that impact your cells.
Executing subreports for each data cell might
impact the performance of the composite report.

Cell Description
Calculation Enables you to use calculation and data columns in
your report to set up calculation cells that reference
other cells.
You can use calculation cells with outlining.
Select the Hide Analytic Indicator check box to
hide analytic indicators configured on columns that
impact your cells.

Label Enables you to set up labels, such as Total Number

of Employees, at the intersection of a control
column and empty row.
You can define labels using text expressions and
variables. Workday replaces the variables in the
text expressions with the values of the variables
when the report runs. Example: Workday replaces
[V1] with the date in the text expression Last
updated on [V1].

Conditional Value Enables you to override the value of an undefined

cell at the intersection of a lookup data row and
data column. You can set up the cell to display zero
or the actual value based on whether the condition
is true or false.
Conditional Format Enables you to override the style and visibility of an
undefined cell.

Example: Create a Report on the Gender Breakdown of Active Workers

This example illustrates how to report on multiple data sources by creating a composite report.

Context
You want to create a report that displays the gender of all active employees and contingent workers. You
want to use that data so you can publish a statement on the gender breakdown within your organization.

Steps
1. Access the Create Custom Report task.
Create a matrix report for the gender breakdown of all active employees.
a) Enter Active Employees Matrix Subreport on the Report Name field.
b) Select Matrix from the Report Type prompt.
c) Clear the Optimized for Performance check box.
d) Select All Active Employees from the Data Source prompt.
e) Click OK.
f) On the Matrix tab, select Gender from the Group by Field prompt on the Row Grouping grid.
g) Click OK.
h) Click Done.

2. Access the Create Custom Report task.

Create a matrix report for the gender breakdown of all contingent workers.
a) Enter Contingent Workers Matrix Subreport on the Report Name field.
b) Select Matrix from the Report Type prompt.
c) Clear the Optimized for Performance check box.
d) Select All Contingent Workers from the Data Source prompt.
e) Click OK.
f) On the Matrix tab, select Gender from the Group by Field prompt on the Row Grouping grid.
g) Click OK.
h) Click Done.
3. Access the Create Custom Report task.
Create a composite report for the gender of all active employees and contingent workers.
a) Enter Gender Breakdown Composite Report in the Report Name field.
b) Select Composite from the Report Type prompt.
c) On the Business Object Enabled for Filtering and Grouping grid, select Gender on the Business
Object prompt.
d) Click OK.
e) From the menu of the C1 column, select Define > Control Field.
f) Enter Gender in the Column Name field.
g) Click OK.
h) From the menu of the C2 column, select Define > Data.
i) Enter Employees on the Column Name field.
j) In the Sub Report section, select Active Employees Matrix Subreport from the Sub Report Name
prompt.
k) Click OK.
l) From the menu of the C3 column, select Define > Data.
m) Enter Contingent Workers in the Column Name field.
n) On the Sub Report section, select Contingent Workers Matrix Subreport from the Sub Report
Name prompt.
o) Click OK.
p) Click Run.

Result
Workday displays a composite report with the gender breakdown of all active employees and contingent
workers. Each gender row displays a count for each worker type that you can drill into and view additional
details on.
Related Information
Tasks
Steps: Create Matrix Reports on page 112

Example: Composite Reports for Income Statements

Example: Create an Income Statement Using a Composite Report
These examples illustrate how to set up a composite report and common composite report features.

Context
You want to create an income statement that compares the actuals and plan data, and drill down on the
data by ledger account and region. You also want to set up the income statement so that you can quickly
interpret the variance between the actuals and plan data.

Prerequisites
Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Steps
1. Create an actuals matrix subreport.
See Example: Create a Matrix Report for Actuals Data on page 152.
2. Create a plan matrix subreport.
See Example: Create a Matrix Report for Plan Data on page 154.
3. Create an income statement.
See Example: Create an Income Statement Composite Report on page 156.
4. Set up a column outline structure with a repeating column group.
See Example: Set Up a Column Outline Structure on page 157.
5. Set up a row outline structure.
See Example: Set Up a Row Outline Structure on page 158.
6. Set up analytic indicators to help identify negative variance data.
See Example: Set Up Analytic Indicators on page 159.
7. Set up a prompt set to connect individual subreport prompts.
See Example: Set Up a Prompt Set on page 160.
8. Set up custom column headings.
See Example: Set Up Column Headings on page 161.

Result
Workday displays an income statement that compares the actuals and plan data, including the variance
for regions and ledger accounts. You can drill down on the columns and rows to view more data. Workday
also displays custom column headings and formatting.
Related Information
Concepts
Concept: Composite Reports on page 144

Example: Create a Matrix Report for Actuals Data

Context
You want to create a matrix report that filters for actuals data that you can view on an income statement.

Prerequisites
Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Steps
1. Access the Create Custom Report task.
2. Enter [Subreport] Actuals in the Report Name field.

3. Select:
Option Description
Report Type Matrix
Data Source Journal Lines for Financial Reporting
4. Click OK.
5. In the Row Grouping section on the Matrix tab, select:

Group by Field Sort Rows

Cost Center Alphabetical - Ascending
Fiscal Period - Actual Alphabetical - Ascending
Ledger Account Alphabetical - Ascending
Region Alphabetical - Ascending
6. In the Define the Field(s) to Summarize section, delete the values on the populated row.
7. Select:

Summarization Type Summarization Field Format

Sum Ledger/Budget Debit minus #,##0.00;(#,##0.00)
Credit
8. In the Filter on Instances section on the Filter tab, select:

And/Or Field Operator Comparison Type Comparison

Value
And Accounting Date greater than or Value from Time Series Start
equal to another field Date
And Accounting Date less than or equal Value from Time Series End
to another field Date
9. On the Prompts tab, select the Populate Undefined Prompt Defaults check box.
10.On the Prompt Defaults grid, select:

Field Default Type Default Value Do Not Prompt at

Runtime
Company Specify default value 500.1 Global Modern
Services, Inc. (USA)
Amount Type Specify default value Activity Select the check box.
Ledger Specify default value Actuals Select the check box.
Period Specify default value 2013 - Mar
Time Period Specify default value Current Period YTD
Time Series End Date Determine default value Fiscal Time Period End Select the check box.
at runtime Date
Time Series Start Date Determine default value Fiscal Time Period Start Select the check box.
at runtime Date
11.For each remaining row, select the Do Not Prompt at Runtime check box.
12.On the Share tab, click Share with all authorized users.

13.Click OK.

Result
When you run the matrix report, Workday displays the actuals data by the row groupings.
Related Information
Concepts
Concept: Matrix Reports on page 120
Tasks
Lookup Date Rollup
Steps: Create Matrix Reports on page 112
Reference
Reference: Calculated Field Functions

Example: Create a Matrix Report for Plan Data

Context
You want to create a matrix report that filters for plan data that you can view on an income statement.

Prerequisites
Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Steps
1. Access the Create Custom Report task.
2. Enter [Subreport] Plan in the Report Name field.
3. Select:
Option Description
Report Type Matrix
Data Source Plan Lines for Financial Reporting
4. Click OK.
5. In the Row Grouping section on the Matrix tab, select:

Group by Field Sort Rows

Cost Center Alphabetical - Ascending
Fiscal Period - Budget Alphabetical - Ascending
Ledger Account Alphabetical - Ascending
Region Alphabetical - Ascending
6. In the Define the Field(s) to Summarize section, delete the values on the populated row.
7. Select:

Summarization Type Summarization Field Format

Sum Ledger/Budget Debit minus #,##0.00;(#,##0.00)
Credit

8. In the Filter on Instances section on the Filter tab, select:

And/Or Field Operator Comparison Type Comparison

Value
And Plan Period Start greater than or Value from Time Series Start
Date equal to another field Date
And Plan Period End less than or equal Value from Time Series End
Date to another field Date
And Cost Center any in the Value specified in 20.0 Finance
Hierarchies selection list this filter
30.0 Human
Resources
40.0 Information
Technology
50.0 Operations
60.0 Sales &
Marketing

9. On the Prompts tab, select the Populate Undefined Prompt Defaults check box.
10.On the Prompt Defaults grid, select:

Field Default Type Default Value Do Not Prompt at

Runtime
Company Specify default value 500.1 Global Modern
Services, Inc. (USA)
Plan Structure Specify default value Budget Select the check box.
Amount Type Specify default value Activity Select the check box.
Period Specify default value 2013 - Mar
Time Period Specify default value Current Period YTD
Time Series End Date Determine default value Fiscal Time Period End Select the check box.
at runtime Date
Time Series Start Date Determine default value Fiscal Time Period Start Select the check box.
at runtime Date
Ledger Account/ Specify default value Corporate: Income Select the check box.
Summary Statement
11.For each remaining row, select the Do Not Prompt at Runtime check box.
12.On the Share tab, click Share with all authorized users.
13.Click OK.

Result
When you run the matrix report, Workday displays the plan data by the row groupings.
Related Information
Concepts
Concept: Matrix Reports on page 120
Tasks
Steps: Create Matrix Reports on page 112

Example: Create an Income Statement Composite Report

Context
You want to create an income statement that compares the actuals and plan data in Workday by
referencing data from your matrix subreports. You want to interpret the variance by creating a column that
calculates the difference between the data from the subreports.

Prerequisites
• Create actuals and plan subreports.
• Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Steps
1. Access the Create Custom Report task.
2. Enter Income Statement in the Report Name field.
3. Select Composite from the Report Type prompt.
4. On the Business Object Enabled for Filtering and Grouping grid, select Ledger Account from the
Business Object prompt.
5. Click OK.
6. From the menu of column C1, select Define > Control Field.
7. Enter Ledger Account in the Column Name field.
8. Click OK.
9. From the menu of column C2, select Define > Data.
10.Enter Actuals in the Column Name field.
11.Select [Subreport] Actuals from the Sub Report Name prompt.
12.Click OK.
13.From the menu of column C3, select Define > Data.
14.Enter Plan in the Column Name field.
15.Select [Subreport] Plan from the Sub Report Name prompt.
16.Click OK.
17.From the menu of column C4, select Define > Calculation.
18.Enter Variance in the Column Name field.
19.Select:
Option Description
Calculation Type Difference
Column A C3 (Plan)
Column B C2 (Actuals)
20.Click OK.
21.Click Run.

Result
Workday displays an income statement that includes the actuals and plan data, including the variance for
ledger accounts.

Related Information
Concepts
Concept: Composite Reports on page 144
Tasks
Steps: Create Composite Reports on page 128

Example: Set Up a Column Outline Structure

Context
You want to set up an income statement that enables you to drill into data by using a:
• Repeating column group that displays the data for each region.
• Drillable column outline structure so you can view data by region.

Prerequisites
• Create actuals and plan subreports.
• Create an income statement composite report.
• Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Steps
1. Access the Edit Custom Report task.
2. Select Income Statement from the Report Name prompt.
3. Click OK.
4. Select columns C2 to C4.
5. From the menu of column C4, select Repeating Column Group.
6. Enter Repeat by Region in the Repeating Column Group Name field.
7. Select Region from the Repeating Field prompt.
8. From the Outline Structure prompt, select Create > Create Outline Structure.
9. Enter Region Outline Structure in the Name field.
10.In the Primary Hierarchy section, select:
Option Description
Business Object Region
Outline Approach Use Hierarchy
Hierarchy Type Regional Hierarchy
Top Level Node Global Modern Services Regions
Last Level Leaf Node
11.Click OK.
12.Confirm that the populated value in the Outline Structure prompt is the outline structure you created.
13.Click OK.
14.Click Run.

Result
When you run the report, Workday displays a drillable column where you can view actuals, plan, and
variance data by region.
Related Information
Tasks
Create Outline Structures for Composite Reports on page 142

Example: Set Up a Row Outline Structure

Context
You want to set up an income statement with a row outline structure that can expand and collapse to view
groupings of ledger accounts.

Steps
1. Access the Edit Custom Report task.
2. Select Income Statement from the Report Name prompt.
3. Click OK.
4. From the menu of column C1, select Edit.
5. From the Outline Structure prompt, select Ledger Account Outline.
6. Select the Default Outline Structure check box.
7. Click OK.
8. Access the settings menu on your report.
9. On the Business Object Enabled for Filtering and Grouping grid, select Ledger Account Outline
from the Hierarchy Structure prompt for the Ledger Account Business Object.
10.Click OK.
11.From the menu of row R1, select Define > Lookup Data.
12.Enter Row Outline in the Row Name field.
13.In the Filter Criteria section, select:

And/Or Business Object Operator Value

And Ledger Account in the hierarchy Corporate: All Accounts
14.Click OK.
15.Click Run.

Result
Workday creates a report with a row that you can expand to view actuals, plan, and variance data by
specific groups of ledger accounts.

Related Information
Tasks
Create Outline Structures for Composite Reports on page 142

Example: Set Up Analytic Indicators

Context
You want to interpret the variance between the actuals and plan data on your income statement. You
want to set up analytic indicators to use colors and shapes so you can quickly identify zero, positive, and
negative numbers on the variance column.

Prerequisites
• Create actuals and plan subreports.
• Create an income statement using a composite report.
• Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Steps
1. Access the Edit Custom Report task.
2. Select Income Statement.
3. Click OK.
4. From the menu of column C4, select Edit.
5. From the Options prompt, select Create > Create Analytic Indicator for Report.
6. Enter Negative Analytical Indicator in the Display Option Name field.
7. Select:
Option Description
Visualization Type Status - Green/Yellow/Red
Default Visualization No visualization
8. On the Display Conditions grid, select:

Column Reference Condition Visualization

C4 Variance greater than Red diamond
C4 Variance equal to Yellow triangle
C4 Variance less than Green circle
9. Click OK.
10.Confirm that the analytic indicator option is correct and click OK.
11.Click Run.

Result
When the report runs, Workday displays analytic indicators on the composite report based on the variance.
When the variance is:
• Positive, Workday displays a red diamond.
• Zero, Workday displays a yellow triangle.
• Negative, Workday displays a green circle.

Related Information
Concepts
Concept: Formatting Styles on page 145

Example: Set Up a Prompt Set

Context
You want to set up a prompt set that doesn't notify you more than once for the company and period
prompts on the subreport. You also want to specify the prompt order and populated prompt values so you
can run the report more easily.

Steps
1. Access the Edit Custom Report task.
2. Select Income Statement from the Report Name prompt.
3. Click OK.
4. Access the settings menu on your report.
5. On the General tab, select Financial Composite Reports for Company from the Prompt Set prompt.
6. Click OK.
7. From the menu of column C2, select Edit.
8. On the Map Sub Report Prompts grid, select:

Prompt Field Value Type Value

Company Use Value From Prompt Set Company
Period Use Value From Prompt Set Period
Time Period Specify Value Current Period YTD
9. Click OK.
10.From the menu of column C3, select Edit.
11.On the Map Sub Report Prompts grid, select:

Prompt Field Value Type Value

Company Use Value From Prompt Set Company
Period Use Value From Prompt Set Period
Time Period Specify Value Current Period YTD
12.Click OK.
13.Access the settings menu on your report.
14.On the Prompts tab, select the Populate Undefined Prompt Defaults check box.

15.On the Prompt Defaults grid, select:

Field Default Type Default Value Do Not Prompt at

Runtime
Company for Financial Specify default value 500.1 Global Modern
Reports Services, Inc. (USA)
Period Specify default value 2013 - Dec
Plan Structure No default value Select the check box.
Translation Currency No default value Select the check box.
Account Translation No default value Select the check box.
Rule Set
16.Click OK.
17.Click Run.

Result
When you run the composite report, Workday displays the Company and Period prompts and maps the
values to the prompt on each subreport.
Related Information
Concepts
Concept: Prompt Sets for Composite Reports on page 145

Example: Set Up Column Headings

Context
You want to create an income statement with variables on the column headings so that you can quickly
scan and interpret the data on the report.

Steps
1. Access the Edit Custom Report task.
2. Select Income Statement from the Report Name prompt.
3. Click OK.
4. Access the settings menu on your report.
5. On the Column Headings tab, select the Generate Column Headings check box.
6. On the Column Heading Cells grid, click the Popup Window icon for Actuals in the Cell Name
column.
7. From the related actions menu of the View Column Header Cell report, select Column Header Cell >
Edit.
8. Enter Actuals YTD - [V1] in the Text Expression field.
9. Select Year from the [V1] Variable 1 prompt.

10.Click OK.
11.Click Done.
12.Return to your composite report.
13.On the Column Heading Cells grid, click the Popup Window icon for Plan in the Cell Name column to
access the View Column Header Cell report.
14.From the related actions menu of the View Column Header Cell report, select Column Header Cell >
Edit.
15.Enter Plan YTD - [V1] in the Text Expression field.
16.Select Year on the [V1] Variable 1 prompt.
17.Click OK.
18.Click Done.
19.Return to your composite report.
20.On the Column Headings tab, click OK.
21.Click Run.

Result
Workday updates the column headings with the year of the actuals and plan data.
Related Information
Tasks
Set Up Additional Options for Composite Reports on page 137

Trending Reports

Steps: Create Trending Reports

Prerequisites
Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can create a trending custom report to analyze trends in financial and worker data, such as headcount
and attrition. You can also use 1 or more trending reports as subreports in composite reporting.

Steps
1. Create Custom Reports on page 29.
Create a custom trending report.
2. Set Up Trending Reports on page 163.
3. Set Up Drill Down for Custom Reports on page 32.
4. Set Up Filter Options for Custom Reports on page 36.
5. Set Up Prompt Options for Custom Reports on page 38.
6. Set Up Output Options for Custom Reports on page 39.
7. Set Up Share Options for Custom Reports on page 42.
8. Set Up Advanced Options for Custom Reports on page 43.

Next Steps
Test the report to ensure Workday displays the data correctly.
When you test a report, Workday displays the first 10 results. When the report includes a:
• Filter, Workday applies the filter to all instances of the primary business object and displays the first 10
results.
• Subfilter, Workday applies the subfilter to the 10 filtered instances and displays the results.
Related Information
Concepts
Concept: Trended Workers Report Data Source on page 175
Concept: Trending Reports on page 168
Tasks
Steps: Set Up Tenants for Trended Worker Reporting on page 171
Set Up the Trended Workers Report Data Source on page 172

Set Up Trending Reports

Prerequisites
• Create a custom trending report.
• Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can configure the basic options for a trending report on the Trending tab, including:
• Fields to display and summarize in your report.
• Time period for trended data.
You can use trending reports as subreports in composite reporting unless the trending report includes text-
based count distinct summarization fields.

Steps
1. Access the Edit Custom Report task.
2. As you complete the Define the Time Period section on the Trending tab, consider:
Option Description
Time Field Select a date or time field from the report data
source (RDS) that forms the foundation of the
trending report.
Example: For reports that use the Trended
Workers RDS, select Record Date as the time
field.

Group by Time Period Field Select the initial field for summarizing data into
the rows, which can be any date field.
You can also select Create Time Period for
Report to enter a time period and apply a
calendar- or fiscal-based format, such as Year-
Quarter.

Option Description
Your format must match the format of the
Trending Period. Example: When you configure
the Trending Period for a fiscal period, the
Group by Time Period Field must also be a
fiscal period.

Label Override Enter a value to override the name of the Group

by Time Period Field prompt that displays in the
report header.
Display Time Period Fields as Select an option to change the orientation of the
report by making the time period fields display as
either the columns or the rows.
If you select:
• Columns, add at least 1 Group by Field value
in the Row Grouping grid.
• Rows, you can add up to 2 Group by Field
values in the Column Grouping (Optional)
grid.

