Advanced Reporting and Analytics

Course Manual and Activity Guide

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 Advanced Reporting and Analytics for Workday 30

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 Advanced Reporting and Analytics for Workday 30

CONTENTS
Advanced Reporting and Analytics for Workday 29 .............................................................. 9

Description.............................................................................................................................. 9

Goal & Objectives ................................................................................................................... 9

Chapter 1 – Building Matrix Reports......................................................................................10

Overview................................................................................................................................10

Objectives ..............................................................................................................................10

Matrix Report Functionality ....................................................................................................11

Demo – Matrix Report Examples ........................................................................................12

Configuring the Matrix Report ................................................................................................14

Scenario ................................................................................................................................18

Activity 1.1 – Group and Summarize Data ..........................................................................20

Maximum Number of Columns/Rows .....................................................................................23

Percent of Totals....................................................................................................................24

Demo – Percent of Totals ...................................................................................................26

Activity 1.2 – Calculate Percent of Total .............................................................................28

Drill Down ..............................................................................................................................29

Activity 1.3 – Add Detail Data and Drillable Fields ..............................................................31

Aggregate vs. Detail Data Security – Conditional Role-based ................................................33

Leveraging Calculated Fields in Matrix Reports .....................................................................34

Demo – Calculated Fields in Matrix Reports .......................................................................35

Disable Drilling and Override Detail Data ...............................................................................39

Activity 1.4 – Detail Data Override ......................................................................................41

Scenario ................................................................................................................................43

Facet Filters ...........................................................................................................................44

Field Values Group ................................................................................................................46

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Activity 1.5 – Facet Filters and Field Values Groups ...........................................................48

Nested Levels ........................................................................................................................50

Activity 1.6 – Nested Levels ................................................................................................51

Scenario (On Your Own)........................................................................................................52

Activity 1.7 – Create a Matrix Report ..................................................................................53

Chapter 1 Summary ...............................................................................................................54

Chapter 2 – Visualizing Data with Analytic Indicators and Charts ......................................55

Overview................................................................................................................................55

Objectives ..............................................................................................................................55

Scenario ................................................................................................................................56

Analytic Indicators..................................................................................................................57

Demo – Analytic Indicators .................................................................................................60

Activity 2.1 – Create an Analytic Indicator ...........................................................................62

Scenario (On Your Own)........................................................................................................63

Activity 2.2 – Add Visualizations to a Report .......................................................................64

Charts ....................................................................................................................................65

Activity 2.3 – Charting Options............................................................................................69

Advanced Charting Options ...................................................................................................72

Activity 2.4 – Add a Column Chart ......................................................................................77

Choosing the Right Chart Type ..............................................................................................79

Scenario ................................................................................................................................84

Activity 2.5 – Add a Bubble Chart (Optional) .......................................................................85

Scenario (On Your Own)........................................................................................................88

Activity 2.6 – Visualize Custom Reports in Tenant by Chart Type .......................................89

Summary of Chart Types .......................................................................................................90

Chapter 2 Summary ...............................................................................................................91

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Chapter 3 – Worklets and Dashboards ..................................................................................92

Overview................................................................................................................................92

Objectives ..............................................................................................................................92

Worklet Configuration ............................................................................................................93

Scenario ................................................................................................................................96

Activity 3.1 – Enable a Report as a Worklet ........................................................................97

User-Level vs. Tenant-Level Worklet Configuration .............................................................100

Activity 3.2 – Worklet Access ............................................................................................102

Security ...............................................................................................................................105

Activity 3.3 – Add a Worklet to a Delivered Dashboard .....................................................108

Scenario ..............................................................................................................................111

Custom Dashboards ............................................................................................................112

Demo – Prompt Sets ........................................................................................................116

Activity 3.4 – Deploy Worklets on a Custom Dashboard ...................................................118

Scenario ..............................................................................................................................123

Menus and Announcements ................................................................................................124

Activity 3.5 – Configure Menus and Announcements ........................................................127

Limits and Performance .......................................................................................................129

Activity 3.6 – Workarounds ...............................................................................................131

Activity 3.7 – My Reports Library (Optional) ......................................................................134

Activity 3.8 – Add Airfare Analysis to Dashboard (On your Own) ......................................137

Chapter 3 Summary .............................................................................................................138

Chapter 4 – Report Application in Workday ........................................................................139

Overview..............................................................................................................................139

Objectives ............................................................................................................................139

Mobile Reports ....................................................................................................................140

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Embedded Analytics ............................................................................................................143

Activity 4.1 – Explore Embedded Analytics .......................................................................145

Scenario ..............................................................................................................................146

Workday Alerts ....................................................................................................................147

Activity 4.2 – Configure Alert.............................................................................................150

Scenario ..............................................................................................................................154

Report Groups .....................................................................................................................155

Activity 4.3 – Create Report Group ...................................................................................157

Maintain Excel Template......................................................................................................160

Activity 4.4 – Write Report Group to One Excel Workbook ...............................................161

Demo – Report Group with Excel Formatting....................................................................164

Activity 4.5 – Maintain Excel Template (Optional) .............................................................166

Scenario ..............................................................................................................................170

Report Bursting ....................................................................................................................171

Activity 4.6 – Report Bursting............................................................................................174

Activity 4.7 – Create a Bursting Set on Supervisory Organization (Optional) ....................177

Chapter 4 Summary .............................................................................................................181

Chapter 5 – Other Report Types ..........................................................................................182

Overview..............................................................................................................................182

Objectives ............................................................................................................................182

Report Types .......................................................................................................................183

Activity 5.1 – Explore Report Types ..................................................................................190

Chapter 5 Summary .............................................................................................................193

Appendix A – Workday Pro ..................................................................................................194

Customer Accreditation Program .........................................................................................194

Appendix B – Helpful Resources .........................................................................................195

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Community Links .................................................................................................................195

FAQ: Worklets and Dashboards ..........................................................................................197

Summary of Report Types ...................................................................................................199

Appendix C – Activity Answer Key ......................................................................................200

Activity Answer Keys ...........................................................................................................200

Chapter 1 Answers ..............................................................................................................200

Chapter 2 Answers ..............................................................................................................202

Chapter 3 Answers ..............................................................................................................206

Chapter 4 Answers ..............................................................................................................209

Chapter 5 Answers ..............................................................................................................210

Appendix D – Class Evaluations ..........................................................................................212

Available at the Start of the Last Day of Class .....................................................................212

Available After Class Ends and Roster Submitted................................................................212

Class Evaluation (Session Within a Curriculum): Available at the Start of the Last Day of
Class ...................................................................................................................................213

Class Evaluation (Within a Curriculum): Available After Class Ends and Roster Submitted .214

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Advanced Reporting and Analytics for Workday 30

ADVANCED REPORTING AND ANALYTICS FOR

WORKDAY 30
DESCRIPTION

This virtual instructor-led class focuses on building matrix reports and adding reports to custom
dashboards. Dashboards provide quick access to frequently needed data and allow users to
easily analyze the results. Through a series of demonstrations and hands-on activities, you will
learn how to design reporting and dashboard solutions that are reusable and efficient.

GOAL & OBJECTIVES

In this class, you will be stepping into the roles of two workers at Global Modern Services
(GMS). Logan McNeil, the VP of Human Resources, is the report writer for the HCM side of the
business. Teresa Serrano, Controller, is the report writer for the financial side of the business. In
this class, you will help them create reports based on different business requirements.

By the end of the course, you will be able to:

 Create a matrix report that summarizes data and displays percentages.

 Add analytic indicators and charts to visualize the data in a report.
 Enable custom reports as worklets and create custom dashboards.
 Design reporting and dashboard solutions that are reusable and efficient.
 Group reports together for scheduling, and generate multiple versions of a report.
 Configure a custom report to trigger alert notifications.
 Explain the capabilities and use cases for Composite, nBox, Search, Transposed, and
Trending reports.

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CHAPTER 1 – BUILDING MATRIX REPORTS

OVERVIEW

This chapter covers matrix reporting functionality and configuration options. It explains how to
modify row and column formatting to meet requirements through the use of facet filters, nested
levels, and field value groups. It also addresses drill down functionality and overrides.

OBJECTIVES

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

 Summarize data in a matrix report.

 Add a percentage of total calculation to a matrix report.
 Drill into summarizations to view by different fields and drill to details.
 Use calculated fields to leverage hierarchies in matrix reports.
 Add nested levels to a matrix report.
 Create field value groups to control grouping values displayed.
 Apply facet filters to a matrix report built using an indexed data source.

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MATRIX REPORT FUNCTIONALITY

The Matrix report type provides the foundation for custom analytics and interactive reporting in
Workday. It allows for grouping, aggregation, and interactive drilling across different dimensions,
enabling the user to build their own analysis matrix cubes to gain new insights into the data and
take action on the results.

Matrix reports are ideally suited for:

Modifying rows
Aggregating / Drilling into Taking
and columns at
summarizing summaries action on
runtime for a
numeric data and details insights
different view

The main construct of a matrix report involves:

 Grouping: Group instances of the primary business object to define the initial summary
matrix. Row and column groupings may be defined.
 Summarizing: Define aggregations for each grouping.
 Drilling: Drill into the summarizations for further analysis. Report users can view the
data by other fields and access detail data behind the summarizations.

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DEMO – MATRIX REPORT EXAMPLES

Introduction: This demo will show you how matrix reports group, summarize, and allow for
drilling into data.

TASK #1 - HEADCOUNT BY GENDER

1. Sign in as Logan McNeil (lmcneil).

2. Run the Headcount by Gender custom report. Note how the report counts workers in
each gender and summarizes the data into two portions of the pie chart. How many
workers are female?

3. Click the Female section of the pie chart and View By the Management Level drillable
field. You can now view the number of females at each level of management. How many
women are at the Director level?

4. Click the arrow next to the Count value in the Director grouping and select View
Details. Drilling into the data allows you to see the details behind the count value. Who
is the Director of Payroll Operations in London?

5. Press the [Esc] key to close the pop up window.

Group Summarize Drill

View counts by
Count how many other fields
Workers by Gender workers there are
by gender
View details behind
counts

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TASK #2 - TOP SUPPLIERS BY SPEND

Similarly, a report can group supplier invoice line distributions by supplier and sort the data to
show the Top Suppliers by Spend (amount). Amounts can then be further drilled into to see the
data by a different dimension.

1. Start Proxy as Teresa Serrano.

2. Access the Top Suppliers by Spend custom report.

3. Enter the following information:

Field Name Entry Value

Company Global Modern Services Inc. (USA)

Invoice Date On or After 01/01/2015
Invoice Date On or Before 12/31/2015
Reporting Currency USD

4. Click OK.

5. Note how the report groups supplier invoice line distributions by supplier and sorts the
data to show the top suppliers by spend in the chart.

a. What amount was spent on Federal Express?

b. This amount makes up what percent of the total spend?

6. Click the arrow next to the Amount value in the Office Depot grouping and select View
Details. How many invoice lines are there for Office Depot?

Group Summarize Drill

Supplier Invoice Line  Sum the  Drill into sums

Distribution by distribution amount  View details
Supplier by Supplier behind sums
 Show as
percentage of total

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CONFIGURING THE MATRIX REPORT

When configuring a matrix report definition, you must first define the summary matrix for the
report under the Matrix tab. Configure how you want to summarize the Primary Business Object
for your report by defining row and column groupings.

GROUPINGS

Row and column groupings are the starting summary matrix for the report. You must specify at
least one row grouping and one summarization. A grouping may be a single instance, text,
Boolean, date, or numeric field. You may group by more than one dimension, which is referred
to as nested levels. Column groupings are optional.

For each grouping, you can specify a sort option. By default, groupings are sorted based on
totals in descending order. Alternatively, you can sort alphabetically, based on a logical sort, or
based on a defined field value group.

Note: Nested levels and field value groups are discussed in more detail later in this
chapter.

SUMMARIZATION TYPES

Matrix reports allow you to configure summarizations for your report’s numeric or currency data.
The Summarization Type enables you to specify the aggregation method applied to the field.
The results of the aggregation method are displayed in the matrix cells of the report output. The
default summarization type is Count. Summarization options include:

Term Definition
Count Counts the number of values (instances) for a defined grouping.
Count Distinct Counts the distinct number of instances based on a specific field.
Instances
Sum Sums the values of a field for defined grouping.
Average Averages the values of a field for defined grouping.
Minimum Displays the minimum value of a field for defined grouping.
Maximum Displays the maximum value of a field for defined grouping.

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Calculation Create your own arithmetic calculations on the other summarizations

generated in the report. For example, using a calculation, you can
subtract the Minimum summarization value generated from the Maximum
summarization value generated. Matrix report summary calculations are
unique to the report and can be maintained and edited like report-specific
calculated fields.

Note: If using an indexed data source, when choosing fields to summarize, use the
View Indexed Fields for Data Source report or preview the field and expand the
Indexing Information section to see if a given field is indexed for Aggregation. If not,
you will see a performance alert (not error) in the report. Performance is improved
when indexed fields are at the top of the group by list.

Security Note: If you create a matrix report and share it with a user who is not
authorized to view the row grouping, column grouping, or summarization field, a
runtime error appears when the user attempts to run the report.