3. As you complete the Column Grouping (Optional) or the Row Grouping section, consider:
Option Description
Sort Columns/Rows Select an option so that values sort in ascending
or descending:
• Alphabetical order based on the Group by
Field value.
• Order based on the column or row total.
Sorting isn't case-sensitive.
When enabled, Workday uses the logical sort
order for the field specified in the Group by Field
value.
The Other column or row and the Total column
or row always display as the right-most column or
row in the report results.

Indexed Workday selects the check box when you select:

• An indexed data source.
• A Group by Field indexed for grouping.
If the Indexed check box is clear for a row, your
report might run slowly. Consider replacing the
Group by Field with a field indexed for grouping
so that your report can run faster.
Maximum Number of Columns/Rows Enter a value to specify the maximum number
of column or row results. When the number of
columns or rows exceeds the limit, Workday
displays an Other column or row that summarizes
the remaining values.
Workday displays more than 1 Other when:

Option Description
a. You select the Sum Remaining Values check
box on the Output tab.
b. The data exceeds the number of Top n
Values that you specify.

4. In the Define the Field(s) to Summarize grid, specify how Workday should aggregate the data.
As you complete the grid, consider:
Option Description
Summarization Type Specify the aggregation method used for the field.
The results of the aggregation method display
in the report cells or chart element, such as a
column or donut segment.
Select:
• Calculation to create a custom calculation
based on an arithmetic expression or to look
up a prior value.
• Count Distinct to drill into and view the distinct
number of instances based on a field or row in
your report results.

Summarization Field This field is inactive when the Summarization

Type is Count.
Select a currency, instance, numeric, or text field
for 1 of these Summarization Type options:
• Average
• Calculation
• Count Distinct
• Maximum
• Minimum
• Percentile
• Sum
Workday indexes report fields on Prism RDSs, but
might not index all fields on standard RDSs. To
select text fields for count distinct on a standard
RDS, clear the Optimized for Performance
check box on the Advanced tab.
For a Calculation Summarization Type, select
Create > Create Summarization Calculation
for Report or Create > Create System-Wide
Summarization Calculation to:

Option Description
• Create a summary calculation based on an
arithmetic expression.
• Look up a prior value based on:
• Average x time periods.
• Prior rollup period.
• Prior time period.
• Sum x time periods.
Note: To create tenant-wide summarization
calculations, configure the System-Wide
Summarization Calculation Management domain
in the System functional area.
You can create fields calculated from values in
report-specific or tenant-wide calculated fields.
For faster report performance, limit the number of
calculated fields you include in the report.

Format The format applies to:

Options Specify options that control how the field data

Option Description
• Show Currency Symbol: Workday displays
Invalid on fields that aggregate values in
different currencies.
• Use as Target Line: Creates 1 or more target
lines for each data group based on numeric or
currency fields. You can configure target lines
on the Output tab.
You can also select the Create prompt to create
these custom display options:
• Create Analytic Indicator for Report, which
creates a report-specific analytic indicator. To
create an analytic indicator for use in other
reports, access the Create Analytic Indicator
task.
• Create Detail Data Override. Workday
generates a detail data override for your
summarization field when your report uses
the Trended Workers RDS. You can enter a
unique drill-down layout for the field. The detail
data that you specify overrides the selections
on the Drill Down tab. You can select these
display options for the columns:
• Display format.
• Drill down window columns displayed.
• Field label overrides.
• The sort order.
When you complete the Create Detail Data
Override task, you can select Translate
from the related actions menu of the Detail
Data Override. The Translate Detail Data
Override task enables you to specify an
override to translate and a language for
translation.
You can also control which fields to sort on
and the sort direction to use.
• Create Percentile for Report, which enables
you to create custom percentiles up to 2
decimal places to use in your report. Workday
uses an approximate value for currency and
numeric fields in the percentile (PCTL).
If you configure your trending report to include
a bar or column chart, you can create 1 or more
target lines. To use a field as a target line, select
the Use as Target Line option. For multiple target
lines, you must include at least 1 currency or
numeric field to summarize and 1 currency or
numeric field to use as a target line.

Indexed Workday selects the check box based on the

indexed RDS, indexed data source filter, and the

Option Description
indexed field you select. The check box indicates
if your report has the potential to run faster.

Related Information
Concepts
Concept: Reports as a Service (RaaS) on page 211
Concept: Report-Specific Calculated Fields
Reference
Reference: Field Options on page 64

Concept: Trending Reports

Trending reports are similar to matrix reports because you can aggregate, group, and interactively drill
across dimensions of your data. Trending reports, however, require you to configure a time period as either
the column or row grouping. The time period determines what data Workday includes in the report.
Workday enables you to report on trends in workforce data, such as compensation, headcount, and span
of control so you can:
• Analyze important trends in your workforce directly in Workday without needing a third-party analytical
tool.
• Compare data to discern patterns and trends over time.
• Create detail data overrides for your summarization fields.
• Drill and take action on your data.
You can use 1 or more trending reports in composite reporting as subreports unless the trending report
includes text-based count distinct summarization fields.
Related Information
Tasks
Steps: Create Trending Reports on page 162
Steps: Set Up Tenants for Trended Worker Reporting on page 171
Reference
Reference: Reporting Limits
The Next Level: Other Report Types and Analytic Indicators

Setup Considerations: Trended Workers Report Data Source

You can use this topic to help make decisions when planning your configuration and use of the Trended
Workers report data source (RDS). It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
The Trended Workers RDS is an indexed, Workday-delivered RDS that captures workforce activity and
headcount data. You can compare data to discern patterns and view trends that occur over time in your
organization.

Business Benefits
Creating reports in Workday with the Trended Workers RDS enables you to:
• Eliminate the extra effort of using multiple platforms to manipulate and analyze worker data.
• Keep worker data more secure by reducing the need to export it to outside applications.
• Make better-informed headcount decisions based on workforce trends over time.
• Quickly create summary dashboards that display important trends in your workforce.

Use Cases
You can use the RDS to create custom dashboards and reports or use Workday-delivered standard reports
to view staffing events in your organization. When you need to:
• Gain insights into the terminations across your organization, run the Terminations by Type and
Quarter standard report.
• Report on the compensation, headcount, and turnover rate for each quarter, create a report that
displays the data in a chart or table for each organization.
• View the potential of a worker, use the Performance and Potential workforce composition dashboard
so that supervisors can quickly view the data on their landing page.

Questions to Consider

Questions Considerations
How far back do you need to track data? Consider capturing the worker data that you need
so that Workday doesn't process unnecessary
information. Example: You can start collecting:
• Data from the date your company started using
your Workday production tenant, if the date is
fewer than 36 periods.
• Only the data you need by limiting the time
periods.
• Up to 36 periods of production tenant data.

How often does Workday collect, delete, or update Workday:

your worker data?
• Collects the current period of data plus 36
periods.
• Updates the Trended Workers RDS weekly
for nonproduction tenants (Implementation and
Sandbox), and either nightly or every Monday
for production tenants depending on your
retroactive period selection.
• Purges data older than 36 periods from the
RDS.

Recommendations
For best report performance, use only indexed calculated fields, indexed report fields, and built-in prompts
instead of defining filters on the report.
Enabling trended worker data in your tenant can result in processing and storing large amounts of data.
When managing your data, consider:
• Running the Create Worker Trending Data task to synchronize data that you created more than 6
periods ago. Run this task during nonpeak hours when collecting or updating your data. Doing so
conserves processing resources for day-to-day activities or other resource demands in your tenant.

• Running the Fix Worker Trending Data task to fix corrupted indexed data and resynchronize the RDS
with the reports in your tenant.
• Running the Update Worker Trending Data task to synchronize data that you created fewer than
6 periods ago. Run this task during nonpeak hours when collecting or updating your data. Doing so
conserves processing resources for day-to-day activities or other resource demands in your tenant.
• Selecting a date that is less than a year ago when you debug or troubleshoot for performance. Doing so
can help you find performance impacts much quicker than parsing through unnecessary data.

Requirements
No impact.

Limitations
• Because Workday processes and stores large volumes of data, Workday purges data that is older than
36 periods from the RDS.
• You can't use trending reports with text-based count distinct summarization fields as subreports in
composite reporting.

Tenant Setup
You can enable trended worker data by accessing the Edit Tenant Setup – Reporting and Analytics task
and selecting the check box in the Worker Trending section. You can view the status of this change by
accessing the Status tab on the Maintain Trended Workers task.

Security

Domains Considerations
Custom Report Administration in the System Enables you to perform administrative tasks on
functional area. reports and tasks.
Set Up: Tenant Setup - Reporting and Analytics in Enables you to configure trended worker data
the System functional area. in your tenant and provides access to configure
conditions for using reporting and analytics.
Trended Worker Data in the Staffing functional Provides access to all trended worker data.
area.

Business Processes
No impact.

Reporting

Reports Considerations
Maintain Trended Workers On the Status tab, Workday displays the recent run
history for trended jobs and the status when you
enable worker trending data in your tenant.
Worker Trending Audit View all activity and snapshot data Workday
captures for each period. You can assess the
information and adjust the information you capture
as your needs change.

Integrations
You can enable custom advanced reports that use the Trended Workers RDS as web services and use
them in integrations. You can import employee hire data into Workday using an Enterprise Interface Builder
(EIB) integration.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Concept: Trended Workers Report Data Source on page 175
Concept: Advanced Reports on page 111
Concept: Matrix Reports on page 120
Concept: Trending Reports on page 168
Reference
Reference: Reporting Limits
Reference: Reporting on the Trended Workers Report Data Source on page 176
The Next Level: Trended Worker
The Next Level: Custom Worker Trending FAQs
The Next Level: Move up the Workday Maturity Curve: Considerations in Defining an Analytics Strategy
The Next Level: Workforce Composition Dashboards
The Next Level: Workforce Analytics: Trended Worker/Custom Worker Trending - FAQ
Workday Community: Custom Worker Trending: FAQs
Preconfigured Content: HCM Delivered Configurations

Steps: Set Up Tenants for Trended Worker Reporting

Prerequisites
Security: Set Up: Tenant Setup - Reporting and Analytics domain in the System functional area.

Context
You can enable your tenant for worker trending data to report on calculated metrics, headcount data, and
workforce activity.

Steps
1. Access the Edit Tenant Setup – Reporting and Analytics task.
2. Select the Enable Worker Trending check box in the Worker Trending section.
To view the status of this change, access the Status tab on the Maintain Trended Workers task.
3. Access the Domain Security Policies for Functional Area report to edit permissions for the Trended
Worker Data domain in the Staffing functional area.
See Edit Domain Security Policies.
4. Set Up the Trended Workers Report Data Source on page 172.
5. Access the Create Worker Trending Data task to create trending data and run the task whenever you
make changes to configurations on the Maintain Trended Workers task.
Workday recommends you run the task during nonpeak hours to minimize the impact on performance
and conserve processing resources for day-to-day activities in your tenant.

Related Information
Concepts
Concept: Trending Reports on page 168
Concept: Custom Fields in Custom Reports and Calculated Fields
Tasks
Steps: Create Trending Reports on page 162
Reference
Reference: Edit Tenant Setup - Reporting and Analytics

Set Up the Trended Workers Report Data Source

Prerequisites
• Enable worker trending in your tenant.
• Security: Set Up: Tenant Setup - Reporting and Analytics domain in the System functional area.

Context
You can update configuration settings for your trended data when using the Trended Workers report data
source, including:
• Adding up to 5 boolean, 5 numeric, or 5 single instance report fields from the Position, Worker, and
Worker Business Process business objects.
• Adding Workday-delivered report fields and creating calculated fields.
• Mapping up to 10 organization types to trended worker report fields.
• Securing report fields that you add to additional security domains.
• Selecting if numeric report fields you add are semiadditive measures, which don’t sum over multiple
periods.
• Viewing report field usages in reports and worker trending job processing statuses.

Steps
1. Access the Maintain Trended Workers task.
2. (Optional) On the Status tab, view the run history for recent trended jobs and the statuses for report
fields enabled for worker trending data in your tenant.
3. As you complete the Configuration tab, consider:
Option Description
Trending Start Date Select the earliest date for Workday to capture
worker trending data. Example: You can collect:
• Data from the date your company started using
your Workday production tenant, if the date is
fewer than 36 periods.
• Only the data you need by limiting the time
periods.
• Up to 36 periods of production tenant data.

Number of Retroactive Periods Enter the number of historical periods calculated

by the incremental update process.
You can enter:
• 1, 2, or 3 to recalculate the data nightly
for production tenants and weekly for
nonproduction tenants.

Option Description
• 4, 5, or 6 to recalculate the data weekly on
each Monday for production tenants and
weekly for nonproduction tenants.

Trending Period Select a calendar month or fiscal period.

Your Trending Period selection must match
your Group by Time Period Field selection.
Example: If your Trending Period is calendar-
based, then the Group by Time Period Field
must be calendar-based.
You can use calendar month and fiscal period
simultaneously if the last day of the fiscal period
in the fiscal schedule is always the last day of a
calendar month.
If you trend by fiscal period, you can't use
Workday-delivered reports because the reports
trend by calendar month. Instead, copy the report
and reconfigure it to use fiscal periods.

Fiscal Schedule Select a fiscal schedule, as defined on the Create

Fiscal Schedule task.
Include Terminations on Period End Date Select to include workers terminated on the last
day of the period in the ending headcount. When
selected, Workday counts worker termination
events 1 day after the termination effective date.
If you change this option, regenerate your
trending data using the Create Worker Trending
Data task to apply the new ending headcount
calculation.

Use International Assignments as Primary Select to use the worker's primary position for
Position for Trended Worker worker trending data. Clear the check box to
capture host position data.

You can access the Update Worker Trending Data task to manually synchronize your data as a
background process to:
• Capture added retroactive changes for up to 6 periods.
• Recompute for the most recent event.
You must have access to the Custom Report Administration domain in the System functional area
to access the task. Workday runs this task weekly for nonproduction tenants (Implementation and
Sandbox), and either nightly or every Monday for production tenants depending on your retroactive
period selection. You can view the Recent Run History on the Status tab on the Maintain Trended
Workers task.
4. As you complete the Organizations tab, consider:
Option Description
Report Field Select the single instance organization report field
to map to the Organization Type.
Organization Type Select up to 10 organization types to report on for
trended worker data and assign multiple types to

Option Description
workers. Workday selects 1 if you don't specify a
top-level organization.
Top Level Organization Specify the top-level organization that maps to the
organization type you select.
5. As you complete the Additional Fields tab, consider:
Option Description
Source Select the:
• Position business object to capture position
data.
• Worker business object to capture snapshot
data.
• Worker Business Process business object to
capture activity data.

Field Type Configure up to 5 report fields for each of these

report field types:
• Boolean
• Numeric
• Single Instance

Field Select a report field associated with the business

object of the Source or access the Create
Calculated Field task.
A field is suitable if Workday displays the same
result each time the field executes. The criteria for
when a field becomes unsuitable includes if it:
• Changes the result based on the security
configuration of the report runner.
• Derives instances, such as a lookup date
rollup calculated field.
• Retrieves an image.
• Runs a query for data.
• Uses prompts.
Note: Access the Field Suitability for Business
Objects report to view the indexing suitability for
fields on a business object.
Consider the impact on performance when using
calculated fields.

Domain Select the security domain to secure to the report

fields.
Semi Additive Measure Select if a numeric report field is a semiadditive
measure, which doesn’t sum over multiple
periods.
Field Usage Click to view usages for a report field. You can't
remove a trended worker report field until you
remove the usages in reports.

Related Information
Concepts
Concept: Custom Fields in Custom Reports and Calculated Fields
Reference
The Next Level: Overview of Primary Position Designation Impact

Concept: Trended Workers Report Data Source

The Trended Workers report data source (RDS) is an indexed, Workday-delivered RDS that captures
headcount data and workforce activity. You can create custom dashboards and reports or use Workday-
delivered standard reports to view staffing events in your organization. You can't create nBox or search
reports with the RDS.
The RDS reduces the effort required to gain insights into your data by enabling you to gather accurate and
current workforce data more efficiently. You don't need to export your data to Microsoft Excel or external
applications to perform complex data analysis. This keeps your data more secure.
Workday updates the RDS weekly for nonproduction tenants (Implementation and Sandbox), and either
nightly or every Monday for production tenants depending on your retroactive period selection. Workday
collects up to 36 periods of data and automatically purges data older than 36 periods from the RDS.

Activity Data, Snapshot Data, and Calculated Metrics

The RDS contains report fields that collect worker data over time and includes activity data, snapshot data,
and calculated metrics. You can distinguish between activity and snapshot data by using the Record Type
field in reports.
When processing events that occur on the last day of the period, Workday processes all activity data first,
then captures the snapshot data. Workday also snapshots the results at the end of the period and takes
into account retroactive changes up to 6 periods, which could impact your data.
Activity data includes these types of events, captured based on the Effective Date of the event:
• Addition or deletion of additional jobs.
• Hires.
• International assignments.
• Organization changes.
• Promotions.
• Staffing changes.
• Terminations.
• Transfers.
Workday tracks the Effective Date of the event as the Record Date.
Snapshot data includes worker data captured as of the last second of the last day of each period, such as:
• Biographical data.
• Compensation data.
• Headcount.
• Worker data.
Workday captures snapshot data on the first day of a new period but sets the Record Date as the last day
of the period. Example: Workday captures snapshot data on 2018-09-01T12:01, but the Record Date is
2018-09-30.
Calculated metrics are a combination of activity and snapshot data. You can:
• Aggregate calculated metrics as drillable report fields in your trending report.
• Average, sum, or build additional calculations to determine rolling averages, spans of control, or
turnovers.

Related Information
Concepts
Concept: Advanced Reports on page 111
Concept: Matrix Reports on page 120
Concept: Trending Reports on page 168
Reference
The Next Level: Other Report Types and Analytic Indicators

Reference: Reporting on the Trended Workers Report Data Source

Workday-Delivered Standard Reports

You can use these Workday-delivered standard reports that use the Trended Workers report data source
(RDS) to gain insight into staffing events in your organization:

Standard Reports Description

Promotion Rate View promotion rates.
Hires and Terminations by Quarter View hires and terminations for each quarter and
compare the data in a chart or table.
Quarterly Turnover Rates View involuntary and voluntary turnover rates for
each quarter.
Headcount and FTE by Month View the total headcount and number of full-time
employees for each month and compare the data in
a chart or table.
Employee Movement - Transfer Sub Report View where transfers occur within your supervisory
organization.

Maintaining the Trended Workers RDS

You can use these reports and tasks to create or manage trended data in your tenant:

Reports or Tasks Considerations

Create Worker Trending Data You can create trended data and run the
task to recreate all 36 periods of data in your
tenant. Because Workday processes and
stores large volumes of data, consider the
impacts on performance when using this task.
Workday recommends you run the task during
nonpeak hours whenever you make changes to
configurations on the Maintain Trended Workers
task.
Update Worker Trending Data You can manually synchronize your data as a
background process to:
• Capture added retroactive changes for up to 6
periods.
• Recompute for the most recent event.
Workday runs this task weekly for nonproduction
tenants (Implementation and Sandbox), and either
nightly or every Monday for production tenants
depending on your retroactive period selection. You

Reports or Tasks Considerations

can view the Recent Run History on the Status
tab on the Maintain Trended Workers task.
If you manually synchronize your data as a
background process to recompute for the most
recent event, Workday recommends you run the
task during nonpeak hours.

Maintain Trended Workers You can update configuration settings for your
trended data.
On the Status tab, Workday displays the recent
run history for trended jobs. You can drill down on
values on the Additional Fields Executed column
to view indexing times for report fields added to
your Trended Workers RDS.

Fix Worker Trending Data You can fix corrupted indexed data and
resynchronize the RDS with the reports in your
tenant.
Workday runs this task periodically to reload your
data.

Purge Worker Trending Data You can delete or disable the ongoing collection
of all worker trended data. Run this task before
changing the settings on the Configuration tab on
the Maintain Trended Workers task.
Example: To switch the trending period from
calendar month to fiscal period:
1. Purge the data using the Purge Worker
Trending Data task.
2. Change the configuration settings using the
Maintain Trended Workers task.
3. Create the data again using the Create Worker
Trending Data task.

Worker Trending Audit You can view all activity and snapshot data
captured for each period. You can assess the
information and troubleshoot any issues.

Workforce Composition Dashboards

These workforce composition dashboards enable you to make well-informed decisions more efficiently and
gain insight across your organization:

Workforce Composition Dashboards Description

Distribution Trends and Analysis View workforce distribution by key segments.
Diversity View gender and ethnicity composition.
Headcount Movement View hire, termination, and transfer movements.
Performance and Potential View employee performance data.
Structure Dynamics View span of control and organizational structure.

Related Information
Concepts
Concept: Trending Reports on page 168
Reference
Reference: Workforce Composition Dashboards
The Next Level: Workforce Composition Dashboards

Transposed Reports

Steps: Create Transposed Reports

Prerequisites
Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can create a transposed report where rows display as columns for side-by-side comparisons of data.

Steps
1. Create Custom Reports on page 29.
2. Set Up Rows for Transposed Reports on page 178.
3. Set Up Sort Options for Custom Reports on page 33.
4. Set Up Filter Options for Custom Reports on page 36.
5. Set Up Prompt Options for Custom Reports on page 38.
6. Set Up Output Options for Custom Reports on page 39.
7. Set Up Share Options for Custom Reports on page 42.
8. Set Up Advanced Options for Custom Reports on page 43.

Next Steps
Test the report to ensure Workday displays the data correctly.
When you test a report, Workday displays the first 10 results. When the report includes a:
• Filter, Workday applies the filter to all instances of the primary business object and displays the first 10
results.
• Subfilter, Workday applies the subfilter to the 10 filtered instances and displays the results.
Related Information
Concepts
Concept: Transposed Reports on page 180
Concept: Custom Reports on page 12
Concept: Business Objects, Data Sources, and Fields on page 13

Set Up Rows for Transposed Reports

Prerequisites
• Create a custom transposed report.

• Security: These domains in the System functional area:

• Custom Report Creation
• Manage: All Custom Reports

Context
You can configure column headings and fields to display as rows on transposed reports.

Steps
1. Access your transposed report from the Edit Custom Report task.
2. (Optional) As you complete the Column Heading section on the Rows tab, consider:
Option Description
Heading Line 1 - Field Select the field to use as the first line of the
column heading. Example: Succession Plan
Candidate.
Field Select the field to use as the column heading for
Heading Line 2. Example: Current Position.
Format Select a format if you selected a currency or
numeric Field.
Options Available options depend on your field type.
You can also select the Create prompt to create
these custom display options:
• Create Analytic Indicator, which enables you
to use the indicator in other reports throughout
your tenant.
• Create Analytic Indicator for Report, which
enables you to use the indicator only in the
current report.
• Create Percentile for Report, which enables
you to create custom percentiles up to 2
decimal places to use in your report. Workday
uses an approximate value for currency and
numeric fields in the percentile (PCTL).

Image Field Select an image to include. Example: Candidate

Photo.
3. As you complete the Rows grid, consider:
Option Description
Row Type Select Group to indicate that the row represents
a header between fields. You can expand and
collapse the subsequent rows for each group.
Label Override Enter a value to:
• Give your Group a label.
• Override the name of the Field selected for the
Row Type.

Left Justify All Fields Clear the check box to right-justify currency and
numeric fields.

Related Information
Concepts
Concept: Report-Specific Calculated Fields
Reference
Reference: Field Options on page 64

Concept: Transposed Reports

Transposed reports enable you to set up report rows as columns so you can:
• Display an image. Example: When comparing workers, you might want to display a profile picture.
• Display numeric fields as left justified, if needed.
• Group the rows within a column under collapsible headings.
• Perform side-by-side data comparisons.
You can transpose up to 100 rows of data to a columnar format. If the report returns more than 100 rows, a
More link at the top of the report enables you to view all data in a nontransposed format.
You can build transposed reports using either standard or indexed report data sources.
Related Information
Tasks
Compare Workers
Reference
The Next Level: Other Report Types and Analytic Indicators

Search Reports

Steps: Create Search Reports

Prerequisites
Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
Search reports enable you to interactively filter report results using facet filters and a search bar. You can
also select search results and perform mass actions on them. Example: Use the Workday-delivered Find
Workers search report to search for workers and add them to a talent pool.
Use an indexed data source to create search reports.
The Search Results tab isn't available when you create search reports using these Learning data
sources:
• Courses
• Learning Content
You can't:
• Export search reports as spreadsheets or PDFs, or use them to tag workers.
• Print reports that you run as a mass action from a search report using a business form layout.

Steps
1. Create Custom Reports on page 29.

2. On the Edit Custom Report task, set up Search Results options.

You can select these Options for certain types of fields:
Option Description
Attachment Field Includes links to the attachments in the report
results.
This option is only available for fields with a
related business object of Attachment.

Icon Field Displays the field as an icon in the report results.

This option is only available for fields with a
related business object of Icon.

Image Field Display the field as an image in the report results.

This option is only available for fields with a
related business object of Image.

Detail Result Field Display the field in an expandable section of each

report result. If the first field with Detail Result
Field selected is a multi-instance field, it also
displays when you collapse the results.
You can select this option for up to 6 fields per
search report.

3. (Optional) Set Up Sort Options for Custom Reports on page 33.

4. (Optional) Set Up Filter Options for Custom Reports on page 36.
5. (Optional) Set Up Prompt Options for Custom Reports on page 38.
6. (Optional) Set Up Output Options for Custom Reports on page 39.
7. (Optional) Set Up Share Options for Custom Reports on page 42.
8. (Optional) Set Up Advanced Options for Custom Reports on page 43.

Next Steps
Test the report to ensure Workday displays the data correctly.
When you test a report, Workday displays the first 10 results. When the report includes a:
• Filter, Workday applies the filter to all instances of the primary business object and displays the first 10
results.
• Subfilter, Workday applies the subfilter to the 10 filtered instances and displays the results.
Related Information
Concepts
Concept: Business Objects, Data Sources, and Fields on page 13
Concept: Custom Reports on page 12
Concept: Indexed Data Sources and Fields on page 15

Example: Export Workers Using a Search Report

This example illustrates how you can export more than 50 workers using a mass action on a search report.

Context
You want to view all current workers on an Excel spreadsheet so you can export the data and identify each
worker's full legal name, location, and position.

Prerequisites
Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Steps
1. Access the Create Custom Report task and enter:
Option Description
Report Name Export Template
Report Type Advanced
Data Source Workers for HCM Reporting
2. Click OK.
3. In the Columns tab, enter:

Business Object Field

Worker Full Legal Name
Worker Location
Worker Position
4. In the Filter tab, add a filter with these values:

Field Operator Comparison Type Comparison Value

Worker in the selection list Prompt the user for the Default Prompt
value
5. In the Prompts tab, click Populate Undefined Prompt Defaults.
6. On the Prompt Defaults section, specify:

Field Do Not Prompt at Runtime

Worker
Contingent Worker Type Select the check box.
Employee Type Select the check box.
Worker Types Select the check box.
7. Click OK.
8. Access the Find Workers report.
9. Select Standard Report > Copy from the related actions menu.
10.Click OK.
11.In the Advanced tab, add a row in the Mass Actions section.
12.Select Create Custom Mass Action from the Mass Action prompt and enter:
Option Description
Name Find Worker Export to Excel
Executes Report Export Template
13.Click OK.

14.On the Mass Actions section, specify:

Option Description
Mass Action Find Worker Export to Excel
Name Export Workers
Output to Excel / Output to PDF Output to Excel
15.Click OK and Run.
16.Select all workers and click Export Workers.

Result
Workday exports all workers to an Excel spreadsheet with the columns on the advanced report.
Related Information
Tasks
Set Up Advanced Options for Custom Reports on page 43

nBox Reports

Steps: Create nBox Reports

Prerequisites
Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can create an nBox report with an indexed data source that counts your data and displays the results
on a 2-dimensional matrix. Column and row groupings enable you to compare and visualize objects on the
matrix.

Steps
1. Create Custom Reports on page 29.
Create a custom nBox report.
2. Set Up Matrix Options for nBox Reports on page 184.
3. (Optional) Set Up Drill Down for Custom Reports on page 32.
4. (Optional) Set Up Filter Options for Custom Reports on page 36.
5. (Optional) Set Up Prompt Options for Custom Reports on page 38.
6. (Optional) Set Up Output Options for Custom Reports on page 39.
7. (Optional) Set Up Share Options for Custom Reports on page 42.
8. (Optional) Set Up Advanced Options for Custom Reports on page 43.
9. Select N Box Cell > Setup nBox Report from the related actions menu of the report definition.
Security: Custom Report Administration domain in the System functional area.
10.Select the field values that define each column and row.

Next Steps
Test the report to ensure Workday displays the data correctly.

When you test a report, Workday displays the first 10 results. When the report includes a:
• Filter, Workday applies the filter to all instances of the primary business object and displays the first 10
results.
• Subfilter, Workday applies the subfilter to the 10 filtered instances and displays the results.
Related Information
Concepts
Concept: Business Objects, Data Sources, and Fields on page 13
Concept: Custom Reports on page 12
Concept: Indexed Data Sources and Fields on page 15

Set Up Matrix Options for nBox Reports

Prerequisites
Security: These domains in the System functional area:
• Custom Report Management
• Manage: All Custom Reports

Context
You can use the Matrix tab to select the fields you want to group into columns and rows on your nBox
report.

Steps
1. Access the Edit Custom Report task.
2. As you complete the Row Grouping and Column Grouping grids on the Matrix tab, consider:
Option Description
Group by Field Select 1 of these field types:
• Boolean
• Date
• Single instance

Label Override Don’t use. Instead, access the Set Up nBox

Report task to configure the report columns and
Sort Rows/Sort Columns
rows.
Options
Maximum Number of Rows/Maximum Number
of Columns

3. As you complete the nBox Display section, consider:

Option Description
Image Field Select an image to display.
Example: You can select Candidate Photo to
display an image of a candidate.

Display Option Select whether Workday should display the image

only or include text with the image.

Next Steps
• Set up the rest of the tabs on the report definition.
• Access the Set Up nBox Report task to configure the columns and rows on the report.

Worklets and Dashboards

Steps: Set Up Custom Dashboards

Prerequisites
Enable or create the security domains you want to use to secure your dashboard.

Context
You can create a custom dashboard so that users can access related worklets in 1 place.
As you create the dashboard, you can:
• Enable users to add or remove worklets.
• Map a prompt set to the dashboard.
• Set up domain security access.
You can set up a Dashboard Run History report to analyze dashboard usage statistics. This report can
display up to 6 months of dashboard run history results.

Steps
1. Create Custom Dashboards on page 186.
2. Access the Enable Worklet for Dashboards task.
Select a worklet, then select the dashboard you created.
Security: Set Up: Tenant Setup - Worklets domain in the System functional area.
3. For custom reports you want to add to the dashboard as worklets, set up the Worklet Options section
on the Output tab of the report definition.
You must share the report with the security groups you want to access the dashboard before you can
add the worklet to the dashboard.
See Set Up Output Options for Custom Reports on page 39.
4. Configure Dashboard Content on page 187.
5. (Optional) Save Custom Prompt Values for Worklets on page 190.
6. (Optional) Access the Maintain Dashboards report.
Click Edit and access the Announcements tab to set up announcements for the dashboard. You can
also add a photo, image, or video URL to the announcement.
Security: Set Up: Tenant Setup - Worklets domain in the System functional area.
7. (Optional) To enable the Dashboard Run History report, access the Edit Tenant Setup - Reporting
and Analytics task and select the Enable Access to Dashboard Run History check box.
Workday begins capturing dashboard run history after you enable the feature and therefore might not
initially display any data on the Dashboard Run History report. The report also tracks dashboard tab
executions.
Related Information
Concepts
Concept: Dashboards

Reference
The Next Level: Delivered and Custom Dashboards
The Next Level: Elevate Users' Experience with Dashboards
The Next Level: Report Administrator Dashboard
The Next Level: Reporting Housekeeping

Create Custom Dashboards

Prerequisites
Security: Set Up: Tenant Setup - Worklets domain in the System functional area.

Context
You can create a custom dashboard that groups together related worklets.
You can also display custom dashboards as worklets on landing pages.

Steps
1. Access the Create Custom Dashboard task.
2. As you complete the task, consider:
Option Description
Domains Select 1 or more domains that include the security
groups who need access to the dashboard.
If a Workday-delivered domain doesn't include all
the security groups you need, you can create up
to 200 custom domains.

Dashboard Icon Select an image to represent your dashboard on

the Home page.
Dashboard Tabs Enables you to add up to 6 tabs to the dashboard.
Max Worklets Allowed Select the maximum number of worklets that you
can add to each dashboard tab.
You can add up to 6 worklets to each dashboard
tab, for a total of 36 worklets.

Next Steps
• Enable reports as worklets so you can add them to the dashboard.
• Access the Maintain Dashboards report to add worklets to the dashboard.
Related Information
Concepts
Concept: Dashboards
Tasks
Steps: Set Up Custom Dashboards on page 185

Configure Dashboard Content

Prerequisites
• Enable 1 or more reports as worklets and:
• Make them available on your custom dashboard.
• Share them with the appropriate security groups.
• Security: These domains in the System functional area:
• Custom Report Creation
• Custom Report Management
• Set Up: Tenant Setup - Worklets

Context
After you create a custom dashboard, you can:
• Add required or optional worklets to the dashboard.
• Select default values for each prompt set field on the dashboard tab and map them to report prompt
fields.
Users can't add or remove required worklets, but they can add or remove optional worklets.
To improve dashboard performance, limit the number of worklets you add to a dashboard tab. The more
worklets on a dashboard tab, the longer the load time. When you run the report, the dashboard displays
the first 6 worklets in the order they display in the Worklets list.

Steps
1. Access the Maintain Dashboards report.
2. Click Edit for the dashboard you want to configure.
3. On the Content tab, click Add to create a dashboard tab.
Create at least 1 tab. You can create up to 6 tabs for each dashboard.
4. As you complete the tab, consider:
Option Description
Configurable By User Enable users to add or remove optional worklets
from the dashboard tab. You can't select this
check box if you select a Prompt Set for the
dashboard tab.
Prompt Set Select a prompt set that can pass prompt values
to all worklets on the dashboard tab. Example: If
you want to run each worklet on the dashboard
tab for the same supervisory organization,
you can use the Workday-delivered Workforce
Composition prompt set.
If you select a prompt set for the dashboard tab,
you can't select Configurable By User. You also
can't add optional worklets to the dashboard tab.
You can't:
• Add calculated fields to a prompt set.
However, if Workday enables the calculated
field for prompts, you can use the calculated
field as the Default Value for the prompt.
Then, you can add that prompt to a prompt set.

Option Description
• Change the prompt set for the dashboard tab
after you create it.

5. (Optional) As you complete the Prompts section, consider:

Option Description
Default Type Select the source of the value for the Prompt
Field.
Default Value If you select Specify default value as the Default
Type, select a default prompt value.
6. In the Worklets section, create a row for each worklet you want to add.
7. As you complete the section, consider:
Option Description
Worklet You can only select custom reports that you
enable as worklets and that you share with 1 or
more security groups.
Required for Groups Workday recommends removing security groups
that don't need access to this dashboard. Include
at least 1 security group.
Workday displays the list of security groups who
can access the report definition for the worklet.

Required? Select to prevent users from removing the worklet

from the dashboard.
If you don't select this check box, the worklet is
optional for dashboard users.

Worklet Size To increase the size of a worklet and display it

first in order, select 2X. The default worklet size is
1X.
Worklet Title Enter an alternate title for the report that displays
when you run the worklet on a dashboard.
Map Prompts This button is only available if the dashboard tab
has a prompt set and the worklet has prompts.
When you click Map Prompts, Workday
automatically maps worklet prompt fields to
prompt set fields of the same field type. However,
Workday recommends that you manually confirm
that the prompt field mappings are what you
intend.
To fix incorrect mappings between worklet prompt
fields and prompt set fields:
a. Click Map Prompts.
b. On the Value Type prompt for the prompt
field you want to map, select Use Value from
Dashboard Prompt.
c. On the Field prompt, select a field from the
dashboard prompt set.

Option Description
Invalid Landing Page Admin Configuration If there's a conflict between the security domain
for the dashboard and for the worklet, this column
displays an error message.
Fix Click to resolve security group conflicts between
the worklet and the dashboard.
8. (Optional) Add a menu to your dashboard.
Related Information
Concepts
Concept: Dashboards
Concept: Custom Worklets on page 190
Tasks
Add Dashboard Menus
Reference
The Next Level: Report Security Overview

Enable Reports for Related Worklets

Prerequisites
Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports

Context
You can embed related worklets to deliver contextual information to users as they perform actions in your
business processes. Before you can embed worklets, you must enable the reports for related worklets.

Steps
1. Access the Edit Custom Report task.
2. Select Enable As Worklet on the Output tab.
3. Enter Embedded on Tasks for the Available on section on the Output tab.
4. Share the report with required authorized groups on the Share tab.
5. On the Filter tab, add a filter condition with these settings:
Option Description
Field Select a field that the business process definition
can map to.
Operator Select in the selection list as the operator.
Comparison Value Select Prompt the user for the value as the
comparison value.

Next Steps
Make the worklets available on your custom dashboard and share them with the appropriate security
groups.
Embed the related worklets in your business processes.

Related Information
Concepts
Concept: Related Worklets in Business Processes
Tasks
Embed Related Worklets in Business Processes
Steps: Display a Quicklinks Worklet on a Dashboard on page 209
Configure Dashboard Content on page 187

Save Custom Prompt Values for Worklets

Context
On dashboards that don't use prompt sets, Workday enables you to save custom prompt values for
worklets.
You can't save custom prompt values for worklets when you access them on mobile devices. However,
Workday recognizes the prompt values you select in the desktop browser when you run the worklet on
mobile devices. If you don't enter values for required prompts through your desktop browser, the worklet
doesn't display on mobile devices. Use the Mobile Reports report to set up prompt values for a worklet
that is available only on the Mobile Reports landing page.

Steps
1. Run a dashboard that doesn't use a prompt set.
2. Click the Gear icon on a worklet and select Edit Settings.
3. Enter the prompt values you want.
You can select Restore Default Settings from the Gear icon of the worklet to restore the default
prompt values.

Result
Each time you run the dashboard, the worklet runs with the prompt values that you set. However, if you
click View More on a worklet more than 1 minute after the dashboard loads, you must enter the prompt
values again.

Concept: Custom Worklets

You can deploy these types of custom reports as worklets on dashboards or landing pages:
• Advanced
• Composite
• Matrix
• nBox
• Transposed
• Trending

Design Considerations
Workday recommends that you design worklets to load quickly so that they don't time out on a dashboard.
For reports with prompts, Workday recommends that you configure required prompts so that report results
display as soon as the dashboard loads:
• Select Do Not Prompt at Runtime for required prompt fields.
• Set default prompt values for all required prompt fields.
To maximize available space for a worklet, Workday recommends that you:

• Select the Display this Worklet When Maximized option for nonessential fields in the report definition.
• Sort and filter the report to display the most essential data.
• Use charts to visualize and display more data in a worklet.