Calculation Summarization Type

Using the Calculation summarization type enables you to perform calculations on summarized
numbers and corresponding totals. You can compute and display the following as they relate to
summarized values:

 Ratios
 Percentages
 Averages
When you select the Calculation summarization type, you can then choose an existing summary
calculation defined for the report, or create a new summary calculation for the report.

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1 – Calculation Summarization Type selected with the Create Summary Calculation for Report action displayed.

FILTER ON AGGREGATIONS

On Matrix reports, you have the option to specify a filter condition that filters on aggregated
values. Select the aggregation function, field, and operator. Available aggregation functions
include count, sum, minimum, maximum, and average. This option is also available for
Advanced and Trending reports.

2 - Filter tab with Sum of amount greater than 3000 specified as the aggregation filter.

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OUTPUT FORMATTING OPTIONS

The output of a matrix report can be configured in a number of ways. You have the ability to
modify the formatting of rows and columns, as well as what is included when a user drills into
the details of the report output.

Modify Rows and Column Modify Drill Down Options

 Sort options  Detail data
 Maximum number of rows/columns  Drillable fields
 Percent of totals  Disable drilling
 Field value groups  Override detail data
 Nested levels

MATRIX REPORT LIMITS

Note the following limits to what can be displayed in matrix report output:

Item Maximum
Group by Rows 12,000
Group by Columns 250
Summarizations 15
Detail Data Fields 25

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SCENARIO

Teresa needs a report that analyzes the cost of

airfare expenses by airline for a company.

Report Requirements:

 # of trips for each airline and # of distinct workers

 Lowest, highest, average, range of cost, and total airfare by airline
 Rows for the top ten most used airlines
 Percentage of total trips for each airline
 Drillable fields for Travel Destination and Job Profile
Here is a mockup of the desired report output:

# of % of # of Lowest Highest Airfare Average Total

Airline
Trips Total Workers Airfare Airfare Range Airfare Airfare

Delta 33 43% 10 $325 $934 $609 $444 $15,121

Southwest 21 27% 6 $160 $740 $580 $325 $6,513

British
18 23% 4 $215 $1,099 $884 $514 $9,202
Airways

Air France 5 6% 2 $99 $412 $313 $220 $1,104

In the upcoming activities, you will meet these requirements using the following matrix report
features:

 Summarizations
 Maximum number of rows
 Percent of total
 Drillable fields and detail data

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WORKSHEET

1. Where is airfare expense data contained? (PBO) _________________________________

2. What view into the data is required? (Data source) ___________________________

3. Does the data need to be filtered further? __________________________________

4. What field should we group by? __________________________________________

5. What are the summarizations? __________________________________________

3 – Sample data displaying Expense Items as rows.

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ACTIVITY 1.1 – GROUP AND SUMMARIZE DATA

Business Case: Create an Airfare Analysis matrix report using the Expense Report Lines for
Company data source. Apply a filter to include only airfare expenses. Add summarizations for
Count, Count Distinct, Minimum, Maximum, Average, Sum, and Calculation.

1. Sign in (or Start Proxy) as Teresa Serrano (tserrano).

2. Access the Create Custom Report task.

3. Enter the following:

Field Name Entry Value

Report Name WICT RW Airfare Analysis

Report Type Matrix
Data Source Expense Report Lines for Company

4. Click OK.

5. Select Direct Expense Report Lines Filter as the Data Source Filter.

6. On the Matrix tab, select Airline for Expense Report Line as the Row Grouping.

7. Confirm that Row total – Descending defaults in the Sort Rows column.

8. Define the following Summarizations:

Summarization Summarization Field Label Override Options

Type

Count # of Trips
Count Distinct Expense Report Created by # of Workers
Worker for Line
Minimum Extended Amount in Lowest Airfare Show Currency
Company Base Currency Symbol
Maximum Extended Amount in Highest Airfare Show Currency
Company Base Currency Symbol
Average Extended Amount in Average Airfare Show Currency
Company Base Currency Symbol

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Sum Extended Amount in Total Airfare Show Currency

Company Base Currency Symbol

9. Add another row and select Calculation as the Summarization Type.

10. Click the prompt for Summarization Field and select Create Summary Calculation for
Report.

11. Enter WICT Min/Max Range as the Field Name.

12. Select Summary Calculation as the Function.

13. Click OK.

14. Enter the following:

Field Name Entry Value

Field Type Currency

Rounding Round down to nearest 0.01
Return Zero on Error Yes

15. Define the Arithmetic Expression as follows:

Summarization Summarization Field Operator

Type

Maximum Extended Amount in Company Base Currency - (Subtract)

Minimum Extended Amount in Company Base Currency

16. Click OK.

17. Select Show Currency Symbol in the Options column of the WICT Min/Max Range
summarization field.

18. Click the Filter tab.

19. Add two rows and configure the following filters:

Field Name Entry Value

And/Or And
Field Expense Item for Billable Transaction
Operator Frequently Used > In the selection list

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Comparison Type Value specified in this filter

Comparison Value Airfare
Add a second filter condition:
And/Or And
Field Airline for Expense Report Line
Operator Frequently Used > is not empty

20. Click OK to save and then Run the report.

Note: An alert will display when saving the report due to filtering on a non-
indexed field when using an indexed data source.

21. Select Global Modern Services, Inc. (USA) as the Company.

22. Review the report output.

a. Which airline has the largest range in price?

b. Which airline has the lowest average airfare?

c. How many workers took flights on Delta?

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MAXIMUM NUMBER OF COLUMNS/ROW S

You can control the maximum number of grouping values to display in the report output. The
default number is 250 for row groupings and 20 for column groupings. When setting a
maximum, the values that display depend on the configuration of the Sort order.

If the number of values for that Group By field exceeds the maximum display, exceeding values
will be captured in the report output as “Other.”

4 – The Maximum Number of Rows is defined as 10. The remainder grouping values are included in the Other row.

Important: If it appears that data is missing from report output, ensure that the
maximum number of rows and columns have not been exceeded.

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PERCENT OF TOTALS

You can configure a matrix report to compute and display a percentage of a column, a row, or
an overall total. A percent of total calculation can be applied as an option to a given
summarization. Include a percentage of total calculation by adding a row to the Define the
Field(s) to Summarize section and specifying a percent of total in the Options column.

5 - Define Field to Summarize with Percent of Column Total specified as an Option for the Summarization.

There are three options available, depending on your matrix report groupings:

 Percent of Column Total

 Percent of Row Total (only available when column groupings are configured)
 Percent of Overall Total

You can only select one Percent of Total option for a given summarization line. You can then
select from available percentage formats under the Format options.

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PERCENT OF COLUMN TOTAL

The column total shows 100%. Values in that column will show as a percent of the column total:

PERCENT OF ROW TOTAL

The row total shows 100%. Values in that row will show as a percent of the row total:

PERCENT OF OVERALL TOTAL

The grand total in the lower right represents 100%. All percentages are shown in relation to the
grand total amount:

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DEMO – PERCENT OF TOTALS

Introduction: This demo will show you how to configure a percent of column total, row total,
and overall total.

1. As Teresa Serrano (tserrano), run the Purchases by Cost Center custom report.

a. What is the row grouping for this report?

b. Approximately how many columns are there?

2. Copy the report and rename it WICT RW Purchases by Cost Center.

a. What is the primary business object?

b. What fields are being used for the row and column groupings?

3. On the Matrix tab, enter 5 as the Maximum Number of Rows.

4. Enter 10 as the Maximum Number of Columns.

5. Add a row in the Define Field(s) to Summarize table and enter the following:

Summarization Summarization Field Label Override Options

Type

Sum Extended Amount in % of Column Percent of

Reporting Currency Total Column Total

Note: A separate summarization is required if you want to view the percent

of total in addition to the summarization value.

6. Click OK and then Run.

a. How many spend categories display?

b. Which cost center had the highest percentage of Advertising purchases?

7. Edit the report and add another summarization:

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Summarization Summarization Field Label Override Options

Type

Sum Extended Amount in % of Overall Total Percent of

Reporting Currency Overall Total

8. Click OK and then Run.

a. Advertising purchases contribute to what percent of the overall total?

b. Contract labor for the 61210 Internal Systems cost center contributes to what
percent of overall total purchases?

9. Edit the report once more and change the Percent of Column total summarization to
Percent of Row Total with a label of % of Row Total. Be sure to uncheck Percent of
Column total.

10. Click OK and then Run.

a. Of the purchases for 72000 Marketing Management, which spend category has
the highest percentage?

b. Has the overall total changed for 61210 Internal System’s contract labor
purchases?

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ACTIVITY 1.2 – CALCULATE PERCENT OF TOTAL

Business Case: Modify the Airfare Analysis report to include the percent of total trips for each
airline. Edit the maximum number of rows to display output for only the top 10 most used
airlines.

1. Sign in (or Start Proxy) as Teresa Serrano (tserrano).

2. Edit the WICT RW Airfare Analysis report.

3. Confirm that the Airline for Expense Report row grouping lists Row total – Descending
as the Sort Rows selection.

4. Enter 10 as the Maximum Number of Rows.

5. Add a row after the # of Trips Count in the Define the Field(s) to Summarize section.

6. Enter the following information:

Summarization Summarization Label Override Options

Type Field

Count % of Trips Percent of

Column Total

7. Click OK and Run.

8. Select Global Modern Services, Inc. (USA) as the Company.

9. Review the report output. What percent of trips were flown with United?

10. Click the value in the % of Trips column for the Other row. Can you tell which airlines
make up the other amounts?

11. Close the pop-up window.

12. Click the pull-down arrow for the same field and View By Travel Destination for
Expense Report Line. Which location did it cost $1375 to fly to?

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DRILL DOWN

The Drill Down tab allows you to configure additional information about the summary data that
displays when you drill into values of the report output.

DRILLABLE FIELDS

You can define fields by which the user can further group the data. These fields display when
the user selects the View By option on a summarization. Users can drill on up to two dimensions
when viewing the report output. Default fields display automatically if specific fields are not
defined. Workday determines the default fields for each business object that may be used in a
matrix report. Selecting specific fields rather than the default allows you to configure a controlled
subset.

6 – Specific fields defined in the Group By Fields section are available to choose from under the View By option.

Note: It is a good practice to configure specific drillable fields because the default
fields may change from one Workday release to the next.

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DETAIL DATA

Configure which fields display when the user selects the View Details option or clicks on a
summarization value directly.

7 – Detail Data on the Drill Down tab with several columns defined, including Worker, Gender, and Management Level.

8 – The View Details box displays upon clicking a summarization value. The fields defined in the Detail Data display.

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ACTIVITY 1.3 – ADD DETAIL DATA AND DRILLABLE

FIELDS

Business Case: Add detail data and drillable fields to the Airfare Analysis report, including
Travel Destination and Job Profile.

1. Sign in (or Start Proxy) as Teresa Serrano (tserrano).

2. Edit the WICT RW Airfare Analysis report.

3. Click the Drill Down tab.

4. Add five rows to the Drillable Fields grid and select the following fields:

 Job Profile
 Travel Origination for Expense Report Line
 Travel Destination for Expense Report Line
 Airline for Expense Report Line
 Cost Center

5. Add four rows to the Detail Data grid and enter the following:

Field Column Heading Format Options

Override

Worker
Airline for Expense Report Airline
Line
Expense Report
Extended Amount in Amount Show Currency
Company Base Currency Symbol

6. Click OK and Run.

7. Select Global Modern Services, Inc. (USA) as the Company.

8. Click the arrow next to the # of Trips summarization for Air Canada and View By the
Travel Destination for Expense Report Line drillable field. The data is now grouped by
destination.

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9. Select Job Profile as the “and then by” field and click Refresh. The data is now grouped
by both Travel Destination and Job Profile. 11 trips to Montreal were made by workers in
which job profile?

10. Click the X to close the drill down window.

11. Click the arrow next to the # of Trips summarization for British Airways and select View
Details. Worker, Airline, Expense Report, and Amount display, as configured in the
Detail Data grid on the Drill Down tab of the report definition.

Note: You can also drill into the detail data by clicking directly on a
summarization value.

12. Click the X to close the drill down window.

13. Click on the value in the # of Trips column for the Other row grouping. You can now see
the other airlines not displayed in the first 10 groupings. Which airline did Brad Harper
fly?

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AGGREGATE VS. DETAIL DATA SECURITY – CONDITIONAL ROLE-BASED

Workday enables you to limit the display of detail-level data while still displaying aggregate
values in these report types:

 Advanced Reports when "Summarize Detail Rows" is selected

 Composite Reports
 Matrix Reports
 Trending Reports

To use this feature, you will need to implement the Conditional Role-Based security group.

The following is an example reporting use case, and corresponds with the image below. The
manager has German workers in their management chain who are represented by the
European Works Council:

 The manager should see detailed personal information (e.g., compensation) for all U.S.
workers down the organization, but only see details for German workers that are two
levels down the management chain.
 The manager should see aggregate (summary) values in reports which reflect all
workers in their organization.
 When the manager drills down on aggregated data in aggregate reports, the detailed
personal data for the level 3 German worker should not be accessible.

Please see the following community post for information on how to configure the Conditional
Role-Based Security Group: https://community.workday.com/node/229563.