Sharing Options
When you share a report that you enable as a worklet, users can add the report as a worklet to available
dashboards. Example: You can build a headcount report, enable it as a worklet on an HR dashboard,
and share it with the HR Partner group. HR Partners can then view the report as a worklet on the HR
dashboard.
When you share a report with specific users:
• You can't add it as a worklet to a dashboard.
• Your Setup Administrator can't add it as a required or recommended worklet to a landing page.

Optional and Required Worklets

You can add a custom report to a dashboard as:
• Optional worklets, which users can remove from the dashboard. They can also add optional worklets
back to the dashboard.
• Required worklets, which users can't remove from the dashboard.
If there's a conflict between required and optional options for a worklet, the required option always takes
precedence.

Worklet Management
You can't hide or delete a worklet unless you remove it from all dashboards and administrator and user
configurations.
You can use the Remove Worklet from Dashboards task to remove a worklet from dashboards and
configurations.
The Remove Worklet from Dashboards task also includes a confirmation page, which enables you to drill
down on worklet usage details for user and administrator configurations.

iPad Considerations
When displaying custom reports and worklets on an iPad, Workday ignores options for:
• 3D charts.
• Hiding table borders and column headings.
• Maximizing reports.
• Refreshing data. The data refreshes every time you access the report or worklet.
Related Information
Concepts
Concept: Custom Reports on page 12
Concept: Mobile Devices and Features
Tasks
Set Up Output Options for Custom Reports on page 39
Set Up Share Options for Custom Reports on page 42
Reference
The Next Level: Report Security Overview

Concept: Worklet Performance

Optimizing Worklet Performance

For optimal report performance, Workday recommends that you:
• Share worklets with the fewest user groups necessary.
• Use data sources secured to domains with the fewest possible security groups.
• Use the smallest possible data source for the intended users.
Example: For worklets for managers, use a data source such as My Direct and Indirect Workers
instead of All Workers.
• Use an indexed data source.
• Use user-based security groups instead of job-based security groups.
This approach reduces the complexity of the security evaluation required and improves performance of
the worklet.

Matrix Worklet Performance

Displaying matrix reports as worklets on the Home page can increase the page load time. The more rows
that the report evaluates and summarizes, the longer it takes for the worklet to load.
Instead of using matrix reports as worklets on the Home page, consider:
• Building a report of key custom reports and deploying it as a worklet to your users. The reports on the
worklet only execute when the user selects Run from the related actions menu.
• Displaying the worklet on the My Team dashboard. The worklet only runs when the user selects it from
the dashboard.

Worklet Caching
You can store temporary copies of data for certain worklets instead of running the worklet each time the
page refreshes. Workday stores and displays cached worklet data for the remainder of your browser
session and each time you refresh the page. Workday recalculates the worklet data when you:
• Select Refresh from the Gear icon on the worklet.
• Sign in to Workday again.
Related Information
Concepts
Concept: Indexed Data Sources and Fields on page 15

Custom Metrics and Scorecards

Steps: Create Custom Metrics and Scorecards

Prerequisites
• Create fiscal schedules for use with any custom scorecards you create.
• Select Enable Scorecarding check box in the Scorecarding section on the Edit Tenant Setup -
Reporting and Analytics task.
• Security: Metric Management domain in the System functional area.

Context
You can build custom metrics and analytic scorecards to make key information available from a dashboard
or home page.

Steps
1. Set Up Analytic Scorecard Profiles and Metric Sets on page 193.
You can create a metric set to group custom metrics for a scorecard.
2. Create Custom Metrics on page 195.
3. Access the Create Custom Dashboard task and create a custom dashboard for displaying your
scorecard.
Include Metrics Published as the Domain for your dashboard.
4. Set Up Custom Reports for Scorecards on page 196.
5. Process Metrics on page 198.
You can process metrics for the current period.
6. (Optional) Initialize metric values for historic periods. On the Initialize Metric Values task, you can:
• Add a new metric and process for historic periods.
• Reprocess an existing metric for historic periods.
7. (Optional) Schedule calculation of metric values for multiple historic periods on the Calculate Metric
Values task.
Related Information
Concepts
Concept: Workday Scorecards on page 199
Tasks
Steps: Set Up Custom Dashboards on page 185
Set Up Organization Chart Metrics
Reference
Reference: Edit Tenant Setup - Reporting and Analytics
Reference: Metric Calculation Time Periods
Reference: Metric Calculations for Financials
Reference: Metric Calculations for Dependent Metrics on page 204
Reference: Metric Calculations for HCM
The Next Level: Scorecards

Set Up Analytic Scorecard Profiles and Metric Sets

Prerequisites
Security: Metric Management domain in the System functional area.

Context
You can create an analytic scorecard profile and metric set to group associated metrics for inclusion in a
scorecard.
You can create a metric set with up to 20,000 organizations. Workday calculates the number of
organizations based on the options you select for:
• Organization type.
• Content nodes, if using a hierarchic organization type.
• Node levels.

Steps
1. Access the Maintain Analytic Scorecard Profiles and Metric Sets report.
2. Click Create Analytic Scorecard Profile.

3. As you complete the task, consider:

Option Description
Name Enter a name for the metric set.
Organization Type Select the type of organization for the metric set.
Top Level Node Select the top-level organization associated with
the metric set.
Fiscal Schedule Select the time interval for the metric set.
Example: Standard Corporate Schedule, which
uses a monthly interval.
4. From your analytic scorecard profile, click Metric Set Details.
5. Click Edit.
As you complete the task, consider:
Option Description
Inactive Inactivate the metric set and disable publishing.
Skip Review Disable the review process for the metric set.
Include Content For hierarchic organization types, include any
hierarchic content nodes in the levels you
select in Top Level Node and Levels from
Top. Example: For a metric set based on an
Organization Type of Cost Center Hierarchy,
selecting this option includes the content nodes in
the hierarchy.
Metric Calculation Scope Include subordinate nodes in the metric set.
Levels From Top Define which organizations to include in the metric
set.
Example: If you enter 0, the metric set includes
only the organizations you select as Additional
Nodes. If you enter 1, the metric set includes
only the organization you select as the Top Level
Node. If you enter 2, the metric set includes the
top-level organization as well as its immediate
subordinates.

Additional Nodes Select any nodes in addition to the Top Level

Node to include in the metric set, and the
specified levels below that node.
Published Period Select the period for which you want to retrieve
data. For your initial metric set setup, select the
period before the first period you want to process.
Run as Scheduled User For metric calculations based on a matrix report,
run the calculation as the user who runs or
schedules the Calculate Metric Values task.
Run as Integration User For metric calculations based on a matrix report,
run the calculation as a named integration system
user you select.

Next Steps
Create custom metrics for your metric set.
Related Information
Reference
Reference: Metric Calculations for Financials

Create Custom Metrics

Prerequisites
• Create a metric set.
• For metrics calculations sourced from Workday Benchmarking data, create a custom matrix report
based on the Benchmark Values As a Source for Scorecard report.
• For metrics sourced from matrix reports, share the reports with authorized groups or users.
• Security: Metric Management domain in the System functional area.

Context
You can create custom metrics to include in scorecards that provide business performance information for
a specific organization or user group. For each custom metric you create, you can add:
• Metric sources, including Workday-delivered calculations or custom reports. You can access the View
Metric Calculation report to see descriptions of Workday-delivered calculations.
• Recommended actions for metric statuses.
• Report links for drill to detail information.
• Target benchmarks.
• Thresholds.

Steps
1. From your analytic scorecard profile, click Metrics.
2. Click Create Custom Metric.
3. Select the Workday Metric Calculation Name to use to calculate the metric. Workday displays metric
calculations options based on the organization type specified for the metric set.
You can't use a matrix report that has a Lookup Prior Value summary calculation in a metric calculation.
4. Add help text for the metric in About This Metric.
5. (Optional) In the Report Links section, you can set up hypertext links to 5 reports.
As you complete the Report Links grid, consider:
Option Description
Tag Specify a label to display instead of Report Link
1 and so on, for each Report Link you add in the
About This Metric field.
Drill To Specify the report for each Report Link you add
in the About This Metric field.
Map Prompts Click to add prompt values for a Report Link.
6. On the Metric Source tab, specify how Workday calculates the metric values.
As you complete this tab, consider:
Option Description
Track Target Click to track the target value for the metric.

Option Description
Target Source If you select Online Page as the source, you must
also:
• Set values for the metric set on the Generate
Target and Benchmark Lines task.
• Set target values for each metric on the Metric
Target Values report.

Track Benchmark Click to track the benchmark value for the metric.
Benchmark Source If you select Online Page as the source, you must
also:
• Set values for the metric set on the Generate
Target and Benchmark Lines task.
• Set benchmark values for each metric on the
Metric Target Values report.
Select WD Matrix Report to use a custom report
data as the source for metric calculations,
including Workday Benchmarking data.

7. On the Calculation Configuration tab, set up the metric calculation configuration for Workday-
delivered calculations.
When setting up Actual Amount, Target Amount, or Benchmark Amount for metrics sourced from
matrix reports, consider:
Option Description
Matrix Report Select a custom matrix report that groups by the
organization type specified for the metric set.
To include Workday Benchmarking data in your
scorecard, select a custom matrix report based
on the Benchmark Values As a Source for
Scorecard report.
Value Type Specify that you want to add a default value,
if available, or use the value from the metric
calculation.
Value Specify default values for report prompts.
Aggregation Field Select the Summarization field from the standard
or custom report used to aggregate values.

Next Steps
Set up reports and dashboards for your metrics.
Related Information
Reference
Reference: Metric Calculations for Financials

Set Up Custom Reports for Scorecards

Prerequisites
Security: These domains in the System functional area:

• Custom Report Creation

• Metric Management

Context
When you set up a scorecard, you need to use these reports types as the source for the metrics data:
• A composite report as the main report for your scorecard.
• One or more advanced subreports. Subreports calculate values on the metric rather than in the
composite report.
You can manually create custom reports for your scorecard, or you can create a composite report and
underlying subreports from your analytic scorecard profile with these predefined settings:
• Drilling.
• Layout.
• Prompt defaults.

Steps
1. From your analytic scorecard profile, click Reports and Dashboards.
2. Click Scorecard Report.
As you complete the task, consider:
Option Description
Dashboard Select the dashboard for your report, or click
Create > Create Custom Dashboard.
Metric Select a metric for your report, or click Create >
Create Custom Metric.
Formatting Style Select a formatting option for your metric.
Enable Drilling to Select to display additional information and report
links.
Target Select the target for your metric value:
• Actual Value
• Target Value

Share Option Subreports of the scorecard report inherit the

share option that you select. This share option
can impact subreports that are referenced in other
composite reports outside the scorecard report.

Next Steps
Initialize and publish metric values.
Related Information
Tasks
Steps: Set Up Custom Dashboards on page 185
Reference
Reference: Custom Scorecard Report Definition on page 201

Process Metrics

Prerequisites
Security: Metrics Management domain in the System functional area.

Context
You can run these metric processes at the end of the scorecard period to update report data for your
analytic scorecard:
• Initialize
• Reinitialize
• Calculate
• Review
• Publish

Steps
1. From your analytic scorecard profile, click Process.
2. Click:
• Initialize to process metrics for the current period.
• Reinitialize to reprocess metrics for the current period.
3. Click:
• Calculate to calculate metrics for the metric set.
• Recalculate to recalculate metrics you select for the current period.
4. (Optional) Access the Start Metric Review task.
Reviewers can comment, send back, or approve the metrics.
5. Click Publish.
6. (Optional) Click Delete to delete metric values for a specific period from the metric set.
You can also select Delete Metric Values > Run from the related actions menu of an analytic
scorecard profile to select more delete options.

Result
Workday displays up to the last 6 published periods for the metric set.

Next Steps
Click Results next to a processed period to access the Metric Processing Status by Metric and Period
report, which displays metric processing history.
Click Errors to access the Error in Details report, which displays metric job errors.

Review Metrics

Prerequisites
• The scorecard administrator runs the Start Metric Review task.
• Security: Metrics in Review domain in the System functional area.

Context
When the scorecard administrator runs the Start Metric Review task, metrics reviewers receive a
notification to review the metric set.

Steps
1. Access the Scorecard Reviewer report.
Run the report for the Metric Set, Organization, and Period you want to review.
2. On the Mark Reviewed/Comment column, click the related actions menu for each metric and select
Analytic Metric Values > Add Comment for Metric.

Next Steps
The scorecard administrator can make any adjustments as necessary and publish the metric set.

Concept: Workday Scorecards

A Workday scorecard is a snapshot of important metrics for a specific organization and time period.
Supported organization types include:
• Academic Unit and Academic Unit Hierarchy.
• Business Unit and Business Unit Hierarchy.
• Company and Company Hierarchy.
• Cost Center and Cost Center Hierarchy.
• Custom Organizations.
• Location and Location Hierarchy.
• Regional Hierarchy.
• Supervisory.
Scorecard data can include:
• Metric descriptions.
• Metric trending from the prior period to the current period.
• Review comments about individual metrics.
• Status and recommendations to address a metric.
• Target and actual values.
• The period for which data computes and aggregates, such as a particular month or quarter.
You can base each metric on a scorecard on a Workday or external data source using:
• A matrix report.
• A Workday-delivered calculation.

Scorecard Results
Calculated metric values might differ from custom matrix report results that you use as a benchmark
source for your metrics. Reports use the latest data from the data source when you run the report, while
analytic metric values are a snapshot from the time that you calculate the metrics. Analytic metric values
don't include any data that has:
• An effective date after the date of the snapshot.
• An effective date before the date of the snapshot, but hasn't been processed at the time of the
snapshot.
Scorecards also remove inactive organizations by default, while custom reports don’t. However, you can
configure your report to filter out inactive organizations.

Scorecard Roles
Scorecard roles are:
• Scorecard administrators, who have access to the Metrics Management domain and, optionally, the
Manage: Metric Values domain in the System functional area.

• Scorecard reviewers, who have access to the Metrics in Review domain in the System functional area.
• Scorecard users, who have access to the Metrics Published domain in the System functional area.

Workday-Delivered Scorecards
Workday provides preconfigured scorecards, such as:
• Executive Workforce Scorecard (for HCM).
• Financial Executive Scorecard.
Workday-delivered scorecards include:
• Composite reports and related subreports.
• Dashboards.
• Drill-to reports, when applicable.
• Metric sets and metrics.
• Prompt sets.

Custom Scorecards
In addition to using Workday-delivered scorecards, you can also create custom scorecards. If creating
custom scorecards, you must provide additional training and security configuration for roles supporting
scorecards.
Workday recommends contacting Workday Professional Services to implement custom scorecards.

Metric Calculations Report

The Metric Calculations report lists Workday-delivered metric calculations and includes:
• A detailed description.
• The metrics based on the calculations.
• The organization types supported.

Migrating Scorecards
Using Object Transporter, you can migrate scorecard components in this order:
1. Metric sets. Object Transporter automatically moves any metrics, as well as the metric configurations
and drill-to reports associated with the metrics in the metric set.
2. Composite reports. Object Transporter also migrates the associated:
• Analytic indicators.
• Prompt sets.
• Subreports.
3. Dashboards.
Related Information
Tasks
Create Custom Metrics for HCM
Reference
Reference: Metric Calculation Time Periods
Reference: Metric Calculations for Financials
Reference: Metric Calculations for HCM
The Next Level: Scorecards

Reference: Custom Scorecard Report Definition

You can create a Scorecard Report from an analytic scorecard profile, which includes a complete
composite report and underlying advanced subreport. You can also create your own custom composite
report and subreport on the Create Custom Report task.
The subreport definition for a scorecard includes these settings:

Option Description
Data Source Scorecard subreports use the All Analytic Metric
Values data source.
Data Source Filter Specifies the filter for your scorecard audience:
• All Metrics for administrators.
• Metrics for Review for reviewers.
• Published Metrics for users.

Field (Columns tab) Select Metric Value in the Field prompt in the grid.
Also add a row in the grid and select Metric in the
Field prompt.
Field (Filter tab) Select Organization in the Field prompt in the grid.
Also add a row in the grid and select Period in the
Field prompt.

The composite report definition for a scorecard includes these settings:

Tab Field Description

General Prompt Set Specifies a Workday-delivered
prompt set or a custom prompt
set.
To create a custom prompt set,
click Create > Create Prompt
Set, and include fields for:
• Metric Organization
• Metric Set
• Metric Period

General Business Object Composite reports for metric

scorecards must include the
Analytic Metric Values as
the Business Object in the
Business Object Enabled for
Filtering and Grouping grid.
Prompts Effective Date, Entry Date Specifies date and time settings
for Runtime Date Prompts.
Prompts Field Specifies these required prompt
defaults:
• Metric Organization
• Metric Set
• Metric Period

Tab Field Description

Output Output Type The KPI Line and KPI Card
layout types return the metric
value, status, trend, target, and
comment from the lookup field
value columns.
Output Enable as Worklet Enables the composite report as
a worklet for your dashboard.

The composite report definition for a scorecard also includes these column and row types:

Column Type/Row Type Description

Control Field Column Maps to the Analytic Metric Values Business
Object, and returns values based on the metrics
defined in the row and lookup values defined in the
columns.
Lookup Field Value Columns Returns fields from the Analytic Metric Values
Business Object, and returns values for each
metric defined as a row.
Dynamic Data Row Returns values for a single metric when you
filter the results of the subreport. Workday maps
prompts from the subreport to pull in metric values
for the Organization and Period specified in the
prompt set.

Reference: Scorecard Results

On the Maintain Analytic Scorecard Profiles and Metric Sets report, you can set up metric sets for an
Organization Type that is:
• Hierarchical with hierarchic content.
Examples: Location Hierarchy and Location, Academic Unit Hierarchy and Academic Unit.
• Hierarchical with nonhierarchic content.
Examples: Cost Center Hierarchy and Cost Center.
Depending on the options you select for the metric set, Workday displays varying results in the related
scorecards.

Scorecard Results for a Hierarchy with Hierarchic Content Organization Type

Organization Type Example Content Included Scorecard Results

Location Hierarchy No • Location hierarchy nodes
in the Top Level Node you
select.
• Additional Nodes you select.

Location Hierarchy Yes • Location hierarchy nodes

in the Top Level Node you
select.
• Locations explicitly included in
any of the location hierarchy

Organization Type Example Content Included Scorecard Results

nodes in the Top Level Node
you select. Workday excludes
content for subordinate
locations that aren't explicitly
in the hierarchy.
• Nodes and locations explicitly
included in the Additional
Nodes you select.

Location Not applicable • Locations explicitly included in

any of the location hierarchy
nodes within the level you
select in Top Level Node.
• Location you select in
Additional Nodes.

Academic Unit Hierarchy No • Academic unit hierarchy

nodes in the Top Level Node
you select.
• Additional Nodes you select.

Academic Unit Hierarchy Yes • Academic hierarchy nodes

in the Top Level Node you
select.
• Academic units explicitly
included in any of the
academic unit hierarchy nodes
in the Top Level Node you
select. Workday excludes
content for subordinate
academic units that aren't
explicitly in the hierarchy.
• Nodes and academic units
explicitly included in the
Additional Nodes you select.

Academic Unit Not applicable • Academic units explicitly

included in any of the
academic unit hierarchy nodes
within the level you select in
Top Level Node.
• Academic units you select in
Additional Nodes.
Since Academic Unit is role-
enabled, Workday also traverses
the Academic Unit content
hierarchy.

Scorecard Results for a Hierarchy with Non-Hierarchic Content Organization Type

Organization Type Example Content Included Scorecard Results

Cost Center Hierarchy No • Cost center hierarchy nodes
in the Top Level Node you
select.
• Additional Nodes you select.