Please see the following document for a detailed configuration example: Detailed Example:
Aggregate Reporting with N Level Details (European Works Council Use Case)

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LEVERAGING CALCULATED FIELDS IN MATRIX REPORTS

Calculated fields can be used in matrix reports for drilling and detail data as well as for grouping
and summarizations. Matrix reports only access fields from the report’s Primary Business
Object, so calculated fields are required to include fields from related business objects.

In addition, calculated fields offer the capability to roll up or view report data based on defined
hierarchies. “Lookup” calculated fields are particularly useful in Matrix reports since they provide
a broader grouping of data, such as by placement in an organizational hierarchy. Evaluate
Expression can also be used to group data.

Some important Calculated Field functions that provide this capability are:

Term Definition
Lookup Hierarchy Roll up and step-through matrix summarizations by defined hierarchy
Rollup levels (vs. flat by organization).
Lookup Organization Group workers by the level in an organization hierarchy that they
map to. Lookup Organization can only be defined for worker or
employee.
Example: Group workers by ‘level 2’ of your location hierarchy (e.g.,
North America vs. EMEA vs. Japan/APAC).
Lookup Hierarchy Group objects by a level or node in a defined hierarchy for that
object. Lookup Hierarchy is similar to Lookup Organization but can
be used on an object for any defined hierarchy structure.
Example: Group projects by a node in a project hierarchy (e.g.,
Executive-sponsored projects vs. Special Projects).
Evaluate Expression Group data by a combination of fields.
Example: Evaluate and combine the Worker Type and Employee
Type fields to group users by Regular Employees, Seasonal
Employees, or Contingent Workers.
Extract Single Extracts a single instance from a multi-instance field based on the
Instance condition specified for the related business object.

Important: Grouping or drilling by calculated fields or non-indexed fields can impact

performance.

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DEMO – CALCULATED FIELDS IN MATRIX REPORTS

Introduction: This demo will show you how to use calculated fields that leverage your
hierarchies in matrix report groupings and drill downs.

Sign in as Teresa Serrano (tserrano)

TASK #1 - CREATE A CUSTOM MATRIX REPORT

1. Access the Create Custom Report task.

2. Enter the following:

Field Name Entry Value

Report Name WICT RW Active Workers by Location

Report Type Matrix
Data Source Workers for HCM Reporting

3. Click OK.

4. On the Matrix tab, select Location as the Row Grouping.

5. Confirm that Row total – Descending defaults in the Sort Rows column.

6. Confirm the Summarization Type of Count.

7. On the Drill Down tab, accept the default Group By Fields.

8. Click OK to save and then Run the report. View the locations listed.

TASK #2 – USE LOCATION HIERARCHY CALCULATED FIELD

1. From the search box, enter cf: WDINST CF Location Hierarchy Level 2

2. Click to view the calculated field definition. Note how this calculated field will look up the
location of a given worker using the location hierarchy and will return the level 2 node in
the hierarchy to which the worker’s location maps.

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3. Return to the WICT RW Active Workers by Location report definition.

4. Edit the report to replace the Location row grouping with the calculated field WDINST CF
Location Hierarchy Level 2.

5. Click OK to save and then Run the report. Note the results are now captured at level 2
of the Location Hierarchy.

TASK #3 – USE LOCATION HIERARCHY ROLLUP CALCULATED FIELD

1. From the search box, enter cf: WDINST CF Location Hierarchy Rollup

2. Click to view the calculated field definition. Note how this calculated field uses the
location of a given worker for rollup in the configured location hierarchy.

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3. Return to the WICT RW Active Workers by Location report definition and replace the
row grouping with the calculated field WDINST CF Location Hierarchy Rollup.

4. On the Drill Down tab, add two rows to the Drillable Fields grid and select the following
fields:

 WDINST CF Location Hierarchy Rollup

 Location

5. Click OK to save and then Run the report. See the results initially show at level 1 of the
hierarchy.

6. Click the arrow next to the count, and select WDINST CF Location Hierarchy Rollup
as the View By option. Note how the results now show at level 2.

7. Click the arrow next to the count for North America, and select WDINST CF Location
Hierarchy Rollup as the View By option. Note how the results now show at level 3
under North America.

8. Click the arrow next to the count for Canada, and select Location. How many locations
are shown for Canada?

TASK #4 – USE OPTION TO SHOW FIRST LEVEL WITH MULTIPLE VALUES

1. Edit the WICT RW Active Workers by Location report.

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2. In the Options column of the Row Grouping, select Start at First Level with Multiple
Organizations.

3. Click OK to save and then Run the report. Note how the results now show at Level 2 of
the hierarchy.

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DISABLE DRILLING AND OVERRIDE DETAIL DATA

While you can define drill down information using Drillable Fields and Detail Data, you also have
the option to override the drill down configurations.

DISABLE DRILLING

There are two options for disabling drilling in matrix reports:

Option Outcome
Disable all drilling Users will not be able to drill into any details of the report output.
for the report Apply this setting if you want users to access summary information
only.
Disable drill to Users will be able to “View By” the allowed drillable fields, but not
details for the report drill into the detail data.

OVERRIDE DETAIL DATA

By default, any Detail Data fields configured on the Drill Down tab are visible to the report user
when drilling into a summarization value. However, you can create Detail Data Overrides to
display different data for a given summarization.

You can additionally specify conditions for instances to be displayed, allowing you to show detail
data for only certain instances or for all instances.

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Use the following steps to define detail data overrides:

1. From the Matrix tab, navigate to the Define the Field(s) to Summarize section.

2. Click the prompt in the Options column of the summarization for which you want to
define specific detail data.

3. Click Create > Create Detail Data Override.

4. Define the detail data columns and click OK to save.

5. When a user drills into the details of that summarization from the report output, they will
see the fields defined in the override, not the ones on the Drill Down tab.

9 – Detail Data Overrides configured on two summarizations on the Matrix tab of the report definition.

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ACTIVITY 1.4 – DETAIL DATA OVERRIDE

Business Case: When viewing details behind the summarizations, Teresa would like to only
show details for expenses where the worker has been paid.

1. Sign in (or Start Proxy) as Teresa Serrano (tserrano).

2. Access the WICT RW Airfare Analysis custom report.

3. Select Global Modern Services, PLC (U.K.) as the Company.

4. Click the summarization value in the # of Trips column for British Airways.

a. Which fields display?

b. How many instances are shown in the detail?

5. Edit the report and locate the Define the Field(s) to Summarize section.

6. Click the prompt in the Options column of the # of Trips count summarization and select
Create > Create Detail Data Override.

7. Add two rows to the columns grid and select Cost Center and Expense Report Date as
the fields.

8. Under Instances to be Displayed, select Instances where condition is true and select
the existing Boolean field, Worker Paid.

9. Click OK to save the Detail Data Override. Note the Detail Data Override value in the
Options column for the # of Trips count summarization.

10. Click the Drill Down tab.

11. In the Detail Data section, add the Worker Paid field.

12. Click OK and Run.

13. Select Global Modern Services, PLC (U.K.) as the Company.

14. Click the summarization value in the # of Trips column for British Airways.

a. Which fields display?

b. How many instances are shown in the detail?

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15. Click the summarization value in the Highest Airfare column for British Airways.

a. Which fields display?

b. How many instances are shown in the detail?

c. How many instances are blank for Worker Paid?

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SCENARIO

Logan needs a report that displays headcount by Age

Group and Worker Type.

Report Requirements:

 Facet filters for Location and Management Level

 Display all age groups and worker types regardless of data
Here is a mockup of the desired report output:

Note: Later, Logan decides she wants to include an additional row grouping for
Gender.

In the upcoming activities, you will meet these requirements using the following report features:

 Facet filters
 Field value groups
 Nested levels

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FACET FILTERS

Facet filters can be configured on matrix reports as well as other report types to further narrow
down the report results. This type of filter can only be used with indexed data sources, allowing
for high performing filtering on high volumes of data.

10 – Facet Filters applied on the Find Candidate report to display only External Candidate Types.

Reminder: Indexed data sources are a type of data source optimized for
performance, aggregation, and faceted filtering on large volumes of data. It is
recommended that you use these whenever possible to get the best performing
reports.
To see a full list of indexed data sources, run the delivered report Data Sources.
This report will show all delivered data sources and includes a column indicating the
data source type (Standard vs. Indexed). Indexed data sources often include data
sources filters for different criteria.
Some common indexed data sources include:
 Workers for HCM Reporting
 Trended Workers*
 Journal Lines for Financial Reporting

*Trended Workers is a special data source that requires setup and allows for up to 3 years of
historical reporting on staffing activity and headcount in HCM. Please refer to information on
setting up Worker Trending in your tenant. Documentation for Worker Trending

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Within an indexed data source, different fields are indexed for different purposes, such as for
filtering or for facets. Only fields enabled for facets are available to add as Facet Filters on the
Advanced tab of the report definition.

Report: Use the View Indexed Fields for Data Source report to see which fields are
indexed for which uses.

If using an indexed data source in a custom report, you can also see the report field indexing
information when previewing the report field.

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FIELD VALUES GROUP

By default, a given grouping’s summarization results only display in the output if data exists for
those groupings. Configure field values groups to control which groupings display. This setting
allows for consistent formatting that gives the report output a more balanced appearance.

Field Values Groups allow you to:

 Display values for a grouping even if no data exists.

 Display only the grouping values you specify.
 Display groupings in the order you define.

Example: If a matrix report groups by Age Group and there are no results for Age
Group 61-64 across all column groupings, a row for grouping 61-64 will not display.

With field values

group defined

Note: Field Values Groups are only possible for single instance type fields. Once
created, they can be used across matrix reports where that business object is used.

STEPS TO IMPLEMENT:

1. In either the Row Grouping or Column Grouping of a matrix report definition, select the
Group by Field for which you want to configure a field value group.

2. In either the Sort Rows or Sort Columns field, select Sequence Defined In Field Values
Group.

3. In the Options field, either select an existing field values group or create a new one by
selecting Create > Create Field Values Group. If creating a new field values group,

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specify the values for the select business object in the order you want the values to
appear in the matrix report. Note that only the field values specified will be displayed in
the matrix report, and the field value will be displayed regardless whether data is found
or not.

a. Enter a Name for the field values group.

b. On the Field Values tab, in the Field Values and Order to be Displayed section,
select each Instance (value) you want to display on the report, and adjust the
order of the instances as required.

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ACTIVITY 1.5 – FACET FILTERS AND FIELD VALUES

GROUPS

Business Case: Create a matrix report that groups workers by age group and worker type with
facet filters for location and management level. Configure the report to display all age groups
and worker types using field value groups.

TASK #1: CREATE MATRIX REPORT

1. Sign in (or Start Proxy) as Logan McNeil (lmcneil).

2. From the search box, run the Create Custom Report task.

3. Enter the following:

Field Name Entry Value

Report Name WICT RW Workers by Age Group and Worker Type

Report Type Matrix
Data Source Workers for HCM Reporting

4. Click OK.

5. On the Matrix tab, select Age Group as the Row Grouping.

6. Select Logical Sort Order – Ascending in the Sort Rows column.

7. Select Worker Type as the Column Grouping.

8. Confirm there is a Count summarization.

9. Click the Advanced tab.

10. Add two rows for Facet Filters and select Location and Management Level – Primary
Position as the fields.

11. Click OK and Run.

12. Using the filters, select various management levels and locations to see how the age
group and worker type groupings change to display grouping values only where data
exists. Which age groups and worker types display when New York and 7 Supervisor
are selected as filters?

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TASK #2: CONFIGURE FIELD VALUES GROUPS

1. Edit the WICT RW Workers by Age Group and Worker Type report.

2. Select Sequence Defined in Field Values Group in the Sort Rows column for the Age
Group row grouping.

Note: An error message displays indicating that a Field Values Group must
be specified.

3. Select Create Field Values Group in the Options column.

4. Enter WICT All Age Groups as the Name.

5. Add a row for each Age Group instance and select the values in ascending order.

6. Click OK.

7. Select Sequence Defined in Field Values Group in the Sort Columns column for the
Worker Type column grouping.

8. Click the prompt in the Options column and select Valid Options > WICT All Worker
Types. This is a pre-configured field value group for the Worker Type field.

9. Click OK and Run.

10. Select New York and 7 Supervisor as filters. Which age groups and worker types
display now?

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NESTED LEVELS

Nested levels can be defined for row and column groupings in matrix reports to allow for deeper
analysis of summarization values. You have the option to nest up to eight levels of row
groupings and up to two levels of column groupings.

11 – Matrix report output with nested levels for both row and column groupings.

When configuring nested levels, note that:

 Nested levels only render upon initial execution of the report, not on subsequent drill
downs.
 If you have a field values group on the second level, you must also use a field values
group on the first level.
 When the sort order for groupings is based on totals, all levels must use the same type
of sort.

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ACTIVITY 1.6 – NESTED LEVELS

Business Case: Add an additional row grouping for Gender to the WICT RW Workers by Age
Group and Worker Type report.

1. Sign in (or Start Proxy) as Logan McNeil (lmcneil).

2. Edit the WICT RW Workers by Age Group and Worker Type report.

3. Select Gender as the second Group by Field in the Row Grouping grid.

4. Click OK.

Important: Note the error. When the sort order is based on totals, all row
groupings must use the same sort.