Cost Center Hierarchy Yes • Cost center hierarchy nodes

in the Top Level Node you
select.
• Cost centers explicitly
included in any of the cost
center hierarchy nodes in the
Top Level Node you select.
• Nodes and cost centers
explicitly included in the
Additional Nodes you select.

Cost Center Not applicable • Cost centers in any part of the

cost center hierarchy level you
select in Top Level Node.
• Cost centers you select in the
Additional Nodes prompt.

Scorecard Result Discrepancies

Calculated metric values might differ from custom matrix report results that you use as a benchmark
source for your metrics. Reports use the latest data from the data source when you run the report, while
analytic metric values are a snapshot from the time that you calculate the metrics. Analytic metric values
don't include any data that has:
• An effective date after the date of the snapshot.
• An effective date before the date of the snapshot, but hasn't been processed at the time of the
snapshot.
Scorecards also remove inactive organizations by default, while custom reports don’t. However, you can
configure your report to filter out inactive organizations.

Reference: Metric Calculations for Dependent Metrics

Workday provides a number of metric calculations for use with custom scorecards. Some Workday product
areas (Example: HCM and Projects) provide Workday-delivered calculations for specific use cases.
Workday also enables you to combine the WD Simple Arithmetic calculation with other metrics to form
dependent metrics.

Workday-Delivered Description Organizations Configuration Options

Calculation
WD Simple Arithmetic Enables you to create Supervisory A, B, C, D, E, F
a metric based on other Organization (variables mapped to
metrics. You can map up existing metrics)
Cost Center Hierarchy
to 6 existing metrics to
Use Multiplication
variables named A, B, Custom Organization
C, D, E, and F to create Reverse Sign

Workday-Delivered Description Organizations Configuration Options

Calculation
new metrics. You don't Custom Organization
need to use all variables. Hierarchy
Example: You can use A
Project
and B, or A and C, or A
and E, or all 6 variables. Project Hierarchy
Workday calculates the
value of each of the
metrics A, B, C, D, E,
and F first, and then
calculates the value of
the dependent metric.
Use Multiplication
effectively changes the
division operator (/) to a
multiplication operator
(*).
Reverse Sign reverses
the positive/negative
sign of the calculation
result.
Calculation: (A - B) / (C
- D) / (E - F) or (A - B) *
(C - D) * (E - F).
Custom Metric
Examples: To create a
Revenue Per Headcount
metric, assign a
Revenue metric to A and
a Headcount metric to C.
To create a Days Sales
Outstanding metric,
assign a Revenue
metric to A, Accounts
Receivables metric to
C, and Number of Days
metric to E.

Related Information
Concepts
Concept: Workday Scorecards on page 199

Custom Data Sources

Set Up Extended Indexed Data Sources

Prerequisites
• Create the Custom Data Source Extension Approval Event business process and security policy in the
System functional area.

• Security: Manage: Custom Data Sources domain in the System functional area.

Context
You can set up an extended indexed data source that includes fields suitable for indexing.

Steps
1. Access the Maintain Custom Data Source report and click Create Custom Data Source.
2. Select the Data Source that you want to add fields to. Example: You can add fields to the Job
Applications data source.
3. (Optional) Review the Data Source Filters and Delivered Indexed Fields tabs.
4. As you complete the Additional Fields tab, consider:
Option Description
Source Field You can add fields suitable for indexing for these
field types:
• Calculated fields from your tenant.
• Custom fields from your tenant.
• Delivered fields from the primary business
object for the data source.

Usages Displays usage for the Source Field in your

tenant.
5. On the Maintain Custom Data Source report, click Submit to submit the draft data source for security
approval.

Result
Workday sends the data source approver an Inbox notification with the approval request. The approver
can review security and approve or deny the data source.

Next Steps
On the Maintain Custom Data Source report, you can click Publish to schedule publishing of an
approved, unpublished extended custom data source. You can also:
• Click Create New Version to update fields for a published extended custom data source.
• Click View next to a data source and navigate to the Status tab to view publishing history and indexing
processing time.
Related Information
Reference
The Next Level: Extended Indexed Data Sources

Concept: Extended Indexed Data Sources

Workday enables you to extend some Workday-delivered indexed data sources by adding a limited
number of these field types:
• Calculated fields from your tenant.
• Custom fields from your tenant.
• Nonindexed delivered fields from the primary business object.
Workday indexes the fields you add, enabling you to create high-performing reports for executive
dashboards and scorecards.

An extended indexed data source provides functionality similar to a Workday-delivered data source,
including:
• Drilling on summary data in reports based on the indexed data source.
• Support for all report types. Advanced and matrix reports with multiple filters yield the greatest
performance benefit from indexed data sources.
• Support for scorecards, worklets, and worksheets.
When you create a custom report based on an extended indexed data source and you include facets, you
can search on these field types in report results:
• Indexed delivered fields.
• Text fields that you add to the data source.

Field Suitability for Indexing

Security is one reason some fields aren't suitable for indexing. Example: A multi-instance field contains 3
values. If some users should only have access to 1 or 2 of the values, Workday doesn't index the multi-
instance field.
Workday displays an error message when you try to add a field to your data source that isn't suitable for
indexing. Workday also displays an alternate field, if one is available. You can also:
• Access the Field Suitability for Business Objects report, which enables you to display indexing
suitability for fields on a business object.
• Select the related actions menu for any field to check if the field is Suitable for Indexing.

Data Source Security

Workday recommends that you set up a user-based security group for the data administrator and assign
the group to the Manage: Custom Data Sources security domain.

Data Source Approval and Publishing Process

When the data administrator submits a draft version of an extended indexed data source for approval,
Workday sends a pending review action to the security administrator or approver Inbox. The security
administrator or approver reviews the security domains for the calculated fields in the extended indexed
data source. After approval, the data administrator can publish the data source.
Workday schedules an hourly background publishing process job that indexes the fields that you add to
the data source. For any calculated fields that you add, Workday creates a duplicate field with the same
name. You can use the duplicate calculated field in custom reports to ensure that your report still runs in
Optimized for Performance mode.
After indexing completes for all fields, Workday marks the data source as Published. You can click View
for a data source on the Maintain Custom Data Source to view the Status tab, which displays the details
on the background indexing job.
You can create a Custom Data Source Extension Approval Event business process for data source
approval and publishing steps.

Versioning Process
Workday supports versioning for an extended indexed data source. Only 1 version of an extended indexed
data source can be in Published status; Workday marks other versions as Historical.
The data administrator can edit the extended indexed data source to add new fields. Every new draft
version requires security review and approval.

Related Information
Reference
The Next Level: Factors Impacting Report Performance

Maintain Custom Data Source for the Worker Business Object

Prerequisites
• Create a Custom Data Source Approval Event business process and security policy in the System
functional area.
• Security: Manage: Custom Data Sources domain in the System functional area.

Context
Note: Workday recommends creating an extended indexed data source instead of a custom worker data
source. See Set Up Extended Indexed Data Sources on page 205. You can only access the Maintain
Custom Worker report if you've previously created a custom worker data source in your tenant.

Steps
1. Access the Maintain Custom Worker report.
2. Click Edit next to a draft data source.
3. On the General tab, select an Effective Date Field for Processing that Workday uses when indexing
fields.
Example: Use Termination Date as the effective date to index data records for terminated workers.
4. On the Filter tab, set up the data source filters.
As you complete the tab, consider:
Option Description
Condition Select a Boolean-type field associated with the
Primary Business Object for the custom data
source.
Domain Select 1 or more valid domains for the data
source.
Default Select to display the filter as the default for the
custom data source in a report definition. A
custom data source must always have only 1 data
source filter.
5. On the Fields tab, add a row in the Fields grid for each field you want to add to the data source.
As you complete the tab, consider:
Option Description
Source Field Select fields from the Source Business Object,
including calculated fields.
Category Select a new display category in which to place
the field you add.
Domain Select or override the domain to secure the
Source Field.
Inactive Select this check box to ensure that the Source
Field doesn't display in field prompts.

6. On the Security tab, select fields from the Securing Entity Fields prompt to set up contextual security
for the filters and fields.
Example: Add Supervisory Organization as the securing entity to ensure that a manager can access
data only for employees that they manage.

Result
Workday sends the data source approver an Inbox notification with the approval request. The approver
can review security and approve or deny the custom data source.

Next Steps
On the Maintain Custom Worker report, click Submit for Approval to submit the draft data source for
security approval.
Once approved, click Publish on the Maintain Custom Worker report. You can also:
• Click Create New Version to add more fields to a published data source.
• Click View next to a data source and navigate to the Data tab to view publishing history.

Quicklinks

Steps: Display a Quicklinks Worklet on a Dashboard

Context
Quicklinks enable you to link to external websites from Workday. You can use a Quicklinks worklet to
display collections of links, such as an internal help portal or benefits information.
You can display Quicklinks on:
• Announcements.
• Custom reports and worklets.
• Dashboards.
• Dashboard menus.

Steps
1. Access the Domain Security Policies for Functional Area report.
Select the System functional area. Ensure that the Quicklinks domain is enabled and that the correct
security groups have access to it.
See Edit Domain Security Policies.
2. Create or edit Quicklinks.
See Maintain Quicklinks on page 210.
3. (Optional) Access the Create Quicklink Group task.
Organize related Quicklinks into a Quicklink group.
Security: Set Up: System domain in the System functional area.
4. (Optional) If there isn't an existing dashboard you want to display the Quicklinks on, create a custom
dashboard.
See Create Custom Dashboards on page 186.
5. Create a Quicklinks Worklet on page 210.
6. Add the Quicklinks worklet to a dashboard.
See Configure Dashboard Content on page 187.

Maintain Quicklinks

Prerequisites
Security: Set Up: System domain in the System functional area.

Context
Quicklinks enable you to link to external websites from Workday. You can display Quicklinks in:
• Announcements.
• Custom reports and worklets.
• Dashboards.
• Dashboard menus.

Steps
1. Access the Maintain Quicklinks task.
2. Add a new row and enter a Name and URL.
3. (Optional) Set a Condition Rule so that the Quicklink only displays under certain conditions within a
dashboard.
Condition rules applied to Quicklinks don’t work in custom reports.
4. (Optional) Click View Details to navigate to a quicklink location and remove the link.
The View Quicklink Usage Details grid provides information on where the quicklink is used in your
tenant, including on the Edit Tenant Setup – System task. If you have security permissions to access
the location, you can click the link in the grid to navigate to the quicklink location.
We don't display the View Details button on a quicklink row when the quicklink isn't in use in your
tenant or doesn't have a relationship with other objects in your tenant. When you don't see the View
Details button on the row, you can delete the quicklink from the Maintain Quicklinks task.

Next Steps
Add the Quicklink to a:
• Custom report or worklet.
• Dashboard menu or announcement.
• Quicklink group.
Related Information
Tasks
Steps: Display a Quicklinks Worklet on a Dashboard on page 209

Create a Quicklinks Worklet

Prerequisites
• Set Condition Rules for Quicklinks.
• Create a dashboard or landing page to display the worklet on.
• Security: These domains in the System functional area:
• Custom Report Creation
• Manage: All Custom Reports
• Quicklinks

Context
You can create a Quicklinks worklet to display external website links on a dashboard.

Steps
1. Access the Create Custom Report task.
2. Select Advanced on the Report Type prompt.
3. Clear the Optimized for Performance check box.
4. Select Quicklinks on the Data Source prompt.
5. On the Columns tab, select Quicklink Item on the Field prompt.
6. (Optional) Set Up Sort Options for Custom Reports on page 33.
7. On the Filter on Instances grid on the Filter tab, select from these options:
• To display all the Quicklinks within a group, select Quicklink Group on the Field prompt. Select an
Operator value and select 1 or more groups on the Comparison Value prompt.
• To display a specific Quicklink, select Quicklink Item on the Field prompt. Select an Operator value
and select 1 or more Quicklinks on the Comparison Value prompt.
• To display only Quicklinks that a user has access to, select Valid for Worker on the Field prompt.
Select an Operator value and select the Comparison Value check box.
If you don’t set any filter conditions, the report displays all Quicklinks.
8. On the Output tab, select the Enable As Worklet check box in the Worklet Options section.
9. Select an appropriate Worklet Icon.
10.On the Available on prompt, select the dashboard where you want to display the worklet.
11.On the Share tab, select the appropriate sharing options.

Next Steps
Add the worklet you created to the dashboard you selected on the Available on prompt.
Related Information
Tasks
Steps: Display a Quicklinks Worklet on a Dashboard on page 209

Reports as a Service (RaaS)

Concept: Reports as a Service (RaaS)

Introduction to RaaS
You can enable advanced and search reports as web services. Workday Web Services enable access to
report results through URLs, which you can use in:
• Custom Workday Extend applications.
• Integrations between Workday and external business services. Example: Payroll or benefits providers.
• External reporting tools to access Workday data. Example: Microsoft Excel.
Output options for web services include:
• CSV
• GData
• JSON
• RSS
• Simple XML

• Workday XML
Before enabling a standard report as a web service, consider copying the standard report to a custom
report. To avoid any disruption to your integration processes if Workday updates a standard report, enable
the custom report as a web service instead.
GET RaaS requests fail if you enable a custom report as a web service and the username of the report
owner contains a backslash (\) character.

RaaS Namespaces
When you enable a custom report as a web service, Workday generates a unique RaaS namespace for
the report, using this format:
urn:com.workday.report/Report_Name
To minimize disruptions to integrations that use the report output, the RaaS namespace doesn’t change
when the report name or report owner changes.
You can edit the namespace for a custom report. However, consider:
• Workday doesn’t verify that a RaaS namespace is unique.
• If an integration uses the report as a web service, you must update it with the new namespace.

Web Service Output Types

Output Type Description

CSV You can use the CSV output option when you want
to import data into a spreadsheet as simply and
quickly as possible. You don't need to know XML or
schemas.
If you output data to a CSV file that uses UTF-8
encoding, append this query parameter to your web
service URL: &bom=true
This parameter ensures that other applications,
such as Microsoft Excel, can correctly interpret the
encoding and display the characters in the CSV file.
For advanced reports that have Group Column
Headings, the CSV output doesn’t retain the
column groupings or column group headings.
The columns in the CSV output might not match the
order of the columns in the report definition.

GData You can use GData output for integrations with

Google gadgets.
JSON You can use the JSON output option in system-to-
system integrations that require the JSON format.
RSS You can enable any advanced custom report as
an RSS web service, which users can subscribe to
as an RSS feed. Users can monitor updates in a
tenant through an RSS feed without logging in to
Workday.
Simple XML Simple XML simplifies Workday XML so that other
desktop applications can process it. Simple XML
changes:

Output Type Description

• Single instance fields to simple string-type
elements.
• Multi-instance fields to simple string-type
elements.
• Multi-instance fields within the primary business
object to simple string-type elements, with a
semicolon separating each value.
• Date fields that don’t contain times to dates only,
with no times or offset from GMT.
You can use simple XML for basic desktop
integrations with other reporting tools, such as
Microsoft Excel or Crystal Reports.
The Simple XML output option provides these
URLs:
• Simple XML: The simplified XML output from a
report.
• XSD: The schema definition associated with the
simplified XML.

Workday XML The Workday XML option outputs the literal XML
code from Workday. This option might be useful in
REST- or SOAP-based integrations. Workday XML
might be too complex for some integration needs.
Example: Quickly creating a refreshable report with
Microsoft Excel. In these cases, Simple XML might
be more appropriate.
The Workday XML output option provides 3 URLs:
• Workday XML: The pure XML output from a
report that might be useful for REST-based
integrations.
• XSD: The schema definition associated with the
Workday XML.
• WSDL: Web Services Definition Language,
often used with SOAP.

Related Information
Tasks
Create Workday Accounts Automatically
Edit Workday Accounts
Steps: Set Up Outbound EIB

Concept: Accessing RaaS Output

Reports as REST-Based Web Services

To access report output for a REST-based web service integration, select Web Services > View URLs
from the related actions menu of the report definition. You must enter values for required prompts before
you can access report output.
You can either:
• Download the output file.

• Right-click the output you want and select Copy URL.

Reports as SOAP-Based Web Services

To build a SOAP-based web service integration, you need access to the Web Services Definition
Language (WSDL) definition underlying the report. Using the WSDL, you can define integrations from
external applications that need to access Workday report data.
To access the WSDL definition, select Web Services > View URLs from the related actions menu of the
report definition. You must enter values for required prompts before you can access report output.
You can either:
• Click the WSDL link and copy the definition.
• Right-click WSDL and select Copy URL.
Some XML reporting tools support specifying a schema with a data source to help interpret and validate
the data. To access the schema associated with a report:
1. From the related actions menu of the report definition, select Web Service > View WSDL.
2. Select all the XML from the opening <xsd:schema> tag to the closing </xsd:schema> tag.
3. Copy the XML or save it to a file, as your reporting tool requires.

Report Output URL

The URL for report output follows this pattern:
https://<workday-
url>/<tenant>/<username>/<report_name>?<prompt_1>=<prompt_1_value>&<prompt_2>=<prompt_2_v

URL Parameter Description Example

<workday-url> The URL of your Workday tenant. www.myworkday.com
<tenant> The name of your Workday gms
tenant.
<username> The user running the report. lmcneil
<report_name> The name of the report with Organization_Headcount
spaces replaced by underscores.
<prompt_1> The Label for Prompt XML Alias Organization
value of the report prompt, which
<prompt_2> Include_Subordinate_Organizations
you can view on the Prompts tab
of the report definition.
<prompt_1_value> For report prompts that take a Prompts that take a single
single instance value, the URL instance value: Organization
<prompt_2_value>
parameters follow this pattern: %21WID=cb550da820584750aae8f807882fa
<prompt>%21WID=<WID> .
Prompts that take multiple
For report prompts that take instance values: Location
multiple instance values, the URL %21WID=d951e85593ad4daf88dc1bfabf069
parameters follow this pattern: f5799b99ca2246d9bcf405fbc0a96b1d
<prompt>%21WID=<WID_1>!<WID_2>
All other prompts:
.
Include_Subordinate_Organizations=1
Otherwise, the URL
parameters follow this pattern:
<prompt>=<prompt_value> .

<format> The format of the report output. json

URL Parameter Description Example

Valid values for format include:
• csv
• gdata
• json
• rss
• simplexml

Example: https://www.myworkday.com/gms/lmcneil/Organization_Headcount?
Organization
%21WID=cb550da820584750aae8f807882fa79a&Include_Subordinate_Organizations=1&format=json
Related Information
Tasks
Steps: Set Up Outbound EIB

Concept: Reports as RSS Feeds

You can view a report as an RSS feed using a feed reader that permits SSL/HTTPS or HTTP basic
authentication.
To copy the RSS URL for a standard report:
1. Click the RSS feed icon. A new page opens.
2. Copy the URL from the browser address bar. Workday might prompt you to sign in before the page
displays.
To copy the RSS URL for a custom report:
1. On the report definition, select Web Services > View URLs from the related actions menu and enter
any required prompt values.
2. Right-click the RSS link and select Copy URL.
If the feed reader prompts you to sign in, you can use your Workday username and password.

Workday Query Language (WQL)

Concept: Workday Query Language (WQL)

Workday Query Language (WQL) enables you to use SQL-like syntax to access Workday data using data
sources and fields instead of reports. WQL enables you to query Workday for data and explore:
• Data sources.
• Data source filters.
• Fields.

Enabling WQL
WQL requires you to register an API client for your tenant. Register it in your tenant using the Register API
Client for Integrations task. You don't have to register an API client when you're using WQL in a Workday
Extend app.
When you register the API client for WQL, select System from the Scope (Functional Areas) prompt.
When you manage the refresh token, select a Workday account that has access to execute reports. The
API calls use this account.