5. Select Alphabetical – Ascending in the Sort Rows column for Gender.

6. Click OK and Run.

7. Filter by New York. How many rows display for the 20 and under Age Group and what
value(s) display for Gender?

8. Edit the WICT RW Workers by Age Group and Worker Type report.

9. Use the arrow to move the Gender row grouping to the first position.

10. Click OK.

Important: Note the error. When using nested levels with field values
groups on the second grouping, the first grouping must also use field
values groups.

11. Optionally, create a field values group for Gender or change the order of the row
groupings.

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SCENARIO (ON YOUR OW N)

Logan needs a report that displays the count of active

employees and contingent workers with their average pay
by cost center.

Here is a mockup of the desired report output:

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ACTIVITY 1.7 – CREATE A MATRIX REPORT

Business Case: Logan needs a report that displays the count of active employees and
contingent workers with their average annual pay by cost center.

REQUIREMENTS
Create a matrix report named WICT RW Average Annual Pay for Workers by Cost Center that
includes the following:

 Counts of active employees and contingent workers by cost center

 The percent of employees and contingent workers for each cost center
 The top 10 cost centers in descending order numerically
 Average the field: Annual Base Pay / Contract Pay in USD for each grouping. Note:
You can use a label override to change how this field name appears in the output.
 Drill by: Supervisory Organization
 Detail Data: Worker, Cost Center, Annual Base Pay / Contract Pay in USD

WORKSHEET

1. What is the PBO? ___________________________________

2. Which view into the data is needed (Data Source)? __________________________

3. Does the data need to be filtered further? __________________________________

4. What are the group by fields? ___________________________________________

5. What are the summarizations? __________________________________________

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CHAPTER 1 SUMMARY

 Matrix reports allow for grouping, aggregation, and interactive drilling across different
dimensions.
 There are many options for modifying the formatting of rows and columns, including
maximums, field values groups, percent of totals, nested levels, and facet filters.
 Drill down details can be configured to allow further insight into the data as well as
overridden.

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CHAPTER 2 – VISUALIZING DATA WITH ANALYTIC

INDICATORS AND CHARTS
OVERVIEW

Custom report data can be visualized with analytic indicators and charts. Workday’s chart
features provide powerful visual representations of data that can be used for analytics. Custom
matrix reports, paired with chart outputs, allow the customer to take advantage of their data,
derive meaning and insights, visualize, interact, and make smart decisions.

OBJECTIVES

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

 Add analytic indicators to visually categorize and represent the data.

 Given a set of requirements, build a report that includes visualizations to help you
analyze the data.
 Explain the different charting options.
 Add a column chart to a matrix report to analyze the data.
 Add a bubble chart to a matrix report to analyze the data.

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SCENARIO

Teresa needs a report that analyzes the cost of airfare by

airline for a company.

Teresa wants to add visualizations to the Airfare Analysis report so that the data is easier to
understand and analyze.

Items to include:

 A status indicator for Highest Airfare that indicates a good, warning, or bad status
 A clustered column chart displaying the 5 airlines with the highest # of trips
 Columns for Lowest Airfare, Highest Airfare, and Average Airfare
 A target line indicating a target maximum of $3,000
The output should look similar to:

12 – Airfare Analysis report with a clustered column chart and a table.

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ANALYTIC INDICATORS

Analytic indicators visually categorize and represent data, indicate status, display ratings,
monitor thresholds, illustrate progress, and highlight data exceptions.

Analytic indicators can be configured on a given field on a business object so that they are
available for use in any report that displays the field in the report output. Alternatively, report-
specific analytic indicators can be created that are only available on that report. This option is
useful when the analytic indicator applies to a report-specific field such as a matrix
summarization, or a report-specific calculated field.

TYPES OF ANALYTIC INDICATORS

Several visualization types are available:

Indicator Visual
Flag:
The meaning of each flag
color is defined in the
custom report.

Trend arrow:
Visually highlights data that
exceeds and/or falls below
specified limits.

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Progress bar

Check mark/X:
True/False Values

Status:
Green/Yellow/Red
Five star rating

nBox

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CREATING ANALYTIC INDICATORS

Create system-wide analytic indicators using the Create Analytic Indicator task. Use the View
Analytic Indicator task to view the configuration of the indicator and where it is used in the
tenant. Use the Edit Analytic Indicator task to modify a global analytic indicator.

Create report-specific analytic indicators from the Options column of a field in a report definition.
Select Create > Create Analytic Indicator for Report. To modify a report-specific analytic
indicator, locate the business object on the report definition, click the Related Actions icon, and
select Edit. You also have the option to create system-wide analytic indicators from the Options
column of a report definition.

Security Note: The tasks to create and modify analytic indicators are secured to the
Custom Report Administration security domain. Any report writer can apply an
existing analytic indicator to their custom report if they have access to the report field.

When creating analytic indicators, keep in mind that:

 Only simple conditional rules can be specified in the analytic indicator rule. To implement
more complex conditional rules, you would need to use calculated fields.
 Only one analytic indicator can be specified for a column on a report.
 For advanced reports, for total lines, analytic indicators can be displayed only on fields
being aggregated.
 For matrix report, analytic indicators can be displayed on summarizations and in detail
data.

Important: The conditions will be assessed in the order in which they are listed. The
order may be important in achieving the desired results since complex rules can’t be
created.

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DEMO – ANALYTIC INDICATORS

Introduction: This demo will show you how analytic indicators can be used to visually
represent data.

Sign in as Logan McNeil (lmcneil)

TASK #1 - VIEW ANALYTIC INDICATORS

1. Access the Compare Talent by Organization custom report.

2. Keep the default prompt and click OK. Note the various types of analytic indicators
displayed.

a. Which employee has the lowest rating?

b. Which employees have a Critical Job?

3. Edit the report to see how the analytic indicators are configured. Note that several fields
use the Show Icon Only option.

4. Click the Current Review Rating Stars’ Related Actions to preview the analytic
indicator. Which condition value results in two stars?

5. Click the Availability Indicator’s Related Actions to preview the analytic indicator. What
does the Trend up – Green mean?

TASK #2 - EDIT AN ANALYTIC INDICATOR

1. Click the On Successful Projects Indicator’s Related Actions to preview the analytic
indicator.

2. Right click on the On Successful Projects Indicator object and select See in new tab.
What is the Control Field for the Display Condition?

3. Click the On Successful Projects Indicator’s Related Actions and select Analytic
Indicator > Edit.

4. Click the Add Row icon to add another row to the Display Conditions grid and enter the
following:

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Control Field Condition Condition Visualization Help Text

Value

Worked on Equal to Blank Red X This worker has not

Successful worked on a
Projects successful project.

5. Click OK and Done.

6. Click the Where Used tab. How many custom reports use this analytic indicator?

7. Click the Compare Talent by Organization report’s Related Actions and select Custom
Report > Run.

8. Accept the default values and click OK.

9. Hover over the help text for Worked on Successful Projects. How many red x’s display
for Worked on Successful Projects?

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ACTIVITY 2.1 – CREATE AN ANALYTIC INDICATOR

Business Case: Teresa wants a status indicator for the Highest Airfare field in which a red
indicator displays if the amount is over $3,000, yellow if it’s between $1,000 and $3,000, and
green if it’s less than $1,000.

1. Sign in (or Start Proxy) as Teresa Serrano (tserrano).

2. Edit the WICT RW Airfare Analysis report.

3. Click the prompt in the Options column for the Highest Airfare summarization and select
Create > Create Analytic Indicator for Report.

4. Enter WICT Highest Airfare Indicator as the Display Option Name.

5. Select Status – Green/Yellow/Red as the Visualization Type.

6. Add three rows to the Display Conditions grid and enter the following:

Control Field Condition Condition Value Visualization Help Text

Extended Amount Greater 3000 Red diamond This amount

in Company Base than exceeds the
Currency target.
Extended Amount Greater 1000 Yellow
in Company Base than or triangle
Currency equal to
Extended Amount Greater 0 Green circle
in Company Base than or
Currency equal to

Important: The conditions will be assessed in the order in which they are
listed. In order for the red diamond to display, that condition must be listed
prior to the yellow triangle.

7. Click OK to save the analytic indicator.

8. Click OK and Run the report for Global Modern Services, Inc. (USA) to review the
results. How many airlines have a red status?

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SCENARIO (ON YOUR OWN)

Logan wants to add visualizations to an existing Project

Status report. Include an analytic indicator for risk level.

Requirements:

 Include report-specific analytic indicator for Risk Level

 Show Icon Only
 Sort report by Overall Percent Complete Range (ascending order)
The output should look similar to:

13 – Report output with a flag indicator.

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ACTIVITY 2.2 – ADD VISUALIZATIONS TO A REPORT

Business Case: Logan wants to add visualizations to the WDINST RW Project Status report
using analytic indicators.

Sign in as Logan McNeil (lmcneil)

Copy the WDINST RW Project Status report and rename it WICT RW Project Status.

Configure the following analytic indicator:

 Flag indicator for the Risk Level field:

o High shows a Red flag
o Medium shows a Yellow flag
o Low shows a Green flag

Sort the report output by Overall Percent Complete Range in logical ascending order.

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CHARTS

With one set of data, you can create a wide variety of charts. Workday makes it easy to
experiment with different variables and chart types to tell a story and deliver charts to report
users.

The Chart Options available depend on the configuration of the report definition. Charts are
available for Advanced, Matrix, Trending, and Composite report types. Charts can be presented
alongside a table or on their own. When a chart is specified as the Output Type, a variety of
Chart Options will be available.

CHART OPTIONS

The Chart Options available depend on the configuration of the report definition and the Chart
Type specified.

Note: Details on the various Chart Types will be presented later in this chapter.

14 – Chart Options on the Output tab of a Matrix report definition.

Typically, a vertical and/or horizontal axis definition will be required, as well as a legend. For
matrix reports, indicate which metrics from the Define Field(s) to Summarize section to include
in the chart.

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INTERACTING WITH CHARTS

Report types that support charting allow you to dynamically interact with report output after
executing the report. You can click the Configure icon to configure and view various chart
options, even if the chart options were not configured in the report definition.

Chart legends are automatically interactive, so users can focus on a specific metric or
dimension. Users can also zoom in and pan their view of a report output.

15 – Chart output with the zoom and configuration icons visible.

The Configuration Panel offers the ability to make modifications in the chart view. Adjust
variables such as the Horizontal Axis, Legend, and Metrics. These options are useful when the
report has multiple metrics that can interact in different ways.

Access the Configuration Panel using the following steps:

1. Click the Configure icon .

2. Choose a different chart type if needed.

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3. Click Configure.

4. Interact with Variables to view data from different perspectives.

5. Click Show Advanced to further interact with the report output.

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ACTIVITY 2.3 – CHARTING OPTIONS

Introduction: This activity will show you how to modify chart options for matrix reports to
achieve a presentation that aligns with the format of the data.

TASK #1 - CONFIGURE A COLUMN – CLUSTERED CHART

1. Sign in (or Start Proxy) as Logan McNeil (lmcneil).

2. Access and Run the WDINST RW Compensation by Supervisory Organizations

report.

a. How many rows of supervisory organizations are there?

b. How many workers are in the Property Management Department?

3. Edit the report and view the metrics included in the Define the Field(s) to Summarize
grid.

4. Click the Output tab.

5. Select Chart as the Output Type.

6. Click Chart Options to review the available chart types and configurations.

7. Enter the following information:

Field Name Entry Value

Chart Type Column – Clustered

Horizontal Axis Row Grouping
Legend Column Grouping
Metrics to Include Metric 2

8. Click OK and Run the report. What modifications would you want to make to this chart?
Are there too many Supervisory Organizations to make the report effective?

9. Edit the report and click Output > Chart Options > Top n Values. Note the Top n Field
defaults to Metric 1. Keep that setting to include the supervisory organizations with the
highest count.

10. Enter 10 as the Top n Fields and keep Sum Remaining Values selected.

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11. Click OK and Run to view output. Why are the values in the Other columns so high?

12. Edit the report and click Output > Chart Options > Top n Values.

13. Clear the Sum Remaining Values checkbox.

14. Click OK and Run to view output. Which supervisory organization in the chart has the
highest average base pay for males and females?

TASK #2 - CONFIGURE A BAR – CLUSTERED CHART

1. Go back into edit mode to add information about bonuses.

2. Add Average of Bonus Targets Annualized in USD in the Define the Field(s) to
Summarize section.

3. Enter the following Label Overrides respectively for the three summarizations:
Headcount, Average Base Pay and Average Bonus.

4. Still in edit mode, click the Output tab and select Chart and Table as the Output Type.

5. Expand Chart Options and change the Chart Type to Bar – Clustered. Confirm the
Legend is Metrics.

6. Select Metric 2 and Metric 3 as the Metrics to Include.

7. Click Top n Values and select Metric 2 as the Top n Field.

8. Make sure that under that the Sum Remaining Values checkbox is still unchecked.

9. Run report and view the results. Note how the chart shows the top 10 supervisory
organizations based on Metric 2 (Average Annual Base Pay) and not based on
Headcount (Metric 1) like we saw previously.

Note: The table still shows the supervisory organizations sorted based on
headcount per the matrix report definition. Top n Values only applies to the
chart output, not table output.