Security
To use WQL, you need access to the Workday Query Language domain in the System functional area.
You can only view and use data sources and fields that you have security access to within a WQL query.

WQL and RaaS Usage Metrics Report

You can use this report to monitor usage trends for API requests over time. The report displays WQL and
Reports as a Service (RaaS) executions for outbound integrations. It returns counts for a rolling 90 days by
dimensions, such as time and source of request.
Note: You can only view report results in your Production tenant.
Related Information
Tasks
Register API Clients for Integrations
Reference
2022R2 What's New Post: Workday Query Language (WQL)
2022R1 What's New Post: Workday Query Language (WQL)
2021R2 What's New Post: Workday Query Language (WQL)
Reference: WQL REST API on page 219

Convert Reports to WQL Queries

Prerequisites
Security: Workday Query Language domain in the System functional area.

Context
You can convert advanced and matrix reports to Workday Query Language (WQL) and use the resulting
WQL query in integrations to extract data from Workday.

Steps
1. Access the Convert Report to WQL report.
2. Select a report to convert.
You can only select reports you have access to.
3. Complete any prompts that the report contains, as required.

Result
Workday displays the WQL query and indicates whether the query is valid. Some report definitions might
have configurations that prevent the report from creating a valid WQL query.
When advanced or matrix reports contain values in the Column Heading Override column, Workday
includes the value as an alias in the converted WQL query. When a report contains fields from related
business objects, Workday uses the value in the Group Column Heading column as the alias in the
converted WQL query.
Workday displays a table listing any components of the report that you can't convert to WQL.

Next Steps
Insert the WQL query into the query parameter of the WQL GET /data API call.
When your query exceeds 2,048 characters, insert the query into the request body of the POST /data API
call.

Related Information
Reference
Reference: WQL REST API on page 219

View WQL Query Results

Prerequisites
Security: Workday Query Language and WQL for Workday Extend domains in the System functional area.

Context
You can test Workday Query Language (WQL) queries in your tenant as an alternative to testing them in
third-party applications. Workday returns up to 500 rows of results, providing you with a response you can
use to continue developing your query.

Steps
1. Access the View WQL Query Result report.
2. Enter a WQL query for which you want to view sample results.
Workday truncates the results to 500 rows when you enter a query:
• Without a limit.
• With a limit greater than 500.
3. (Optional) To save the query for later use, enter a name for it and click Save.
You can access the Manage My Saved Filters report later to retrieve the saved query.

Example
When you enter this query:

SELECT location, count()

FROM allWorkers
GROUP BY location
ORDER BY count ()
LIMIT 4

Workday returns this table of results:

Location Count
Main Campus 419
Pleasanton 1042
San Francisco 1103
London 1172

To sort the results in descending order, specify:

ORDER BY count () desc

Related Information
Reference
Reference: Reporting Limits
Reference: WQL Result Limits on page 223

Concept: Related Business Objects in WQL

You can access fields from a related business object (RBO) in the SELECT clause using curly bracket {}
notation.
You can also filter query results by RBO fields using the WHERE ON clause. In WHERE ON clauses, omit the
curly bracket {} notation for the RBO fields.

Syntax

SELECT field1{relatedBusinessObjectField1, relatedBusinessObjectField2}

FROM dataSource

Example: SELECT dependents{age} FROM allWorkers

You can reference a single field or multiple, comma-separated fields from an RBO field.
You can also assign a custom alias to an RBO field. Example: dependents{age} as DependentsAge

Examples
Return the worker and multiple fields from the Dependents RBO in 1 group:

SELECT worker, dependents{legalName_FirstName, legalName_LastName, age}

FROM allWorkers

Return the worker and multiple fields from the Dependents RBO as separate groups:

SELECT worker, dependents{legalName_FirstName} as FirstName,

dependents{legalName_LastName} as LastName, dependents{age} as Age
FROM allWorkers

When you call multiple fields separately from the same lookup field, use a unique field alias.

Limitations
When the lookup field for the RBO is multi-instance, Workday only supports up to 500 values for the RBO
field. Example: You specify a worker as a primary business object and worker dependents as the RBO.
When the query returns more than 500 dependents for a worker, WQL displays an error.
You can’t access fields from RBOs:
• In queries that use a GROUP BY clause.
• Outside of the SELECT and WHERE ON clauses.
When you use a third-party API client, you might need to encode the query first. Some third-party clients
don't process curly bracket {} notation.
Example query before encoding:

SELECT worker, dependents{legalName_FirstName} as FirstName FROM allWorkers

Example query after encoding:

SELECT%20worker%2C%20dependents%7BlegalName_FirstName%7D%20as%20FirstName
%20FROM%20allWorkers

Related Information
Concepts
Concept: Business Objects, Data Sources, and Fields on page 13

Reference
2022R2 What's New Post: Workday Query Language (WQL)

Concept: Pagination of WQL Query Results

When you first execute a query, the Workday Query Language (WQL) in the query parameter runs and
builds a cache that returns a maximum of 10,000 rows. You can access additional rows by paginating
through the result set using the limit and offset parameters in the REST API call for your WQL query.
Note: WQL caches page limitation requests for only the length of a user session.
To view any remaining results, use these parameters:

Parameter Description
limit Specifies the number of rows in 1 page of results.
Values must be between zero and 10,000.
offset Specifies the starting row for the result set. Used by
the limit parameter.
In the initial request for the first page of results, omit
the offset parameter or set it to zero.

Note: Workday reserves the keyword LIMIT for both a clause and a pagination parameter. The LIMIT
keyword isn't case-sensitive.
• Use the LIMIT clause to limit the number of total rows returned in a query response.
• Use the limit parameter to specify how many rows to display per page of query response.

Examples
To return 1,000 rows starting with the first row of the result set:

https://{hostname}/ccx/api/wql/v1/{tenant}/data?
limit=1000&offset=0&query=select worker, location from allWorkers

To return the next 1,000 rows, increase the offset to 1,000:

https://{hostname}/ccx/api/wql/v1/{tenant}/data?
limit=1000&offset=1000&query=select worker, location from allWorkers

Related Information
Reference
Reference: WQL Result Limits on page 223

Reference: WQL REST API

Use the WQL REST API to return:
• A list of data sources and data source filters.
• Details about a specific data source.
• Fields in a data source.
You can use the information from the response to construct a WQL request in:
• The query parameter of the GET /data endpoint.
• The request body of the POST /data endpoint.
Base URL: https://{hostname}/api/wql/{version}/{tenant}
Base URL for Workday Extend: https://api.workday.com/wql/{version}

GET /data
Returns the data from a WQL query. Use this request for queries with less than 2,048 characters. You can
only view data you have security access to. You execute WQL using the query parameter.
Example: {baseURL}/data?query={myquery}
Example JSON response:

{
"total": 152,
"data": [
{
"location": {
"descriptor": "Academic Location WATS 1",
"id": "5403216f5ef810381796f3bb216504f5"
},
"max(yearsOfService)": "20"
},
...
]
}

Workday clears cached WQL query results after 15 minutes. To clear the cache manually, you can add
offset=0 to your query. Example:

{baseURL}/data?offset=0&query=SELECT firstName, location FROM allWorkers

POST /data
Returns the data from a WQL query. Use this request for queries between 2,048 and 16,000 characters.
You can only view data you have security access to. You execute WQL using the query parameter. Place
the query parameter and query in the request body of the API call.
Example: {baseURL}/data/
Example request body:

{
"query" : "SELECT firstName, location FROM allWorkers"
}

Example JSON response:

{
"total": 152,
"data": [
{
"location": {
"descriptor": "Academic Location WATS 1",
"id": "5403216f5ef810381796f3bb216504f5"
},
"max(yearsOfService)": "20"
},
...
]
}

GET /dataSources
Returns a collection of data sources for use in a WQL query.

Example: {baseURL}/dataSources
Example JSON response:

{
"total": 1722,
"data": [
{
"id": "6d34556ff015100012a60a4bb1ce0b92",
"descriptor": "Student Applications",
"alias": "studentApplications",
"description": "Accesses the Student Application object and
returns one row for each application. Includes data source filters with
built-in prompts. You can use this data source to list student applications
and related data."
},
...
]
}

GET /dataSources/{ID}
Returns a data source for the specified ID for use in a WQL query.
Example: {baseURL}/dataSources/1edd77f5e9754d71872102b5a5f2cd8
Example JSON response:

{
id*: string, // wid / id / reference id
descriptor: string, // A description of the instance
alias: string, // data source alias for WQL query
description: string,
filterIsRequired: boolean
}

GET /dataSources/{ID}/fields
Returns the fields of a specific data source for use in a WQL query.
Example: {baseURL}/datasources/1edd77f5e9754d71872102b5a5f2cd8e/fields
Example JSON response:

{
"total": 190,
"data": [
{
"id": "a2b4bca236de10001b3ee3180c190038",
"descriptor": "Academic Period",
"type": "Single instance",
"alias": "academicPeriod"
},
...
]
}

GET /dataSources/{ID}/dataSourceFilters
Returns the data source filters for a specific data source for use in a WQL query.

Example: {baseURL}/dataSources/6d34556ff015100012a60a4bb1ce0b92/
dataSourceFilters
Example JSON response:

{
"total": 6,
"data": [
{
"id": "432abca0a751100008144ff171b8000a",
"descriptor": "Student Applications for Admissions Cohort
Finalize Decisions",
"alias":
"studentApplicationsForAdmissionsCohortFinalizeDecisions",
"optionalParameters": [
{
"type": "Single Instance",
"description": "The Application Grouping for this
Student Application.",
"alias": "applicationGrouping"
}
],
"description": "Return Applications that are valid for
Publication with this Cohort\n- has an Admissions Decision\n- Decisions
Published Status is Confidential - For Internal Use Only\n- No Inactive
Status"
},
...
]
}

Related Information
Concepts
Concept: Workday Query Language (WQL) on page 215
Tasks
Register API Clients for Integrations

Reference: WQL Aliases

When you create Workday Query Language (WQL) queries, you use aliases to refer to:
• Data sources.
• Data source filters.
• Fields and calculated fields.
• Parameters (built-in prompts).
All Workday-delivered objects have a corresponding WQL alias. Workday creates aliases for calculated
fields, whether Workday-delivered or not. You can edit aliases for calculated fields.

Retrieving Aliases by REST API Calls

You can return WQL aliases by calling the appropriate REST API endpoint.
Base URL: https://{hostname}/api/wql/{version}/{tenant}
Base URL for Workday Extend: https://api.workday.com/wql/{version}

Alias REST API Endpoint

All data sources. GET {baseURL}/dataSources
Single data source. GET {baseURL}/dataSources/{WorkdayID}

Alias REST API Endpoint

All data source filters and associated prompts. GET {baseURL}/dataSources/{WorkdayID}/
dataSourceFilters
Single data source filter and associated prompts. GET {baseURL}/dataSources/{WorkdayID}/
dataSourceFilters/{WorkdayID}
Fields and calculated fields. GET {baseURL}/dataSources/{WorkdayID}/
fields

Retrieving Aliases in Workday

To retrieve aliases, you can:
• Create a custom report on the Data Sources or Fields report data source using the WQL Alias report
field. The report returns the WQL alias only for data sources that Workday has enabled for reporting.
• View WQL aliases for fields, calculated fields, or data sources from the related actions menu.

Reference: WQL Result Limits

WQL queries return a maximum of 1 million rows. Workday processes queries for up to 30 minutes, after
which they time out. Refer to this table for query and LIMIT clause behavior.

Rows Returned By Query LIMIT Clause in WQL Query Query Behavior

>1 million None Query fails.
>1 million <=1 million Query succeeds and returns a
maximum of 1 million rows. You
can view 10,000 rows at a time.
<=1 million None or <=1 million Query succeeds and returns all
rows. You can view 10,000 rows
at a time.

Reference: WQL and RaaS Comparisons

Use the tables to compare how Workday Query Language (WQL) and Reports as a Service (RaaS)
support the various ways you can extract data from Workday.

Feature Support Summary

Feature Supported by WQL Supported by RaaS

Access fields from a Global No Yes
business object.

Feature Supported by WQL Supported by RaaS

Use the percentile function as an No Yes
aggregation operator in SELECT
clauses.
Use the GROUP BY clause to Yes No
aggregate results.
Paginate results. Yes No

Use Cases

Use Case WQL Support RaaS Support

Group your extract by 1 or more Supported. Not Supported.
dimensions.
You can use the GROUP BY
clause to aggregate results by
various dimensions.

Download the results in partitions Supported. Not Supported.

instead of 1 large response.
You can paginate results 10,000
rows at a time using the LIMIT
and OFFSET parameters.

Extract data using web services. Supported with RESTful web Supported with RESTful and
services. SOAP web services.
Dynamically change the query Supported. Supported.
extract without signing in to
Because WQL requests are You can dynamically update
Workday.
string values, you can change the parameters in the URL.
request outside of Workday.

Persist the definition of an extract You can save a WQL query Supported.
to enable collaboration. outside of Workday.
RaaS is a Report as a Service
and, as such, can persist report
definitions in Workday.

Audit the extraction to identify Not Supported. Supported.

changes and revert them as
Because RaaS persists report
necessary.
definitions, you can track changes
through the Workday audit
framework.

Extract data from multiple Supported. Not Supported.

environments without having to
You can change the request URL To extract report from another
create or migrate reports across
for WQL as needed to point to tenant, you must migrate the
tenants.
any customer tenant. report to that tenant.

Extract small to moderately sized Supported. Supported.

result sets.
Up to 1 million rows. Up to 1 million rows.

Extract data within time limits. WQL queries time out at 30 RaaS processing times out at 6
seconds. hours.

Use Case WQL Support RaaS Support

Extract results in multiple formats. You can extract results in JSON. Supported. You can extract
results in these formats:
• CSV.
• GData.
• JSON.
• RSS.
• Simple XML.
• Workday XML.

Extract only the appropriate data Supported. Supported.

for the issuing user. WQL honors object and data- RaaS honors object and data-
level security based on the level security based on the
issuing user. issuing user.

Create outbound integrations Supported. You must have some knowledge

with only limited knowledge of of Workday reporting.
You don't have to understand the
Workday custom reports.
Workday Report Writer to use
WQL. WQL is similar to standard
database languages.

Start an integration from a Supported. Supported.

Workday standard report.
You can use the Convert Report You can copy and customize
to WQL report to convert standard and advanced reports
Workday advanced and matrix for outbound integrations.
reports to WQL.

Programmatically explore any of Supported. Not Supported.

these items:
WQL provides APIs for data You must create a report
• Data sources. sources, data source filters, and definition in Workday and
• Fields of data sources. fields. complete the prompts for data
• Data source filters. sources, filters, and fields.
To query any data sources, filters,
and fields in WQL, you must have
access to them in Workday.

WQL Reference
PARAMETERS
You can add a PARAMETERS clause at the beginning of a Workday Query Language (WQL) query to
specify built-in prompt values for:
• Data sources.
• Data source filters.
• Report fields.
Specify values for report fields in the PARAMETERS clause. You can specify values for data sources and
data source filters in the PARAMETERS or FROM clause, but not both.

Syntax

PARAMETERS parameter1 = value1,...parameterN

Arguments

Argument Description

parameter1, parameter2, ...parameterN The alias for a parameter.

value1, value2, ...valueN The value of the parameter that you want to query.

Comparison Operators

Operator Field Data Type Compatibility Description

= Boolean Equal.
Date
Numeric
Text

Examples
To specify the reportingDate parameter for the contractRates field and the company parameter for a
data source in the PARAMETERS clause:

PARAMETERS reportingDate = "2018-01-01", company =

cb550da820584750aae8f807882fa79a
SELECT contractRateSheet, contractRates
FROM contractRateSheetsForCompany

To specify the reportingDate parameter for the contractRates field in the PARAMETERS clause and
the company parameter for a data source in the FROM clause:

PARAMETERS reportingDate = "2018-01-01"

SELECT contractRateSheet, contractRates
FROM contractRateSheetsForCompany(company =
cb550da820584750aae8f807882fa79a)

To specify the parameters for a data source filter in the PARAMETERS clause:

PARAMETERS projectsAndProjectHierarchies =
(0c0bbf2e124810a26765415bb08406c5), includeSubordinateProjectHierarchies =
true
SELECT projectObject
FROM projects (dataSourceFilter =
projectsByProjectsProjectHierarchiesFilter)

Limitations
• You can only specify the same parameter once in the query. PARAMETERS field_1=val1,
field1=val2 is invalid.
• You must specify the dataSourceFilter in the FROM clause.
Related Information
Reference
FROM on page 228

SELECT
Returns field values from Workday data sources. Workday Query Language (WQL) requires this clause in
all queries.
You can only access fields that:
• Workday has authorized for use with the Workday Report Writer or default areas.
• The current processing Workday account has permission to access.

Syntax

SELECT field1 AS myAlias, function(field2),

field1{relatedBusinessObjectField1}, ...fieldN
FROM dataSourceAlias

Arguments

Argument Description
field1, field2, ...fieldN The WQL alias for the field you want to access.
If 2 or more fields have the same alias, WQL
returns the first field defined in Workday.

myAlias (Optional) Rename the column header in the

response.
Example: SELECT max(yearsOfService) as
Seniority
You can’t use a WQL keyword as a custom alias.
WQL doesn’t support escape character syntax.
WQL supports some special characters and spaces
in single or double quotes. Examples:
• ~
• @
• $
• *
• -
• _
• /
• ?
• :
• ;

function (Optional) You can use these aggregation functions

with fields:
• AVG(field)
• COUNT()
• COUNT(DISTINCT field)
• MAX(field)
• MIN(field)
• SUM(field)

Argument Description
COUNT() doesn't take any arguments.

relatedBusinessObjectfield1 The field of the related business object for which

you want to filter results.

Aggregation Functions

Aggregation Function Description

AVG(field) Returns the average value of a numeric field.
COUNT() Returns the number of instances matching the
query criteria.
COUNT (DISTINCT field) Returns the unique number of instances matching
the query criteria. Use only on text and single
instance fields.
MIN(field) Returns the minimum value of a field.
MAX(field) Returns the maximum value of a field.
SUM(field) Returns the total sum of a numeric field.

Example
To return worker information from a data source:

SELECT worker, fullName, location FROM allWorkers

Limitations
WQL doesn't support SELECT *.

FROM
Specifies the data source and data source filter the SELECT clause retrieves data from. Workday requires
this clause in any Workday Query Language (WQL) query.
You can only access fields that:
• Workday has authorized for use with the Workday Report Writer or default areas.
• The current processing Workday account has permission to access.