10. Open the configuration panel and click Configure.

11. Change the chart type to Column Clustered.

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12. Click Show Advanced. Under Top N Values note the Sort by options for the Top n
Field. Use the slider to interact with the report and see the top compensations across
organizations.

13. For the chart variables, select Gender as the Horizontal Axis and Metrics as the Legend
to see Base Pay and Bonus by Gender. Do males or females have a higher average
bonus amount?

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ADVANCED CHARTING OPTIONS

Workday’s advanced chart features provide further analytical tools to gather meaning from your
data:

 Top n Values
 Target Line
 Vertical and Horizontal Axis Scale
 Advanced

TOP N VALUES

Top n dynamically filters the values displayed on the Horizontal Axis so that the chart output
includes only the top number of values sorted by the Top n Field. You can also choose to sum
the remaining values.

Note: Top n tool is available for both the report owner when configuring the report
definition and anyone viewing the report output.

The report owner can configure a baseline Top N value in the report definition under Chart
Options > Top n Values.

Anyone authorized to run the report can then further interact with these settings by following the
“Show Advanced” link from the Configuration Panel. A new pane displays, providing the option
to modify the Top n Values as well as modify other advanced configuration options.

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Example: Consider the headcount chart in the image below. Use the Top n setting to
dynamically filter the Supervisory Organizations with the highest headcount values.
In the first image, the top 10 values are being analyzed and the remaining values are
not summarized. In the second image using the configuration options, the values are
further refined to the top 5.

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TARGET LINES

Target Lines compares values in the output with a target value to visually highlight deviations
from the target. Target lines can be used with bar and column charts (in particular, clustered or
stacked).

There are two types of target lines:

Single Target Line Use when target value is same for each value on horizontal
axis.

Multiple Target Lines Use when targets are different for each value on axis.

Note: Target Lines can be created by the report owner but not by the report user at
runtime.

To set up a single target line:

1. Access the Output tab of the report definition.

2. Select Chart Options.

3. Select Target Line.

4. Select Display one target line for all groups and enter value.

5. Provide a Target Line Label if necessary.

16 – Target Line configuration options on the Output tab.

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Multiple target lines are available for matrix, trending, and advanced report types. This feature
displays a unique target line for each group displayed in a column or bar chart. Identify the
specific measure or metric to use as a target value when creating the report definition.

To set up multiple target lines:

1. In the Define the Field(s) Summarize section of the Matrix tab, include at least one
numeric or currency field to summarize, and one numeric or currency field to use as a
target line.

2. Specify Use as Target Line in the options column for the summarization to be used as
the target.

3. Click the Output tab and select Chart Options.

4. Select Target Line.

5. Select Display multiple target lines for each group.

VERTICAL & HORIZONTAL AXIS SCALE

The Axis Scale sections allow you to control the scaling of the vertical and/or horizontal axis
when the axis value is numeric. Set a fixed length for the minimum, maximum, and increment
values. Axis scale controls are not supported in Advanced Reports (except for Scatter chart).

17 – Vertical Axis Scale configuration options on the Output tab.

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ADVANCED CHART OPTIONS

The Advanced section of Chart Options provides additional controls for charts:

Totals and
Axis titles Pie Charts Line charts
Legends

Define chart axis Suppress Totals Show percentages Smooth line

titles Suppress Legends Show field values Display markers

Note: The options available depend on the chart type specified. For example,
Smooth line is only available when using a line chart.

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ACTIVITY 2.4 – ADD A COLUMN CHART

Business Case: Teresa wants to add a clustered column chart to the WICT RW Airfare
Analysis report that displays the five airlines with the highest # of trips. She needs columns for
Lowest Airfare, Highest Airfare, and Average Airfare. She also wants a target line indicating a
target maximum of $3,000.

TASK #1: ADD A CHART

1. Sign in (or Start Proxy) as Teresa Serrano (tserrano).

2. Edit the WICT RW Airfare Analysis report.

3. Click the Output tab.

4. Select Chart and Table as the Output Type.

5. Click Chart Options.

6. Confirm that Column – Clustered is the Chart Type.

7. Keep the default settings and click OK and Run.

8. Select Global Modern Services, Inc. (USA) as the Company.

9. Review the report output.

a. How many metrics are listed in the chart legend?

b. How many airlines are included in the chart?

TASK #2: MODIFY THE CHART

1. Edit the report and navigate to Output > Chart Options.

2. Include Metric 4 (Lowest Airfare), Metric 5 (Highest Airfare), and Metric 6 (Average
Airfare) in the Metrics to Include field.

3. Click Top n Values.

4. Select Metric 1 as the Top n Field.

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5. Enter 5 as the Top n Values.

6. Clear the Sum Remaining Values checkbox.

7. Run the report again and review the output.

a. Which airlines display on the chart?

b. Which airline’s Highest Airfare value is the lowest?

TASK #3: ADD A TARGET LINE AND CONFIGURE ADVANCED OPTIONS

1. Edit the report and navigate to Output > Chart Options > Target Line.

2. Select Display one target line for all groups as the Target Line Type and select 3000
as the value.

3. Enter Target Maximum Value as the Target Label.

4. Click Advanced.

5. Enter Airline as the Horizontal Axis Title.

6. Select Do Not Display Chart Totals in the Options field.

7. Run the report again and review the output. The target line value corresponds with which
analytic indicator visual?

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CHOOSING THE RIGHT CHART TYPE

This section provides some guidelines on selecting a chart type appropriate for the method of
analysis.

COMPARISONS

One of the most common reasons for creating a chart is to show comparisons of data sets. The
prior example compared Average Base Pay, Average Bonus, and Headcount across
Supervisory Organizations using Column and Bubble Charts. When doing comparisons,
consider the following chart types to best help your analysis:

Column Bubble
Bar Charts
Charts Charts

18 – Clustered column chart.

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PARTS OF A WHOLE

If the values that you are trying to compare form a part of a whole, consider:

Stacked 100%
Pie Chart Column/ Column/
Bar
Bar

An example would be if you were interested in understanding the status of positions in the
organization and wanted to see the percentage of positions in Open status. One of these charts
could clearly communicate the overall relationship of unfilled positions in the organization.

Example: To gain insight into the status of positions in an organization, you may want
to view the percentage of positions in Open status. The chart below could
communicate the relationship of unfilled to overall positions.

19 – Stacked column chart showing headcount and open positions.

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TIME SERIES COMPARISONS

You may have the need to compare your data across time to analyze data, such the number of
hires by quarter. Consider using a Column or Line Chart with time represented on the horizontal
axis.

Column
Line Chart
Chart

20 – Line chart displaying Hires and 12 Month Rolling Average over a period of time.

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DEVIATION

When you want to compare data to a target to see if it is above or below an identified target, try
using a Column or Bar Chart utilizing the Target Line feature. An example would be if you are
interested in whether your revenue is above or below a planned amount.

Column Bar Chart

Chart with with Target
Target Lines Lines

21 – Clustered bar chart comparing revenue per quarter over three years against a target line.

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RELATIONSHIP OR PATTERN BETWEEN TWO NUMERIC VALUES

If you are interested in comparing the relationship or pattern between two numeric values, you
can use a Bubble Chart or Scatter Chart.

Bubble Scatter
Chart Chart

22 – Bubble chart showing average vs. total invoiced amount across suppliers.

Scatter charts are available for Advanced Reports. A scatter chart shows the relationships
among the numeric values in several data series.

Example: To gain insight into the likelihood of high risk performers leaving the
organization, you could plot percentile performance of the worker population against
Retention Risk (a data point from Insight Applications) using a scatter chart.

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SCENARIO

Logan needs to build a chart for managers analyzing

compensation by country, number of employees, and
tenure.

Requirements:

 Filters by organizations appropriate for the manager

 Average Base Pay as the horizontal axis
 Average Tenure as the vertical axis
 Count of workers for each country visualized as the size of each bubble
The output should look similar to:

23 – Average Compensation by Tenure and Country bubble chart.

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ACTIVITY 2.5 – ADD A BUBBLE CHART (OPTIONAL)

Business Case: Logan needs to build a chart for managers analyzing compensation by
country, number of employees, and tenure.

1. Sign in (or Start Proxy) as Logan McNeil (lmcneil).

2. Access the Create Custom Report task.

3. Enter the following:

Field Name Entry Value

Report Name WICT RW Average Compensation by Country / Tenure

Report Type Matrix
Data Source Workers for HCM Reporting

4. Click OK.

5. Select All Employees as the Data Source Filter.

6. On the Matrix tab, select Primary Work Address – Country as the Row Grouping.

7. Confirm that Row total – Descending defaults in the Sort Rows column.

8. Define the following Summarizations:

Summarization Summarization Field Label Override Options

Type

Count
Average Length of Service Years Average Tenure
Rounded Up
Average Total Base Pay Annualized in Average Base Show
Reporting Currency – Amount Pay Currency
Symbol

9. Click the Filter tab and add a row.

Field Name Entry Value

And/Or And

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Field Supervisory Organization

Operator In the selection list
Comparison Type Value from another field
Comparison Value Prompt – Organizations and Subordinates

10. Click the Prompts tab.

11. Select Populate undefined Prompt Defaults.

12. For the Organizations prompt, select Determine default value at runtime as the
Default Type and Top Supervisory Organizations Managed by Current Worker as
the Default Value.

13. For the Include Subordinate Organizations prompt, select Specify default value and
check the box.

14. For the Employee Type prompt, select Do Not Prompt At Runtime

15. For the Remove Exclude from Headcount, select Do Not Prompt at Runtime.

16. For the Include Terminated Workers prompt, select Do Not Prompt at Runtime

17. Click the Output tab.

18. Select Chart as the Output Type.

19. Click Chart Options and select Bubble as the Chart Type.

20. Enter the following:

Field Name Entry Value

Horizontal Axis Metric 3

Vertical Axis Metric 2
Size Metric 1
Color Row Grouping

21. Click Top n Values and select Metric 1 as the Top n Field.

22. Click Advanced and enter Average Base Pay as the Horizontal Axis Title and Average
Tenure (Years) as the Vertical Axis Title.

23. Click OK and Run.

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24. Keep the default prompt values and click OK.

25. Review the chart.

a. What does the size of the bubble signify?

b. Which country has the highest average base pay and tenure?

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SCENARIO (ON YOUR OWN)

Logan would like to visualize the number of custom

reports in the tenant by chart type and whether the report
is enabled as a worklet or not.

Requirements:

 Group custom reports by the following fields:

o Chart Type
o Enable as Worklet
 Show counts for each grouping.
 Drilldown fields: Data Source, Report Type
 Detail Data: Custom Report, Shared (use an existing Analytic Indicator for this field and
show icon only), Enable as Worklet, Area Where Used.
 Output: Pie Chart

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ACTIVITY 2.6 – VISUALIZE CUSTOM REPORTS IN

TENANT BY CHART TYPE

Business Case: Logan needs to show reports by chart type and whether enabled as a worklet.
She would also like to see details such as if the report is shared and where the report is used.
She would like to be able to further drill into the counts by data source and report type.

REQUIREMENTS
Create a matrix report named WICT RW Reports by Chart Type that includes the following:

 Group custom reports by the following fields:

o Chart Type
o WICT CF Evaluation of Enabled as Worklet
 Show counts for each grouping.
 Provide ability to drill into counts by Data Source and Report Type.
 Show the following fields for details: Custom Report, Shared (use an existing Analytic
Indicator for this field and show icon only), Enable as Worklet (use an existing Analytic
Indicator for this field and show icon only), Area Where Used.
 Output: Pie Chart

WORKSHEET

1. What is the Primary Business Object and Data Source?

2. What is the Row Grouping field?

3. What is the Column Grouping field?

4. What are the View By fields?

5. What are the detail data fields?

6. Configure the Detail Data to show a green check mark if the report is shared. Use the
existing analytic indicator in the tenant for the field: Shared. Show icon only.

7. Configure the Output options to meet the scenario requirement and sample output
provided.

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SUMMARY OF CHART TYPES

Chart Type Number of dimensions Number of metrics

(groupings) that can be (summarizations) that can be
charted charted
Pie 1 1
2 1
Line, Columns, Bars
1 N
1 3
Bubble
2 2

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CHAPTER 2 SUMMARY

 Analytic indicators can be used to visually categorize and represent data in your report
output.
 The Chart Options available for a report depend on the configuration of the report
definition and the Chart Type-specified.
 Charts may be used to compare sets of data, compare data over time, examine the parts
of a whole, compare data to a target, and compare the relationship between values.

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CHAPTER 3 – WORKLETS AND DASHBOARDS

OVERVIEW

Worklets provide users quick access to frequently referenced data and tasks common to a
specific functional area. Workday delivers worklets, such as the Pay or Benefits worklets
typically found on Home pages. Workday custom reports can be enabled as worklets for use on
landing pages and dashboards, allowing users quick access to key reports and analytics. This
chapter will focus on deploying custom reports as worklets.

Dashboards allow you to easily organize and deploy data to target audiences. Workday delivers
a set of dashboards, and custom dashboards can be configured to display groups of custom
reports enabled as worklets. Workday dashboards can also be leveraged for more than worklets
and analytics. Configure menus and announcements to allow users to access not only reports,
but also key tasks, links, and announcements.

OBJECTIVES

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

 Enable a report as a worklet.

 Configure the design of a worklet to align with dashboard requirements.
 Troubleshoot why users cannot access a dashboard.
 Add a worklet to an existing dashboard.
 Configure prompt sets for dashboards.
 Create custom dashboards that display visual data from reports.
 Configure menus and announcements.

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WORKLET CONFIGURATION

Worklets are displayed as a "tile" (square) on dashboards and as a “bubble” (circle) on a landing
page, such as Home and Workbench. Custom reports can be enabled as worklets and
configured on landing pages or dashboards. Advanced, Matrix, nBox, Transposed, Trending,
and Composite report types can be enabled as worklets, while Search and Simple report types
cannot.

When viewing a report as a worklet, there are a few settings available. Click the “Configure this
page” icon to access the worklet options.

Options can include:

 Refresh: Refresh the data manually.

 Edit Settings: Modify the report prompts if there are any available.
 Restore Default Settings: Return to the default settings, if any.
 More Information: View help text, if configured.
 View More: Return the report configured in the Maximize Report Options field.

24 – Expense Management dashboard with the Top Expense Items report displaying the worklet options.

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ENABLE A REPORT AS A WORKLET

A report must be enabled as a worklet before it can be added to a dashboard or landing page.
To enable a custom report as a worklet, go to the Output tab of the report definition and
configure the Worklet Options. The available worklet options are:

Field Description
Enable as Worklet Allow the report to be output as a worklet.
Available on Specify where the worklet will be available to add. Options include
landing pages, dashboards, and mobile reports.
Maximum Number Control the amount of data output on the worklet. The default is 10
of Rows rows and the maximum is 100.
Maximize Report Specify which report should be executed when the View More option
Options is selected for the worklet. By default, the same report will run,
however, a different report can be specified using this field.
Refresh Data Indicate if the worklet should refresh the data every time the user
accesses the worklet or just once per sign in.
Worklet Icon Specify a worklet icon to display as the “bubble” on a landing page.
Options Specify options for hiding the table border or column headings.

DESIGN CONSIDERATIONS

There are several items to keep in mind when designing reports for use as a worklet.

Space
Performance
Prompts (100 rows
(30 seconds)
displayed)

Configure prompt  Use charts  Efficient report design

defaults  Sort and filter  Indexed data source
 Suppress columns

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A best practice is to configure prompt defaults when enabling a report as a worklet if the custom
report prompts the user for a value. Report output should display automatically when the page is
accessed.

Due to space restrictions, the amount of data output and number of fields configured should be
considered. Worklets are restricted to displaying a maximum of 100 rows when displayed as a
worklet on a landing page. Charts can be utilized to visualize data and convey a lot of
information in a small space. Additionally, sort sequence and filter criteria can help ensure only
the essential data is output. A best practice is to start small, giving the user just enough
information to determine if they need to click “View more…” to display the maximized report.
Optionally, configure a given field (report column) not to display when executed as a worklet.
This option becomes available for reports enabled as workets.

Worklets must be designed to load in less than 30 seconds or else they will not render on a
landing page or dashboard. Choose an efficient report design for both performance and display.
Up to six worklets can be configured on a dashboard.

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SCENARIO

Teresa wants to add a report to the Auditor dashboard that

displays a list of expense reports without attachments.

Modify an existing report to be better suited for dashboard use:

 Remove any columns?

 Indicators?
 Heading overrides?
 Sort?
 Filter?

Here is a mockup of the desired report output:

Expense Report Date Total Amount

Expense Report: EXP-00004580 01/08/2014 4,164.35
Expense Report: EXP-00004582 01/10/2014 4,258.62
Expense Report: EXP-00004595 01/30/2014 3,197.41
Expense Report: EXP-00004603 2/10/2014
6,157.94

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ACTIVITY 3.1 – ENABLE A REPORT AS A WORKLET

Business Case: To display the Expense Reports without Attachments report on the Auditor
dashboard, Teresa will create an analytic indicator, make some modifications to the report,
and enable the report as a worklet.

TASK #1: REVIEW EXISTING REPORT

1. Sign in (or Start Proxy) as Teresa Serrano (tserrano).

2. As Teresa, from the search box, run the Expense Reports without Attachments
report.

3. Accept the prompt defaults and click OK to run.

A. How many instances are returned?

B. Is this report design a good candidate for a worklet?

TASK #2: CREATE ANALYTIC INDICATOR

1. Run the Create Analytic Indicator task and configure as follows:

Field Name Entry Value

Business Object Expense Report

Field Expense Report Total Amount
Display Option Name 5000 Flag
Visualization Type Flag
Default Visualization No visualization

2. Add a row in the Display Conditions grid and enter the following:

Control Field Condition Condition Visualization

Value

Expense Report Total Greater than or 5000 Orange flag

Amount equal to

3. Click OK to save.

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TASK #3: ENABLE REPORT AS WORKLET

1. Run the Copy Custom Report task and select Expense Reports without
Attachments.

2. Name the report WICT RW Expense Reports without Attachments.

3. On the columns tab, delete the row for Attached Receipt Images.

4. Enter Date as the Column Heading Override for Expense Report Date.

5. Enter Total Amount as the Column Heading Override for Expense Report Total Amount.

6. In the Options column of Expense Report Total Amount, click the prompt and select
5000 Flag. Remove the Sum option.

7. Click the Sort tab.

8. Remove the existing sort and select Expense Report Date as the Field and
Alphabetical – Ascending as the Sort Direction.

9. Clear the Display Grand Totals checkbox.

10. Click the Filter tab.

11. Edit the existing Expense Report Date field with the following:

Field Operator Comparison Comparison

Type Value

Expense Report Date Greater than or Prompt the user Starting

equal to for the value Prompt

12. Add another row and enter the following:

Field Operator Comparison Comparison

Type Value

Expense Report Date Less than or equal Prompt the user Ending
to for the value Prompt

13. Click the Output tab.

14. Click Worklet Options and enter the following:

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Field Name Entry Value

Enable As Worklet Yes

Available on Auditor
Home
Maximum Number of Rows 30
Maximum Report Options Display this Worklet when Maximized
Refresh Data Every sign in
Worklet Icon Triangle

15. Click Help Text.

16. Enter the following in the Brief Description and More Info fields: This report shows
expense reports without attachments in the entered date range.

17. Click OK and Run.

18. Enter 01/01/2014 and 01/01/2015 in the prompt fields and confirm the correct results
display. How many instances are shown for this date range?

19. Navigate to the Home page. Do you see the WICT RW Expense Reports without
Attachments worklet?

20. Click the Dashboards worklet and select the Auditor dashboard. Do you see the
worklet there? Why not?

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USER-LEVEL VS. TENANT-LEVEL WORKLET CONFIGURATION

Worklets can be manually configured on landing pages or dashboards by each user, and can
also be required or recommended for authorized security groups at the tenant level.

User Level – Manual Configuration

A user can manually configure worklets on a landing page or dashboard if:

 The user has access to the landing page or dashboard.

 The user has access to the worklet (e.g., custom report is shared with the user or owned
by the user).
 The worklet is allowed for that landing page or dashboard. See the “Available on”
configuration in the report definition/worklet options.

To configure worklets on landing pages or dashboards at the user level, click the Configure this
page icon in the upper right corner of the landing page or dashboard. Add, remove, or reorder
worklets that are allowed for that landing page or dashboard.

Note: Required Worklets (defined at the tenant level) cannot be manually configured.
A user will only be able to configure and add worklets to which they have access (i.e.,
reports that are shared with or owned by them).

25 – Configure Worklets options for the Home page.

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Tenant Level
Worklets can be configured as required or recommended for authorized security groups at the
tenant level if:

 The worklet is allowed for that landing page or dashboard. See the “Available on”
configuration in the report definition/worklet options.
 The worklet (custom report) is shared with security groups.

Use the Maintain Dashboards report to configure required and recommended worklets for a
given landing page or dashboard.

Security Note: Use of the Maintain Dashboards report requires access to the Setup:
Tenant Setup – Worklets domain.

Configure Content allows you to configure required vs. recommended worklets on that
dashboard or landing page, as well as control the worklet display size. Required and
recommended worklets can be configured for all authorized or specific security groups.
Authorized security groups include security groups with access to the worklet.

Field Description
Required Worklets Can be configured at the security group level, so you can require a
worklet for one security group, not another. Users in those security
groups cannot remove the worklet from that landing page or
dashboard.
Recommended Can be configured at the security group level, and will show as
Worklets optional worklets by default, allowing authorized users to remove
them if desired.
Worklet Sizing Can select 1x or 2x to control the size of the worklet on the page.
The size of the worklet will respond to the available viewing area.
Worklet Title Can specify a worklet title which is different from the report name.
This worklet title only displays on a dashboard and not when the
report is ran independently.

Note: You can only configure custom worklets at the tenant level if the worklet (i.e.,
the custom report it is based on) is shared with other security groups.

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ACTIVITY 3.2 – WORKLET ACCESS

Introduction: This activity will highlight the requirements for adding a worklet to a dashboard
and accessing the worklet as a report user.

TASK #1: USER-LEVEL MANUAL WORKLET CONFIGURATION

1. Sign in (or Start Proxy) as Teresa Serrano (tserrano).

2. From the Home page, click the Configure this page icon.

3. Click the Add Row icon to add a row at the top and select WICT RW Expense Reports
without Attachments as the first worklet. Why is this report available for Teresa to add
to the Home page? Complete the table:

Requirement Yes/No

The user has access to the landing page or dashboard.

The user has access to the worklet (i.e., custom report is shared
with the user or owned by the user).
The worklet is allowed for that landing page or dashboard. See the
“Available on” configuration in the report definition worklet options.

4. Click OK and Done.

5. Click the WICT Expense Reports without Attachments worklet icon to run the report.
Why is no data found?

6. Click the Configure icon and select Edit Settings. The Expense Report Date prompts
display.

7. Click Cancel.

8. Start Proxy as Logan McNeil.

9. Click the Configure this page icon on the Home page.

10. Search for the WICT RW Expense Reports without Attachments worklet. Why can’t
Logan add this worklet to her Home page? Complete the table:

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Requirement Yes/No

The user has access to the landing page or dashboard.

The user has access to the worklet (i.e., custom report is shared
with the user or owned by the user).
The worklet is allowed for that landing page or dashboard. See the
“Available on” configuration in the report definition worklet options.

11. Click Cancel.

12. Stop Proxy.

13. As Teresa, click Dashboards and select the Expense Management dashboard.

14. Click the Configure this page icon and search for the WICT RW Expense Reports
without Attachments worklet. Why can’t Teresa add the report to this dashboard?
Complete the table:

Requirement Yes/No

The user has access to the landing page or dashboard.

The user has access to the worklet (i.e., custom report is shared
with the user or owned by the user).
The worklet is allowed for that landing page or dashboard. See the
“Available on” configuration in the report definition worklet options.

15. Click Cancel.

TASK #2: TENANT-LEVEL WORKLET CONFIGURATION

1. Access the Maintain Dashboards report to configure worklet at the tenant level.

2. Click Configure Content next to the Auditor Workday-delivered dashboard.

3. Search for the WICT Expense Reports without Attachments worklet in the Required
Worklets section. Why isn’t the worklet available to add? Complete the table:

Requirement Yes/No

The report is shared with security groups.

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The worklet is allowed for that landing page or dashboard. See the
“Available on” configuration in the report definition worklet options.

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SECURITY

As we have seen, a user must have access to the landing page or dashboard and must also
have access to the worklet (custom report).

DASHBOARD SECURITY

Dashboards and landing pages are secured to domains. A user must have a security group with
permissions to the domain securing the landing page or dashboard in order to view the page.

To determine the domain securing a given dashboard, click View to see the dashboard settings
in the Maintain Dashboards report.

You can also get security information for the dashboard using a valuable security report called
View Security for Securable Item. This report will also show you the securing domain as well as
the permitted security groups for the domain. Remember that security in Workday is
configurable. You can edit domain security policies to add or remove security groups to meet
your requirements.

1. Run the View Security for Securable Item report.

2. Enter the name of the landing page or dashboard.

a. Delivered dashboards show as: (Report (XpressO))

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b. Custom Dashboards show as: (Custom Dashboard)

3. View the Permitted Security Groups.

4. To add security groups, use the Related Actions icon for the domain security policy
shown and select Edit Security Policy Permissions.

26 – View Security for Securable Item report for the Auditor Workday-delivered dashboard.

WORKLET SECURITY

Worklets can only be added or configured on ‘allowed’ landing pages or dashboards, per the
report’s worklet options. The page must be specified in the Available on field.

27 – The Available on field in the Worklet Options section of the Output tab of a report definition.

Once on a given landing page or dashboard, users will only see or be able to add worklets to
which they have access:

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 Delivered worklets: These worklets are secured to domains. Users must have a
security group with permissions to the domain securing the worklet. Use the View
Security for Securable Item report to see the security for a delivered worklet.
 Custom worklets: Since these worklets are custom reports, users must have access to
the custom report as the owner of the report or it must be shared with them.

Reminder: Custom reports can be shared with users or security groups who have
access to the report’s data source.