Syntax
To query data from a data source:

FROM dataSourceAlias

To query data from a data source with a data source filter:

FROM dataSourceAlias(dataSourceFilter=filterAlias, filterPrompt1=value1,

filterPrompt2=value2)

To query data from a data source using entry and effective date filters:

FROM dataSourceAlias(effectiveAsOfDate=date, entryMoment=dateTime)

Arguments

Argument Description

dataSourceAlias The alias for the data source you want to access.

dataSourceFilterAlias (Optional) The alias for the data source filter you
want to use.

effectiveAsOfDate (Optional) Run the query as of an effective date or

entry date. Only supported for Standard Workday-
effectiveAsOfMoment
delivered data sources.
entryDate
If you don't specify an effective or entry moment,
entryMoment the query returns results as of the current date and
time.
WQL supports these formats:
• Effective Date:
effectiveAsOfDate="2018-01-01"
• Effective Date and Time:
effectiveAsOfMoment="2018-01-01
11:45:08"
• Entry Date: entryDate="2019-01-01"
• Entry Date and Time:
entryMoment="2019-01-01 12:30:25Z"
WQL supports dates and datetimes in Coordinated
Universal Time (UTC) or Pacific Standard Time
(PST).
WQL returns an error if you specify an
effectiveAsOfMoment or an entryMoment
when the data source doesn't support these values.

value1, value2, ...valueN Values for the built-in data source prompts.

instance1, instance2, ...instanceN The Workday ID of the field value you want to
match.
When you run a query, Workday validates the
format of the Workday ID and fails the query when
the format is invalid.

inst_refId The reference ID type of a field in the conditional

expression.

referenceID The reference ID of the field value you want to

match.
Example: (inst_refId = referenceID)

Examples
Return worker name from the All Workers data source:

SELECT fullName FROM allWorkers

Return a student name, academic unit, and level from the Student Applications data source and by
specifying a data source filter:

SELECT firstName, academicUnit, academicLevel

FROM studentApplications (dataSourceFilter =
studentApplicationsByAcademicUnitAndAcademicLevel, academicUnit = {Workday
ID}, academicLevel = {Workday ID})

Return worker name in ascending order from the All Workers data source, using the effective moment and
entry moment of the data values.

SELECT worker
FROM allWorkers (effectiveAsOfDate="2018-01-01", entryMoment="2019-01-01
12:30:00")
ORDER BY worker ASC

WHERE
Specifies one or more conditional expressions that filter the results of the query. Workday evaluates
expressions in parentheses first in conditional expressions. Use the AND and OR logical operators to
separate conditional expressions in Workday Query Language (WQL).

Syntax

WHERE
field1 = value1
AND field2 IN (instance1, instance2)
OR field3 IN (inst_refId = referenceID)

Arguments

Argument Description

field1, field2, ...fieldN The alias for a field in the conditional expression.

value1, value2, ...valueN The value of the field you want to match.

inst_refId The reference ID type of a field in the conditional

expression.

referenceID The reference ID of the field value you want to

match.
You can filter by the reference ID with or without
double quotes.
Examples
• (inst_refId = "referenceID")
• (inst_refId = referenceID)

Comparison Operators
WQL supports dates and datetimes in Coordinated Universal Time (UTC) or Pacific Standard Time (PST).

Operator Field Data Type Compatibility Description

= Boolean Equal.
Date
Numeric
Text

> Date Greater than.

Numeric

>= Date Greater than or equal to.

Numeric

< Date Less than.

Numeric

<= Date Less than or equal to.

Numeric

!= Boolean Not equal.

Date
Numeric
Text

contains Text The comparison value is a subset

of the field value.
Case insensitive.
Example: Cat contains AT.

not contains Text The comparison value isn't a

subset of the field value.
Case insensitive.
Example: Cat doesn’t contain
dog.

endswith Text The comparison value is a subset

of field value. The last character
of the field value matches the
last character of the comparison
value.
Case insensitive.
Example: Cat ends with AT.

Operator Field Data Type Compatibility Description

in Instance The field matches 1 or more

possible values for a condition.
Text

is empty Boolean The field has no value.

Date
Instance
Numeric
Text

is not empty Boolean The field has a value.

Date
Instance
Numeric
Text

not in Instance The field doesn't match any

possible values for a condition.
Text

startswith Text The comparison value is a

subset of the field value. The
first character of the field value
matches the first character of the
comparison value.
Case insensitive.
Example: Cat starts with CA.

Date and Time Formats

Date and Time Format

Date YYYY-MM-DD
Time (24-hour clock) HH:MM:SS
Datetime with time zone PST: YYYY-MM-DD HH:MM:SS
UTC: YYYY-MM-DD HH:MM:SSZ

Examples
Return worker and location fields from the allWorkers data source where the location is San Francisco
and the Workday ID is a specific worker:

SELECT worker, location

FROM allWorkers
WHERE location in (Location_ID = San_Francisco_site) AND worker in
(3895af7993ff4c509cbea2e1817172e0)

Return billable transactions that were approved between 7:15 AM on August 1, 2020 and 7:45 AM on
August 30, 2020, using Coordinated Universal Time (UTC) by adding Z to the datetime values:

SELECT billableProject, projectCompany, approvalDate

FROM billableProjectTransactions
WHERE (approvalDate >= '2020-08-01 07:15:00Z' AND approvalDate <=
'2020-08-30 07:45:00Z')

Limitations
WHERE ON clauses must go before WHERE clauses.

WHERE ON
Specifies the fields to filter from related business objects (RBOs) in the SELECT clause. Workday
evaluates expressions in parentheses first in conditional expressions. Use the AND and OR logical
operators to separate conditional expressions in Workday Query Language (WQL).

Syntax

WHERE ON
relatedBusinessObject1 relatedBusinessObjectField1 = value1
AND relatedBusinessObjectField2 IN (instance1, instance2)
OR relatedBusinessObjectField3 IN (inst_refId = referenceID)
WHERE ON
relatedBusinessObject2 relatedBusinessObjectField1 = value1

Omit the braces { } notation for RBO fields.

Arguments

Argument Description

relatedBusinessObject1 The RBO of the fields for which you want to filter
results.

relatedBusinessObjectfield1, The fields of the related business objects for which

you want to filter results.
relatedBusinessObjectfield2, ...relatedBusinessObjectfieldN

value1, value2, ...valueN The values of the fields you want to match.

instance1, instance2, ...instanceN The Workday IDs of the field values you want to
match.
Workday fails queries with invalid ID formats.

inst_refId The reference ID type of a field in the conditional

expression.

referenceID The reference ID of the field value you want to

match.
You can filter by the reference ID with or without
double quotes.
Examples:
• (inst_refId = "referenceID")

Argument Description
• (inst_refId = referenceID)

Comparison Operators
WQL supports dates and datetimes in Coordinated Universal Time (UTC) or Pacific Standard Time (PST).

Operator Field Data Type Compatibility Description

= Boolean Equal.
Date
Numeric
Text

> Date Greater than.

Numeric

>= Date Greater than or equal to.

Numeric

< Date Less than.

Numeric

<= Date Less than or equal to.

Numeric

!= Boolean Not equal.

Date
Numeric
Text

contains Text The comparison value is a subset

of the field value.
Case insensitive.
Example: Cat contains AT.

not contains Text The comparison value isn't a

subset of the field value.
Case insensitive.
Example: Cat doesn’t contain
dog.

endswith Text The comparison value is a subset

of field value. The last character
of the field value matches the
last character of the comparison
value.

Operator Field Data Type Compatibility Description

Case insensitive.
Example: Cat ends with AT.

in Instance The field matches 1 or more

possible values for a condition.
Text

is empty Boolean The field has no value.

Date
Instance
Numeric
Text

is not empty Boolean The field has a value.

Date
Instance
Numeric
Text

not in Instance The field doesn't match any

possible values for a condition.
Text

startswith Text The comparison value is a

subset of the field value. The
first character of the field value
matches the first character of the
comparison value.
Case insensitive.
Example: Cat starts with CA.

Date and Time Formats

Date and Time Format

Date YYYY-MM-DD
Time (24-hour clock) HH:MM:SS
Datetime with time zone PST: YYYY-MM-DD HH:MM:SS
UTC: YYYY-MM-DD HH:MM:SSZ

Examples
Return results from the allWorkers data source and location RBO by workers who:
• Are over 50.

• Work more than 23 hours.

SELECT worker, location{addresses}, age FROM allWorkers

WHERE ON location addresses is NOT EMPTY
WHERE defaultWeeklyHours > 23 AND age > 50

Return results from the allWorkers data source and location and dependents RBOs by workers whose:
• Pay is a currency specified by a Workday ID.
• Dependents' last names start with the letter N.
• Age is over 50.
• Location is in 2 specific cities.

SELECT worker, location{addresses}, dependents{legalName_LastName}, age FROM

allWorkers
WHERE ON location addresses is NOT EMPTY AND currency in
(9e996ffdd3e14da0ba7275d5400bafd4)
WHERE ON dependents legalName_LastName startswith "N"
WHERE age > 50 OR location in (043e71ed793b1054de6213435945000c,
d13a7c46a06443c4a33c09afbdf72c73)

Limitations
WHERE ON clauses must go before WHERE clauses.
Related Information
Concepts
Concept: Related Business Objects in WQL on page 218
Reference
SELECT on page 227
2022R2 What's New Post: Workday Query Language (WQL)

ORDER BY
Sorts the results in ascending or descending order, based on 1 or more fields. WQL sorts data
alphabetically, not logically.

Syntax

ORDER BY
field1 ASC, field2 DESC

Arguments

Argument Description
field1, field2, ...fieldN The aliases for the fields by which you want to sort
your results.
ASC Sort results in ascending or descending
alphabetical order.
DESC

GROUP BY
Combines rows that have the same values into summary rows. Example: Group number of workers by
location.

Syntax

GROUP BY
field1, field2, ...fieldN

Arguments

Argument Description

field1, field2, ...fieldN The aliases for the fields by which you want to
group results.

Example
Return the location and the maximum years of service for a worker at that location from the allWorkers
data source:

SELECT location, max(yearsOfService)

FROM allWorkers
GROUP BY location

Limitations
You can't group by:
• Aggregated fields. Examples: SUM(field1), AVG(field1).
• Currency fields.
• Multi-instance fields.

HAVING
Filters a group or an aggregate by a search condition. You can only use HAVING with the GROUP BY
clause.
You can only access fields that:
• Workday has authorized for use with the Workday Report Writer or default areas.
• The current processing Workday account has permission to access.

Syntax

HAVING condition

Aggregation Functions
You can use these aggregation functions in a search condition:

Aggregation Function Description

MIN(field) Returns the minimum value of a field.
MAX(field) Returns the maximum value of a field.
SUM(field) Returns the total sum of a numeric field.

Example
Return the count of workers by location where the number of workers is greater than 100:

SELECT location, count() as Count_Workers

FROM allWorkers
GROUP BY location HAVING count() > 100

LIMIT
Returns records up to the maximum number that you specify.

Syntax

LIMIT integer

Arguments

Argument Description
integer The maximum number of records to return.

Example
Returns the full names for the first 10 records in the allWorkers data source:

SELECT fullName
FROM allWorkers
ORDER BY fullName ASC
LIMIT 10

Limitations
• LIMIT value must be greater than zero and less than 1 million.
• Because the LIMIT clause first retrieves the entire set of results before returning the number of records
you specify, using this clause doesn’t improve the performance of your query.

Business Form Layouts

Create Business Form Layouts with Report Designer in Workday Studio

Steps: Create a Business Form Layout

Prerequisites
Before you can prepare custom reports for use with a business form layout, you must complete these
prerequisites:

• Select .rptdesign as an enabled file type for uploading to Workday in Edit Tenant Setup - System. To
translate the static text in your report designs, you must also enable the .properties file type.
• Download and install Workday Studio, including Report Designer.
• Familiarize yourself with the Workday Studio documentation and tutorials for Report Designer.
In addition, for each report definition that you create, ensure that you're either the report owner or that the
report owner has shared the report definition with you. Also, ensure that the security for the report fields
permits all anticipated users to access the report. Otherwise, the report might display incomplete data for
some users.

Context
Creating a business form layout requires you to use both Workday and Report Designer. Perform step 1 in
Workday, and all subsequent steps in Report Designer. The steps for creating and using a business form
layout are as follows:

Steps
1. Prepare a Custom Report to Be Used with a Business Form Layout on page 239.
Prepare a custom report in Workday to use with a business form layout in Report Designer.
2. Create a business form layout for a custom report using Report Designer in Workday Studio.
See Steps: Create Business Form Layouts with Report Designer on page 248.
3. Upload a Business Form Layout and Attach It to a Custom Report on page 241.
Associate a report design (.rptdesign) file created with Report Designer in Workday Studio with a
custom report in Workday.
4. Run and Print a Custom Report that Uses a Business Form Layout on page 243.
Print a custom report using a business form layout associated with it in Workday.

Next Steps
Sign into Workday Studio and create the business form layout for the report.
Related Information
Concepts
Concept: Creating Business Form Layouts on page 244
Tasks
Create a Business Form Layout in Workday Studio on page 240
Run and Print a Custom Report that Uses a Business Form Layout on page 243
Upload a Business Form Layout and Attach It to a Custom Report on page 241
Reference
Reference: Edit Tenant Setup - System

Prepare a Custom Report to Be Used with a Business Form Layout

Prerequisites
Before you can prepare custom reports for use with a business form layout, ensure the following
prerequisites have been met:
• Select .rptdesign as an allowed file type for uploading to Workday in Edit Tenant Setup - System.
• Download and install Workday Studio, including Report Designer.
• Familiarize yourself with the Workday Studio documentation and tutorials for Report Designer.
In addition, for each report definition that you create, ensure that you are either the report owner or that the
report owner has shared the report definition with you.

Context
The following steps take place in Workday (as opposed to Workday Studio). After completing the steps
below for preparing a custom report for use with a business form layout, you can then use Workday Studio
to create a report design file (which defines the layout) for the report.

Steps
1. Sign in to Workday.
2. Identify or create the custom report for which you want to create a business form layout. The custom
report must be of the Advanced report type.
3. On the Advanced tab of the report definition, select the Enable As Web Service option.
4. Optionally, follow the steps below to save the report data (XML) and XML schema (XSD) for later use
in Workday Studio. You can browse for and use web-enabled reports that are stored in either your
Sandbox or Production tenant directly within Report Designer. So this step is necessary only if you want
to work with your report design offline in Workday studio (that is, when you are not connected, or do not
have the ability to connect to, your Workday tenant). To export the report data and schema, follow the
steps below.
a) As a related action on the report, select Web Service > View URLs.
b) Select Workday XML > REST > Workday XML. When the XML source code appears, save it as an
XML file to your local drive.
c) Select Workday XML > XSD > XSD. When the XSD source code appears, save it as an XSD file
to your local drive. (Note: Use your browser's Save Page As feature to accomplish this step. Do not
copy and paste the text from the browser. Copying and pasting is error prone, especially in cases
where characters from non-western fonts are used.)
After completing this step, you'll have 2 files (an XML file and an XSD file) on your local drive that you'll
use as a basis for creating a business form layout in Workday Studio.
Note: The Workday XML saved in step 4 contains whatever data is returned by the report definition.
Therefore, you should consider security and privacy policies when deciding where to store the XML file
and who should have access to it.

Next Steps
Sign into Workday Studio and create the business form layout the report. For more information, see Create
a Business Form Layout in Workday Studio on page 240.
Related Information
Tasks
Steps: Create Advanced Reports on page 106
Reference
Reference: Edit Tenant Setup - System

Create a Business Form Layout in Workday Studio

Prerequisites
Prepare a Workday custom report for use with a business form layout.

Context
These steps take place in Workday Studio, not Workday. After completing the steps below for creating a
business form layout, you can then deploy the report design directly from Workday Studio. You can also go
back into Workday and attach the business form layout to a custom report.

Steps
1. Sign in to Workday Studio.
2. Navigate to Report Designer.
3. When selecting your Workday Report Data Source, get the report description and report data by
connecting directly to your Workday tenant. You can also follow the documentation in Workday Studio
to import the report data (XML) and XML schema (XSD) you previously saved from Workday to create
your business form layout.
4. Either deploy the report design directly from within Workday Studio, or save the business form layout as
an .rptdesign file type on your local drive.

Result
After completing this step, you've either deployed the report design directly from Workday Studio or had an
.rptdesign file type on your local drive. If you opted to save the .rptdesign file to your local drive, you must
attach this file to a custom report in Workday.

Next Steps
If you don’t deploy your report design directly from Workday Studio, sign into Workday to upload your
business form layout and attach it to a custom report.

Upload a Business Form Layout and Attach It to a Custom Report

Prerequisites
Before uploading a business form layout and attaching it to a custom report, you must first create a
business form layout in Workday Studio using Report Designer.

Context
If you have associated a report design (an .rptdesign file) with a Workday custom report directly in
Workday Studio, then your business form layout is already attached to your custom report, and the use of
the process described in this topic isn't necessary.
These steps take place in Workday (as opposed to Workday Studio). After completing the steps below for
uploading and attaching a business form layout to a custom report, you can then run the report and use the
custom layout.
You can attach multiple custom layouts to a single report definition. However, a single custom layout can
be associated with only 1 custom report.

Steps
1. Sign in to Workday.
2. As a related action on the report to which you want to add a business form layout, select Layouts >
Manage Layouts.
3. From the Manage Layouts grid, click + (the plus icon) to add a new row for a new business form
layout.
4. Click the prompt button on the right side of the new row.
5. From the prompt, select Create > Create Business Form Layout and click OK to attach a new
business form layout.
This step opens the Create Business Forms Layout task. (You also can access the Create Business
Form Layout task directly from the Workday search bar or from the Workday menu.)
From the prompt, you also can select Active Custom Business Forms using Report Design to
select from a list of existing business form layouts that have previously been attached to this report.
Another option is to select Active Custom Business Forms using Stylesheet. You would only use
this option if you needed to attach an XSL stylesheet to define the business form layout, rather than

using a business form layout created in Report Designer. In general, this documentation assumes that
you would use Report Designer to create a business form layout, which is typically the best practice.
6. Enter a Description for the business form layout.
7. Click the Active check box to enable this business form layout to display in the Active Custom
Business Forms using Report Design prompt.
8. Enter a number of days for the Resulting Document Expiration Offset (in Days). This is the number
of days that the resulting document (the PDF printed using the business form layout) will be available in
Workday after you generate it. The maximum value allowed is 25,000.
Note: Ensure that the expiration offset you specify here complies with your organization's document
retention policy. Workday automatically deletes documents after the offset number of days. You can't
recover these documents.
9. Optionally enter a Comment for the business form layout.
10.Select Report Design and click the associated prompt button.
11.From the prompt, select Create > Create Custom Business Form Report Design Attachment.
12.Click Select files and select the .rptdesign file you created in Report Designer. You can also drag and
drop the file onto the task.
13.Click Upload to upload the selected .rptdesign file and then click OK.
14.The Apply Report Design separately to each row setting affects how Workday uses the .rptdesign
file when generating a PDF document. This is a design decision for the author of the .rptdesign file.
Consult with them before selecting the check box. More details on this setting and a description of its
implications are included in the documentation on Report Designer in Workday Studio.
15.Select the Override Streamlined Document Processing option if applicable.
16.Select the Force printed PDFs to download option to override the Force printed PDFs to download
setting in Edit Tenant Setup - System for a specific business form layout. Example: You have a large
custom report that you want to email or save.
17.Select the Custom Report to which you're attaching the business form layout.
18.Select any Tokens to be used with this business form layout.
You can upload image files to use in your business form layout, such as a company logo or a signature
image. Each image must be given a Token Name in the business form layout. Click + (the plus icon) in
the Tokens grid and enter a token name for each image that your business form layout will use. Click
OK when all required token names are created. (Don't click Close.)
If you do add tokens, then after you finish creating the business form layout, you must also configure it
as follows:
a. As a related action on the business form layout, select Business Form Layout > Configure.
b. Select a Token.
c. To the right, click Browse and select an image file from your local drive or network. Images can be
in BMP, GIF, JPEG, or PNG format.
d. Click Upload to upload the image to Workday.
e. You can optionally add a Comment to clarify the nature of the image (example: logo or signature).
You can return to Configure Business Form Layout if you need to delete or change an image.
f. Click OK; then click Close.
Note: Tokens are needed only if the report design created in Workday Studio requires them. If you're
unsure if tokens are needed, consult the person who created the .rptdesign file.
19.(Optional) Specify your translation preferences for the business form. You can upload translation
properties files to provide translations of static text in your business form layouts. This enables you to
output business forms in multiple languages from a single report design. Specify .properties as a valid
upload file type in the File Type Setup Instructions section of the Edit Tenant Setup - System task.
Then specify any previously uploaded Translations properties files (or create new ones) as follows:
• Select a User Language and an associated Custom Business Form Report Design Translation
Attachment. Each attachment should correspond to a translation properties file that you've

uploaded. You have the option to create a new translation attachment directly from this task, in
which case you can browse for and upload a translation properties file from your computer.
• Select Default Translation to set the default translation language. This is the language that will be
used to print the business form if there isn't a translation available in the user's preferred language.
20.If the attached business form layout is to be the default layout, then as a related action on the report,
select Layouts > Manage Layouts and select the business form layout as the Default Print Layout.
Specify a default print layout even if there's only a single business form layout attached to the report.