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ACTIVITY 3.3 – ADD A WORKLET TO A DELIVERED

DASHBOARD

Business Case: Teresa needs to configure prompt defaults and share the report definition so
that it can be added to the Auditor dashboard. She will test the prompt defaults using 2014
dates and then 2013 dates.

TASK #1: VIEW SECURITY FOR AUDITOR DASHBOARD

1. Sign in (or Start Proxy) as Teresa Serrano (tserrano).

2. Run the View Security for Securable Item report.

3. Search for auditor and select Auditor (Report (XpressO)). This is the Workday-
delivered dashboard.

4. Click OK. Notice the dashboard is secured to the Management Dashboard: Application
Audit domain security policy and the permitted security groups are Finance
Administrator, Finance Auditor, HR Auditor, and Implementers.

TASK #2: CONFIGURE REPORT

1. Edit the WICT RW Expense Reports without Attachments report.

2. Click the Prompts tab.

3. Click Populate undefined Prompt Defaults and enter the following:

Field Prompt Qualifier Default Type Default Value

Expense Report Date Starting Prompt Specify default 01/01/2014

value
Expense Report Date Ending Prompt Specify default 12/31/2014
value

4. Click the Share tab.

5. Select Share with specific authorized groups and users and enter the following:

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Field Name Entry Value

Authorized Groups Controller

Finance Auditor

Reminder: If you share a custom report with a security group that does not
have access to the dashboard, members of that security group can still run the
report outside the dashboard. Similarly, security groups with access to the
dashboard who do not have access to the custom report can get to the
dashboard, but will not see the configured worklet on that dashboard.

6. Click the Columns tab.

7. Select Do Not Show On Worklet in the Options column for the Expense Report Payee
field.

Tip: To save space, you can use this Do Not Show on Worklet field option to
not show a column when the report is run in the worklet, where if the report is
run outside of the worklet, all columns will show.

8. Click OK and Run. Why do all columns display?

9. Access the Maintain Dashboards report.

10. Click Configure Content next to the Auditor Workday-delivered dashboard.

11. Click the Add Row icon in the Required Worklets section and add the WICT RW
Expense Reports without Attachments worklet. The security groups configured on the
report display by default.

12. Select 2x as the Worklet Size.

13. Click OK and Done.

TASK #3: TEST ACCESS

1. Start Proxy as Charles Bradley. Charles is a member of the Finance Auditor security
group.

2. From the Home page, select Dashboards > Auditor. The Expense Report without
Attachments worklet displays.

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Reminder: Remember how we are not showing the Expense Report Payee
column when run in the worklet, and we limited the maximum number of rows
displayed to 30.

3. Click Configure > Edit Settings. The default prompt values display.

4. Change the prompts to 01/01/2013 and 12/31/2013.

5. Click OK.

6. Click View More…to see the report run outside of the worklet. Note how all columns and
all instances are shown.

7. Stop Proxy.

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SCENARIO

Teresa has been asked to create a custom dashboard for C-

level executives that shows expenses by cost center with
prompts for company and date range.

Cost Center Dashboard Requirements:

 Available to C-level executives
 Prompts for Company, Start Date, and End Date. Default to GMS USA and data for
2015
 Worklets: Expenses by Cost Center and Airfare by Cost Center. Includes pie chart and
table

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CUSTOM DASHBOARDS

Beyond the Workday-delivered dashboards, you can also configure an unlimited number of
custom dashboards.

The Maintain Dashboards report provides a centralized administration view with options to view,
create, edit, and delete dashboard settings, as well as to configure content, menus, and
announcements on the dashboards.

This task allows you to:

 View all Workday Delivered and Custom dashboards in the tenant.

 Configure the Dashboard Prompts, Required Worklets, and Recommended Worklets for
each dashboard on the tenant level via the Configure Content button.
 View and edit the dashboard settings.
 Delete a custom dashboard (only active if the Dashboard has no worklets).
 Create a new custom dashboard via the Create Custom Dashboard button.

Additional tasks:

 Enable Worklet for Dashboards: Add a delivered worklet to a custom dashboard

 Remove Worklet from Dashboards: Remove worklets from dashboards

Security Note: These tasks are secured to the Set Up: Tenant Setup – Worklets
domain.

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You can configure and add worklets to each custom dashboard just as you would with pre-
configured dashboards. You also have the ability to configure dashboard specific menus and
announcements. These features will be detailed in an upcoming section.

CREATE A CUSTOM DASHBOARD

When creating a custom dashboard, you must specify the following:

Field Description
Prompt Set Custom dashboards can use prompt sets, where a set of prompt values
(optional) can be passed to all worklets on the dashboard.
Domain Custom dashboards must be secured to a delivered or custom domain.
Users with security groups permitted for the domain can access the
custom dashboard. If a delivered domain does not meet the needed
permissions, you can leverage up to 50 custom domains.
Dashboard Icon Indicate which icon to display when the custom dashboard is added as
a worklet on the Home page.
Maximum Indicate the maximum number of worklets allowed on the dashboard. 6
Worklets is the maximum allowed across all dashboards.
Allowed
Configurable By Indicate whether a user can add or remove worklets from the custom
User dashboard. (Note: Custom dashboards using prompt sets are not user
configurable.)

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28 – Create Custom Dashboard configuration options.

After defining the dashboard settings, configure the content for the custom dashboard.
Determine which worklets should be on the dashboard and which security groups should have
access to each worklet.

PROMPT SETS

Prompt sets configured at the dashboard level provide an enhanced user experience and allow
for flexibility with report deployment. Prompt field values set at the dashboard level apply to the
worklets configured for the dashboard, allowing the user to view data across all worklets with
one prompt set.

When configuring content for a custom dashboard with prompt sets, you can only configure
required (not recommended) worklets. Dashboard users are not able to add or remove worklets
from a dashboard that uses a prompt set.

Additionally, the dashboard creator or a user with the appropriate security must Map Prompts to
specify from where the worklet prompts should get their values.

The options for mapping prompts are as follows:

 Use value from dashboard prompt

 Use default value from worklet

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 Specify default value

 Determine default value at runtime

29 – Map Prompts page from the Required Worklets tab of the Configure Content task.

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DEMO – PROMPT SETS

Introduction: This demonstration illustrates how prompt sets can be leveraged by different
dashboard users.

Sign in as Logan McNeil (lmcneil)

1. From the Home page, as Logan, click the Dashboards worklet and select Manager
Dashboard. Data displays for which Supervisory Organization?

2. Start Proxy as Betty Liu, the Director of Payroll Operations.

3. Navigate to the Manager Dashboard. For Betty, which organization displays in the
prompt set?

4. Stop Proxy.

5. As Logan, run the Maintain Dashboards report.

6. Locate the Manager Dashboard and click View.

a. What is the prompt set configured for the dashboard?

b. Which domain is the dashboard secured to?

Reminder: Users with security groups configured for this domain will have
access to the dashboard.

7. Click the prompt set to view the details. Are default values configured for the prompt
fields?

8. Access the Configure Dashboard Content task.

9. Select the Manager Dashboard. What is the default value for the Organization Field?

Note: This calculated field returns the highest supervisory organization

managed by the current worker. The value changes depending on who
accesses the dashboard.

10. Click the Required Worklets tab.

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11. Click Map Prompts for the first worklet. How does the worklet retrieve values for its
prompts?

12. Click Cancel.

13. Click Cancel and Discard.

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ACTIVITY 3.4 – DEPLOY WORKLETS ON A CUSTOM

DASHBOARD

Business Case: Teresa Serrano has been asked to create a custom dashboard for C-level
executives that shows expenses by cost center with prompts for company and date range.

TASK #1: CREATE CUSTOM DASHBOARD

1. Sign in (or Start Proxy) as Teresa Serrano (tserrano).

2. Access the Maintain Dashboards report.

3. Click Create Custom Dashboard in the bottom left of the page.

4. Enter WICT Cost Center Dashboard as the Dashboard name and click OK.

5. Enter the following Description: This dashboard shows cost center data by company.
Worklets will show results for a prompted company and date range.

6. Click the prompt in the Prompt Set field and select Create Prompt Set.

7. Enter the following information:

Field Name Entry Value

Name WICT Company and Date Range Prompt Set

Description This prompt set captures a company for organization reporting,
a start date, and an end date.
Category Company

8. Add three rows and enter the following Prompt Fields: Company for Organization
Reporting, Start Date, and End Date.

9. Click OK to save the prompt set.

10. Configure the remaining dashboard settings as follows:

Field Name Entry Value

Domain Custom Domain 30

Note: Custom Domain 30 has been configured with
permissions for the needed c-level security groups.

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Dashboard Icon Expenses

Max Worklets Allowed 6
Configurable by User (Cannot be checked when using prompt sets)

11. Click OK and Done to save the dashboard.

TASK #2: COPY REPORTS AS WORKLETS

1. From the search box, run the Copy Custom Report task.

2. Select WDINST Expenses by Cost Center.

3. Click OK.

4. Enter WICT RW Expenses by Cost Center as the Name.

5. Click OK.

6. Click the Output tab and enter the following:

Field Name Default Type

Enable as Worklet Yes

Available on WICT Cost Center Dashboard
Expense Management
Home
Max Number of Rows 10
Maximize Report Display this worklet when maximized
Options
Refresh Data Every Sign in
Worklet Icon Bar graph

7. Click the Share tab and add the following security groups: Chief Executive Officer,
Chief Financial Officer, and Chief Human Resources Officer.

8. Click OK to save the report.

9. Copy the WDINST RW Airfare Analysis by Cost Center report and rename it to WICT
RW Airfare Analysis by Cost Center.

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10. Click OK.

11. Review the report definition. Notice how the report groups airfare expense report lines by
cost center and sums the amounts.

12. Configure the Output tab as follows:

Field Name Default Type

Enable as Worklet Yes

Available on WICT Cost Center Dashboard
Expense Management
Home
Max Number of Rows 10
Maximize Report Display this worklet when maximized
Options
Refresh Data Every Sign in
Worklet Icon Default

13. Configure the Share tab to include the following security groups: Chief Executive
Officer, Chief Financial Officer, and Chief Human Resources Officer.

14. Click OK to save the report.

TASK #3: CONFIGURE DASHBOARD CONTENT

1. Run the Maintain Dashboards report.

2. Click Configure Content for the WICT Cost Center Dashboard.

3. Enter the following on the Dashboard Prompts tab:

Prompt Field Default Type Default Value Required

Company for Specify Default Value Global Modern Yes

Organizational Services, Inc. USA
Reporting
Start Date Specify Default Value 01/01/2015 Yes
End Date Specify Default Value 12/31/2015 Yes

4. Click the Required Worklets tab.

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5. Click the Add Row icon and add two rows. Note how the only worklets available are the
two you configured for the custom dashboard.

Reminder: Worklets can only be configured at the tenant level if they are
shared.

6. Add both reports as worklets.

7. Click Map Prompts for the WICT RW Expenses by Cost Center worklet and enter the
following:

Prompt Field Value Type Field

Company Use Value from Company for

Dashboard Prompt Organization Reporting
Starting Expense Use Value from Start Date
Report Accounting Dashboard Prompt
Date
Ending Expense Use Value from End Date
Report Accounting Dashboard Prompt
Date

Important: Be sure to map the End Date field for the Ending Expense
Report Accounting Date prompt.

8. Click Done.

9. Repeat mapping the prompts for the second worklet.

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10. Click Done.

11. Select 1x as the Worklet Size for both worklets.

12. Click OK and Done.

TASK #4: TEST THE DASHBOARD

1. Start Proxy as Steve Morgan. Steve is a member of the Chief Executive Officer security
group. He has access to the dashboard and to the worklets.

2. Access the WICT Cost Center Dashboard. Which Cost Center has the highest
expenses in 2015?

3. Click the pencil icon to edit the dashboard prompt settings and enter the following:

Field Value

Company for Organization Reporting Global Modern Services, Inc. USA

Start Date 01/01/2013
End Date 12/31/2013

4. Click OK to view the updated worklet results. What is the total airfare cost in 2013?

5. Try other companies and date ranges.

TASK #5: ADD DASHBOARD WORKLET TO HOME PAGE

1. Start Proxy as Rachel Knight. Rachel is a member of the Chief Financial Officer
security group. She has access to the dashboard and to the worklets.

2. From the Home page, click the Configure this page icon.

3. Add a row and select the custom dashboard: WICT Cost Center Dashboard.

4. Click OK and Done. The individual dashboard worklet is now directly accessible from
the Home page.

5. Stop Proxy.

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SCENARIO

Logan wants to configure a menu and announcement related

to report performance on the Report Administrator dashboard.

Requirements:
 Performance Tools menu with an external link to the Performance White Paper.
 Announcement regarding an effort to improve report performance.

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MENUS AND ANNOUNCEMENTS

Workday dashboards, delivered or custom, can be leveraged for more than worklets and
analytics. Configure menus and announcements using the Maintain Dashboards report to allow
users to access not only reports, but also key tasks, links, and announcements.

Menus are available for dashboards (both delivered and custom), but not for landing pages such
as Home or Workbench. Announcements are allowed on dashboards and landing pages.