Result
After completing this step, you'll be able to achieve the final objective of printing a custom report using an
attached business form layout, since a relationship between these 2 objects has now been established.

Next Steps
The final step is to print the custom report using the business form layout you've created. For more
information, see Run and Print a Custom Report that Uses a Business Form Layout on page 243.
Related Information
Tasks
Create a Business Form Layout in Workday Studio on page 240

Run and Print a Custom Report that Uses a Business Form Layout

Prerequisites
Before printing a custom report that uses a business form layout, you must first upload a business form
layout (defined by an .rptdesign file) to Workday and attach it to the custom report.
PDFs generated for Workday custom reports may require you to install language packs when viewing
the document using Adobe Reader. Adobe Reader will prompt you and install the language pack for
you. This task only needs to be completed once. This is likely to happen if you are viewing a PDF that
includes Chinese characters on a computer that is not typically used for viewing Chinese documents. This
is normal behavior and helps to reduce the size of the PDFs by not including the required fonts in every
PDF generated.

Context
The following steps take place in Workday (as opposed to Workday Studio). This is the final step in using
a business form layout: printing a report that uses the business form layout that you've designed in Report
Designer.

Steps
1. Sign in to Workday.
2. Select and run a custom report that has a business form layout attached.
Note: You also can print a business form from the report step of a business process.
3. Print the report.
When you run a report that has a business form layout attached, a Print button appears and persists at
the bottom center of the browser window. It is always visible, even when you scroll vertically. To print
the report using the business form layout, select either:
a) The Print button described above.
b) The standard Print icon located at the top right of all custom report results.
If you schedule the report using the Schedule a Report task, and multiple business form layouts are
available for the report, you can identify exactly which business form layout to use for the scheduled
report. To do so, select the Business Form (PDF) output type on the Output tab of the Schedule a
Report task, and specify the business form layout to be used.

4. When a business form is finished processing, a message appears near your sign-in name and you
receive a notification in your Workday inbox.

Result
A PDF is generated based on the report definition and the selected business form layout. If there is only a
single business form layout for the report, then the process of generating the PDF file starts immediately
when you select to print the report. If multiple, active business form layouts are attached to the report, then
you are prompted to select which business form layout to use before the PDF is generated.
When the PDF file generation is complete, the resulting PDF file is sent to My Reports and you receive
an inbox notification. Note that if you use Process Monitor to check the status of a report that you've
attempted to print, the name of the process is Print Service Retrieve Report and Generate PDF.
If the total time required to run a custom report and generate the associated PDF document using a
business form layout exceeds 2 hours, the process terminates, and its status in Process Monitor changes
from Processing to Failed. Similarly, if the Print Layout page discussed in step 4 above is still open, it also
displays a message to alert you that the process has failed.
Related Information
Concepts
Concept: Report Step
Tasks
Upload a Business Form Layout and Attach It to a Custom Report on page 241

Concept: Creating Business Form Layouts

Workday enables you to design and use business form layouts for meeting the exact layout specifications
required by your organization. These specifications might include rich text formatting, headers and footers,
page breaks, and exact placement of labels, data, spaces, and margins. Report Designer in Workday
Studio enables you to use all these types of layout features and more. It is an easy-to-use, graphical layout
tool designed specifically for this purpose.
Note that Workday enables you to share your report designs with other Workday customers through
solutions sharing. You can upload your report designs so that other customers can use them or modify
them. Similarly, you can download and use report designs created by others.

Use Cases for Business Form Layouts

Workday delivers a number of business form layouts as part of individual Workday applications. However,
you also have the ability to create custom business form layouts as needed. There are 3 main scenarios
for which you might create a business form layout:
• You want to use a business form layout for a custom report that you've created in Workday.
• A Workday-delivered report (a standard report) has a delivered business form layout, but you want
to override the delivered business form layout with a custom business form layout. Depending on
the specific application with which the layout is used, you might have the ability to override the
delivered business form layout directly within the application as described in your Workday application
documentation. In addition, you also have the ability to copy any Workday standard report to a custom
report; you can then attach a custom business form layout to the custom report. For more information
on copying a standard report to a custom report, see Concept: Custom Reports on page 12.
• You want to use a custom business form layout for a standard report that does not have a delivered
business form layout. As with the preceding case, you'd first have to copy the standard report to a
custom report.

Business Form Layout Considerations

The following recommendations can help you be successful when creating and using custom business
form layouts:

• Use Workday's Custom Report Writer to get the data you want, and use Report Designer to
get the layout you want. Report Designer is a powerful tool, and it might be tempting to use all of its
capabilities, including the ability to filter and manipulate data. However, because it is critical that you
keep your report definition (in Workday) in sync with your custom business form layout (in Workday
Studio), it is highly recommended that you follow the approach below:
• In Workday: Use the Custom Report Writer to create an advanced report definition that completely
satisfies the data reporting requirements for a given report, including any filters, calculated fields,
and so on.
• In Workday Studio: Use Report Designer solely to manipulate the layout of the report. It's generally
best to avoid using this tool to manipulate data, filter report results, or make calculations.
Using this approach not only helps to keep your report definition and business form layout in sync, but
also makes your reporting solution easier to understand, modify, and troubleshoot.
• Keep your Workday report definition and business form layout in sync. If you delete a field from
your report definition (like Legal Name - First Name, for example) and that field is used by a business
form layout, the business form layout will replace the deleted field (Legal Name - First Name, in this
case) with a blank space. On the other hand, if you add a field to an existing report definition upon
which a business form layout is based, the business form layout ignores the new field, unless you
update the business form layout to reflect the new field.
Related Information
Concepts
Concept: Custom Reports on page 12
Reference
Reference: File Size and Printing Limits
Reference: Supported Configuration Types for Solutions

Workday Report Designer

Setup Considerations: Report Designer

Note: The solutions described in this section are not part of the Workday Service. See Legal Notice for
details.
You can use this topic to help make decisions when planning your configuration and use of Workday
Report Designer. It explains:
• Why to set it up.
• How it fits into the rest of Workday.
• Downstream impacts and cross-product interactions.
• Security requirements and business process configurations.
• Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is
Report Designer is a graphical tool for working with business form layouts. A business form layout is a
specific design that you can apply to a PDF containing the results of a Workday report.
Many Workday-delivered reports have built-in business form layouts. You can use those existing layouts
without reference to Report Designer. However, you do need Report Designer to customize them or to
create your own from scratch for use with your custom reports.

Report Designer isn't available in your Workday tenant. It's a separate tool, based on the Eclipse platform.
You must download and install the latest version of Workday Studio, before you can install Report
Designer.

Business Benefits
Report Designer gives you control over the exact layout and composition of your Workday report PDFs. It
enables you to tailor your presentation of Workday data to your exact business requirements.
You can use Report Designer to customize:
• Rich text formatting.
• Charts and graphs.
• Images and logos.
• Tables.
• Headers and footers.
• Page breaks.

Use Cases
There are 3 main scenarios in which you should use Report Designer:
• You want to override the existing business form layout for a Workday-delivered report.
• A Workday-delivered report doesn't have an existing business form layout and you want to create one.
• You want to create a business form layout for a custom report you've created in Workday.

Questions to Consider

Question Considerations
Do existing Workday report layouts meet my Report Designer is an entirely optional
needs? supplemental tool. If every Workday report you run
has a business form layout that meets your needs,
you don't need to use Report Designer.
Do I have an existing Workday Studio installation? Workday Studio is an integration-building tool.
It contains a menu option that enables you to
download Report Designer. However, you need
to install the latest version of Workday Studio first.
When the process is complete, Studio and Report
Designer are separate perspectives in your Eclipse
installation.
Do I have a Java Development Kit installed? Workday Studio requires a Java™ Development
Kit (JDK) that's compatible with Java version 8.
Install a suitable JDK before you can install Studio.
And you must install Studio before you can install
Report Designer.

Recommendations
Although Report Designer is an application of the Eclipse Business Intelligence and Report Tools (BIRT)
project, don't install the BIRT engine separately. The Install Report Designer option under Studio's
Workday menu provides everything you need.
You can preview your report design PDFs in Report Designer, but you should always perform final testing
in Workday.

Requirements
Before installing Report Designer, you must download and install Workday Studio. Studio requires a Java™
Development Kit (JDK) that's compatible with Java version 8.
Before using Report Designer, you must select .rptdesign as an allowed file type for uploading to Workday
in the Edit Tenant Setup - System task.

Limitations
Report Designer can only work with Advanced custom reports. You can't base your design on multiple
reports.

Tenant Setup
To use the custom layouts for Report Designer, you must override Workday-delivered layouts in the
relevant functional area. You can find details in the Edit Tenant Setup topic for that functional area.

Security
To generate a PDF from a report, you must have security permission to view all of its fields, so self-service
isn't always possible. Example: an Administrator might need to generate Compensation Statements
because individual workers lack security for some of the relevant fields.

Business Processes
You can use a Report Designer custom layout in a Business Process as a part of a Report step.

Reporting
You can base your report design on any single Advanced custom report.

Integrations
You can use Report Designer custom layouts to create PDFs in Studio integrations.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your
tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Related Information
Concepts
Setup Considerations: Print Checks and Advices
Setup Considerations: Payslips
Tasks
Download and Install Workday Studio
Reference
The Next Level: BIRT: Report Designer
The Next Level: General Tips and Tricks
The Next Level: How to Get Started With BIRT
The Next Level: BIRT Resources Guide
The Next Level: BIRT Job Aids

Creating and Deploying Report Designs

Steps: Create Business Form Layouts with Report Designer

Context
Before you can create a business form layout in Workday, you must create a report design. A report design
requires a project, a design file, and data from a Workday report.

Steps
1. Create Report Design Projects on page 248.
Create a report design project to provide a framework that collects all files associated with your report
design.
2. Create Report Design Files on page 248.
Report design files are where you define the layout of your design.
3. Create Data Sources on page 249.
Provide an XSD schema that describes the custom report and an XML file that contains sample data.
4. Create Data Sets on page 250.
Configure the data available from a data source.
5. Create and preview your report design.
6. Deploy Report Designs to Workday on page 251.
You must deploy your design to Workday before you can use it as a business form layout.
Related Information
Reference
The Next Level: Build BIRT Expertise - Video Shorts

Create Report Design Projects

Prerequisites
Open the Report Designer perspective.

Context
You must create a report design project to provide a framework that collects all the files associated with
your report design.

Steps
1. Create a new project from the File menu by selecting New > Project.
2. Select Business Intelligence and Reporting Tools > Report Project.
3. Enter a Project name. Your new project displays in the Navigator view.

Create Report Design Files

Prerequisites
Create a report design project.

Context
A report design file is where you define the custom arrangement that you want to deploy to Workday as a
business form layout.

Steps
1. Create a new report from the File menu by selecting New > Report.
2. Select a project and provide a name for the report design. Report design files have the filename
extension .rptdesign.
3. Select a template to apply to your design.
Related Information
Reference
The Next Level: Report Design Files and Configurations

Create Data Sources

Prerequisites
Create a report design file.

Context
To create a report design, you must provide a description of the custom report in the form of an XSD
schema and, if you want to preview the design locally, some sample data in the form of an XML file.

Steps
1. In the Data Explorer view, right-click Data Sources and select New Data Source.
2. You must first specify the custom report XSD schema that you would like to use with your report design.
Accept the default selection of Create from a data source type in the following list. From the list of
data source types, select Workday Report Data Source.
3. Enter a Data Source Name.
4. If you are not already connected to your Workday environment, click Update Your Connection
Details. Specify your connection details.
5. To select a report description from your Workday tenant, click From Workday. If you have previously
downloaded an appropriate XSD schema, click Local Description File to select it from your local
machine.
6. If you click From Workday, the Report Browser dialog box opens on the Filter Custom RaaS
Reports section. Here you can use the Environment drop-down list and the Reports owned by me
check box to filter the reports that Studio offers for your selection. You can also enter the report name,
or part of it, in the Report name field.
7. From the list of filtered reports in the Select Report section, select the one that you want to use in your
report design.
8. If you wish to preview your design locally without deploying to Workday, you must specify sample data
for the report design. To select sample data from your Workday tenant, click From Workday. If you
have previously downloaded an appropriate XML file, click Local Data File to select it from your local
machine.
9. If you click Download from Workday, the Download Sample XML Report dialog box opens. Specify
the report design Project you're working on and enter a File name for the sample data XML file. Note
that by default, the Download Report Subset check box is selected, which limits the downloaded
report to 10 entries. Click Download.

10.After you specify the XML schema and sample XML for your Workday Report Data Source, click Test
Connection. Report Designer checks that the XSD and XML files exist, the XSD schema file is valid,
and the sample XML is valid.
11.The new data source displays in the Data Explorer view.
Note: One efficient way to unit test is to download a custom report run's data and schema (XML and
XSD files, respectively) and assign them as the data source for a BIRT report design. Doing so enables
you to assess the result as you add each data element to the design. You can test various scenarios by
adding new fields (update both the XSD and XML files) or by manipulating the XML data.

Create Data Sets

Prerequisites
Create a report design data source.

Context
Data sets define which data is available to a report design from a data source.

Steps
1. In the Data Explorer view, right-click the Data Sets folder and select New Data Set. The New Data
Set wizard opens.
2. Under Data Source Selection, select a data source. You can filter the available data sources by
entering text in the filter field.
3. Enter a Data Set Name, then click Finish to open the Edit Data Set window.
4. As you complete the task, consider:
Option Description
Data Source Displays the data source that the data set is
based on. You can only use 1 data source in
Report Designer, so there are no options in the
Select Data Source drop-down list.
Output Columns Displays the XML schema element values for
each of the columns that you added as rows to
your custom report in Workday. Select an output
column and click Edit to change Type, Alias,
Display Name, or Display Name Key.
Computed Columns Displays each of the computed columns that
you added as rows to your custom report in
Workday. Select a computed column and click
Edit to change its Column Name, Data Type,
Expression, Aggregation, or Filter. You can
also click New to add new computed columns but
this is bad practice. Always add new computed
columns in Workday.
Filters Displays any filters you defined in Workday to
reduce the number of rows included in the output
document. Select a filter and click Edit to change
its Expression, Operator, or Value. You can
also click New to add a new filter but this is bad
practice. Always add new filters in Workday.

Option Description
Settings Enables you to change the number of rows that
Report Designer retrieves from the report data
source. By default, it retrieves every row. To set a
limit, clear the Fetch all rows from data source
check box and enter your preferred maximum
number of rows in the Max number of rows to
fetch from data source field.
Preview Results Enables you to preview the data set results that
Report Designer retrieves from the specified data
source.
5. The newly created data set displays in the Data Explorer view, with 1 element for each of the fields in
the relevant custom report. Expand the data set element to view the data fields that it contains.

Deploy Report Designs to Workday

Prerequisites
Ensure that your tenant is configured to upload files with the .rptdesign extension to Workday.

Context
When you've finished work on your report design, you must deploy it to Workday before you can use it as a
business form layout.

Steps
1. In the Navigator view, right-click your report design file and select Deploy > Deploy to Workday.
2. In the Deploy Report Design to Workday dialog box, click Select Custom Report to specify the
relevant custom report in Workday. The correct custom report might already be named in the Custom
Report field.
3. In the Create or Select a Business Form Layout for which to Deploy this Report Design section,
the Create Business Form Layout check box is selected by default. To specify a business form layout
for which you've already deployed the report design, select the Select Business Form Layout check
box and select from the associated drop-down list.
4. As you configure the business form layout, consider:
Option Description
Description Use this field to enter a description for the
business form layout.
Active This check box, which is selected by default,
activates the layout for the custom report.
Document Expiration Use this field to enter the number of days until the
resulting PDF document expires. If you need to
access the PDF after expiration, you can rerun
the report.
Comment (Optional) Use this field to enter a comment.
Apply per row This check box, which is selected by default, tells
Workday to apply the report design to each row of
the relevant custom report. If you clear the check

Option Description
box, Workday applies the report design to the
report's data as a whole.
Use as the Default Business Form Layout This check box is only enabled if there's already
a report design associated with the custom report
in Workday. If there is, select the check box to set
the current design as the default business form
layout for printing the custom report.
5. Click Deploy.

Concept: Report Designer Overview

When you run a report, Workday displays the results and enables you to download a PDF version. You can
associate this PDF with a specific design called a business form layout. Report Designer is a graphical tool
that enables you to create your own designs. Then you can deploy them as business form layouts in your
Workday tenant.
There are 3 main scenarios in which you might use Report Designer:
• You want to create a business form layout for a custom report you've created in Workday.
• Workday provides a standard report with a delivered business form layout, but you want to customize
the business form layout.
• You want to use a customized business form layout for a standard report because it doesn't have a
Workday-delivered business form layout. For this use case, make sure to first copy the standard report
to a custom report.
Workday provides Report Designer as part of the Workday Studio Eclipse development environment and
uses the open-source Business Intelligence and Reporting Tools (BIRT) software. Ensure that you have
the latest version of the Workday Studio.
Report Designer gives you control over a number of useful design factors, including these elements:
• Rich text formatting.
• Charts and graphs.
• Images and logos.
• Tables.
• Headers and footers.
• Page breaks.
Related Information
Reference
The Next Level: BIRT: Report Designer
The Next Level: General Tips and Tricks

Concept: Data Sources, Data Sets, and Tables

When creating a report design, you must provide a description of the report's structure and some sample
data. Together, these are known as the design's data source.
Note: If you wish to apply your design to a custom Workday report, the report must be enabled as a web
service. The Enable as Web Service option is only available on Advanced custom reports.
You use the Report Designer Data Source wizard to retrieve the report's structure in the form of its XML
Schema and sample data in the form of an XML file.
Report Designer displays the data structure of the source Workday report as Data Sets. Each data set
displays the fields that were defined for a business object in the report.

A Workday report can contain fields from secondary business objects that are related to the primary
business object. Report Designer displays fields from any secondary business objects as additional data
sets. A report can also contain individual fields that occur multiple times. Report Designer displays these
fields as additional data sets too.
In Report Designer, you use tables to present the data taken from a Workday report. You can create tables
by dragging whole data sets into your report design. Each row in the report has a corresponding column in
the table.
Note: It is best practice, when possible, to base your report design on a single table or grid.

Reference: Data Type Mapping

Workday supports a fixed set of data types in its reports. Report Designer data types can differ slightly.
This table describes how Workday data types map to Report Designer data types.

Workday Data Type Report Designer Data Type Notes

Text String
Decimal Decimal
Boolean Boolean By default, Boolean data type
values display as true or false
in a report's PDF. However, you
can add logic to the report design
(using a JavaScript expression,
for example) to have it display
yes or no in the PDF instead.
Date Date
DateTime Timestamp
Currency Decimal Workday provides a Show
Currency Code Column option
for currency values. If you select
this option when creating or
edit