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MENUS

Menus allow you to configure tasks, links, and custom reports in up to four sections of a
dashboard. Tasks can only be configured on Workday-delivered dashboards using a Workday
determined list of tasks.

30 – Configure Menu page for the Report Administrator delivered dashboard.

Example: The Academic, Invoice and Payments, Report Administrator, and Team
Performance dashboards have tasks enabled that can be configured on menus.

Security Note: A dashboard user will only see tasks, custom reports, and links to
which they have access.

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ANNOUNCEMENTS

Announcements can be configured for all dashboards and landing pages, including Home. They
can include an action, report, or link that will display in the announcement box. Similar to
allowed Menu tasks, Workday determines the allowed actions.

Some common configurations include: a rule to target a specific audience using the Create
Announcement Rule task, an image or video to display with the message, and an expiration
date for the announcement.

Option Description
Rule Select a condition rule that identifies the message recipients. If you
leave this field blank, all users see this message. Use tasks: Create
Announcement Rule, Edit Announcement Rule, View Announcement
Rule.
Expiration Date Set a date where users no longer see the announcement on the
dashboard or landing page.
Message From / Specify who the message is from, or enter a message title.
Message Title
Show Current Photo Include the message sender's photo (from their worker profile) or a
/ Upload Custom custom image, such as a logo, in the announcement. Custom
Image images must conform to the file size limit and permitted file types for
your tenant. To select an existing image or create an image,
select Upload Custom Image. If you select None of the above, or for
messages with titles only, Workday displays a stock image.
Message Type the message. Click Format Text to open a larger field with a
rich text editor.
Video Specify a title and description, then select an image preview and
enter the URL for the video (hosted outside of Workday). Videos
open in separate browser tabs.
Action/Custom Select an option for including direct links in the announcement to:
Report/External Link Tasks enabled for each specific dashboard or landing page.
External links.
Custom reports.

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ACTIVITY 3.5 – CONFIGURE MENUS AND

ANNOUNCEMENTS

Business Case: Logan wants to add a menu section within the Report Administration
Dashboard containing Performance Related Items. She will create a Quicklink to display
within the menu. She will also create an announcement for the reporting team.

TASK #1: CREATE QUICKLINK

1. Sign in (or Start Proxy) as Logan McNeil (lmcneil).

2. Run the Maintain Quicklinks task.

3. Click the Add Row icon and enter the following:

Field Name Entry Value

Name Performance White Paper

URL https://community.workday.com/articles/347306
Description Resource on optimizing report performance.

4. Click OK.

TASK #2: CONFIGURE MENU AND ANNOUNCEMENT

1. Run the Maintain Dashboards report.

2. Click Configure Menu for the Report Administrator dashboard. There are several tasks
and reports already configured on this dashboard menu.

3. Click the Add Row icon to add a section and enter Performance Tools as the section
label.

4. Select the Performance White Paper link in the External Link field.

5. Click OK and Done.

6. In the Maintain Dashboards report, click Announcements for the Report Administrator
Dashboard.

7. Click the Add Row icon to add an Announcement and enter the following:

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Field Value

Message Title Team Project

Message If you own a report Identified in the Slowest
Reports Run In Background worklet, please
access the Performance White Paper in the
Performance Tools menu to help develop an
action plan.

8. Optionally, click Format Text to format the text as desired.

9. Click OK and Done.

TASK #3: VIEW DASHBOARD

1. Navigate to Home > Dashboards > Report Administrator. Confirm that the Menu and
Announcement display.

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LIMITS AND PERFORMANCE

LIMITS

Landing pages and dashboards have limits on how many worklets can be displayed. An alert
will display to users attempting to configure additional worklets, and the worklets exceeding the
limit will not display in the output.

Example limits include:

 Home: The first 20 configured worklets display, starting with required worklets.
 Workbench: The first 12 configured worklets will display, starting with required worklets.
 Dashboards: The first 6 worklets display, starting with required worklets.

PERFORMANCE

The following are some best practices and tips for optimizing the performance of custom
worklets from Workday Community.

1. Use the most efficient data source for the worklet's intended users.

For example, for worklets designed for the Manager role, this might be a data source like My
Direct and Indirect Workers. This data source returns only the relevant workers, rather than
initially getting data for all workers (like the All Workers data sources) then filtering out the
results. Using a data source specifically built for the audience can improve performance,
particularly when using a mobile device.

Where possible, design the worklet using an indexed data source and use indexed fields.

For example, use a data source like Workers for HCM Reporting or Trended Workers rather
than a non-indexed data source like All Workers or All Active and Terminated Workers. You
should see performance improvements using indexed data sources whenever the set of data
returned is anything other than the full set of instances or rows.

Reminder: Use the Fully Indexed Report checkbox when creating a report using an
indexed data source in order to only select indexed fields in your report definition.

2. Share worklets using the simplest security groups possible.

For example, the My Direct and Indirect Workers data source is secured to domains that
typically have more restricted audiences like Managers and Talent Partners only. On the other
hand, a data source like All Workers can potentially return all rows, suggesting that this data
source is associated with domains that have more security groups, possibly requiring more
complex and time-consuming security evaluations.

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Where possible, employ user-based security groups rather than job-based security groups.

For example, put the CEO, CFO, and any other job-based security groups that have access to
All Organizations, into user-based groups. This optimizes worklet performance for these
individuals. For example, replace the CEO job-based group with a CEO user-based group, and
assign the CEO to the CEO user-based group, and so on. This approach reduces the
complexity of the security evaluation required, improving the performance of the worklet.

3. Inform users to expect shorter worklet response times after their initial sign-in to
Workday is complete.

Worklets are executed once per user session (unless they are manually refreshed). So, when
you initially sign in to Workday, any worklets associated your landing pages or dashboards
retrieve data as required to render the worklet. However, once you have accessed worklet once,
it renders more quickly on subsequent requests since it is now cached in memory.

4. Workaround (if worklet will take more than 30 seconds)

Create a report that ‘lists’ the report for execution. So when the user clicks to execute the report,
it will run outside of the worklet. Data sources that include the Report Task field (which displays
the executable report link) are:

 Custom Reports I Can Run

 All Custom Reports
 My Custom Reports
 All Standard Reports
 Standard and Custom Reports I Can Run

Note that a menu could also be used to create a list of reports if there are too many or if they
take more than thirty seconds to run.

Resource: For more information on report performance, refer to the Practical Guide
for High Performance Reporting on the Workday Community.

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ACTIVITY 3.6 – WORKAROUNDS

Business Case: Logan would like to reconfigure the Benefits Dashboard for the slow loading
worklet. She would also like to give dashboard users access to more than 6 reports.

TASK #1: CONFIGURE MENU ITEM

1. Sign in (or Start Proxy) as Logan McNeil (lmcneil).

2. Access the Maintain Dashboards report.

3. Click Configure Menu for the Benefits Dashboard.

4. Add a new Section and enter Long Running Reports as the Section Label.

5. For the Item select the Monthly Benefit Premiums by Organization Custom Report.

6. Click OK and Done.

TASK #2: REMOVE WORKLET FROM DASHBOARDS AND TEST

1. Run the Remove Worklet from Dashboards task and enter the following:

Field Name Entry Value

Worklet Name Monthly Benefit Premiums by Organization

Dashboard All Dashboards
Remove Configuration User and Admin Configurations

2. Click OK. View the Admin Configurations and User Configurations for this worklet.

3. Click Confirm and then OK. This will remove the worklet from Logan’s Benefits
Dashboard and as a recommended worklet configuration at tenant level.

4. To test, return to the Home page and click Dashboards > Benefits Dashboard. Note
how the dashboard still takes a while to load, but all worklets will eventually load data.
The long running report can now be run from the dashboard as a menu item.

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TASK #3: LIST REPORTS FOR EXECUTION IN ONE WORKLET

1. From the search box, run Create Custom Report task and enter the following:

Field Name Entry Value

Report Name WICT RW Custom Reports I Can Run by Tag

Report Type Advanced
Data Source Custom Reports I Can Run

2. Click OK.

3. Add three rows and select the following fields as columns on the report:

Business Object Field

Custom Report Report Tags

Custom Report Report Task
Custom Report Brief Description

4. Click the Filter tab and configure the following filter conditions:

Field Name Entry Value

Field Report Tags

Operator Frequently Used > Any in the selection list
Comparison Type Prompt the user for the value
Comparison Value Default Prompt

5. Click the Prompts tab.

6. Select Populate undefined Prompt Defaults and enter the following:

Field Name Entry Value

Field Report Tags

Default Type Specify default value
Default Value Benefits

7. Configure the Output tab as follows:

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Field Name Default Type

Enable as Worklet Yes

Available on Home
Benefits Dashboard
Max Number of Rows 100
Maximize Report Display this Worklet when maximized
Options
Refresh Data Every Sign in
Worklet Icon Question Mark

8. Click the Share tab and select Share with all authorized users.

9. Click OK to save and Run the report. See reports (listed as executables) that Logan can
run for given report tags.

10. Now configure this worklet as a recommended worklet on the Benefits Dashboard. From
the search box, run Maintain Dashboards.

11. Click Configure Content for the Benefits Dashboard.

12. Click Recommended Worklets.

13. Add a row and select the WICT RW Custom Reports I Can Run by Tag worklet.

14. Click OK to save.

15. Start Proxy as Teresa Serrano.

16. Access the Benefits Dashboard. See how Teresa has access to a different number of
Benefits tagged custom reports.

Tip: Delivered worklets, such as Favorites, can be configured on Custom

Dashboards using task: Enable Worklet for Dashboards.

17. Stop Proxy.

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ACTIVITY 3.7 – MY REPORTS LIBRARY (OPTIONAL)

Business Case: Provide a report on the Home page that includes custom reports the user
can run for different areas such as Benefits and Financials.

TASK #1: CREATE THE REPORT LIBRARY REPORT

1. From the search box, run the Create Custom Report task and enter the following:

Field Name Entry Value

Report Name My Reports Library

Report Type Advanced
Data Source Custom Reports I Can Run

2. Click OK.

3. Add the Report Task field to the report.

4. Click the Filter tab and add a filter condition. Configure as follows:

Field Name Entry Value

Field Report Tags

Operator Frequently Used > Any in the selection list
Comparison Type Value Specified in this Filter
Comparison Value Create Report Tag > Report Library

5 Click the Output tab and configure the Worklet Options as follows:

Field Name Default Type

Enable as Worklet Yes

Available on Home
Max Number of Rows 100
Maximize Report Options Display this Worklet when maximized
Refresh Data Every Sign in
Worklet Icon Question Mark
Help Text > Brief Description List Custom Reports I can Run by Tag

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More Information List Custom Reports I can Run by Tag

6. Click the Share tab and select Share with specified groups and users.

7. For Authorized Groups, click on the prompt and select the All Users security group.

8. Click OK to save. When this report is run, based on our filter condition, this report will list
all reports that are tagged as “Report Library”.

TASK #2: CREATE REPORTS TAGGED WITH “REPORT LIBRARY”

1. Using related actions or the Copy Custom Report task, copy your My Reports Library
custom report and rename to My Benefits Reports.

2. Click OK.

3. In the upper-right, click the prompt for Report Tags, and select Report Library for the
tag. By tagging this report as “Report Library” it will get picked up in your “My Reports
Library” custom report created in Task 1.

4. Add the Brief Description field as the second field in the report.

5. Click the Filter tab and replace the tag value as follows:

Field Name Entry Value

Field Report Tags

Operator Frequently Used > Any in the selection list
Comparison Type Value Specified in this Filter
Comparison Value Benefits

6. Click the Share tab and select Share with specified groups and users.

7. For Authorized Groups, click the prompt and select the All Users security group.

8. Click OK to save.

9. Let’s now do a second copy. Copy this benefits related report and rename to My
Financials Reports. Notice how the report tag of Report Library is copied as well.

10. Click the Filter tab and replace the tag value as follows:

Field Name Entry Value

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Field Report Tags

Operator Frequently Used > Any in the selection list
Comparison Type Value Specified in this Filter
Comparison Value Financials (remove Benefits)

11. Click the Share tab and select Share with specified groups and users.

12. For Authorized Groups, click the prompt and select the All Users security group.

13. Click OK to save.

14. Repeat steps 9-13 for additional reports for other areas besides benefits and financials
as needed. Make sure the report tag is “Report Library” for these custom reports so that
they will get picked up in the Task 1 My Reports Library report.

TASK #3: RUN THE MY REPORTS LIBRARY REPORT

1. Run the My Reports Library report. Remember, this report will list all reports that have
the report tag of “Report Library”. The two custom reports display in the output.

2. You can optionally configure this worklet as a recommended worklet on the Home page.
However, note that since report can only be shared with All users, you may not want to
recommend this worklet for all users in the tenant. In such cases, you must manually
configure the worklet on home pages for those that need it.

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ACTIVITY 3.8 – ADD AIRFARE ANALYSIS TO

DASHBOARD (ON YOUR OWN)

Business Case: Teresa wants the WICT RW Airfare Analysis report to display as a required
worklet for Expense Partners, Expense Analysts, and the Finance Auditor on the Expense
Management dashboard.

Sign in as Teresa Serrano (tserrano)

As Teresa Serrano (tserrano), add the WICT RW Airfare Analysis report you created earlier as a
Required Worklet on the Expense Management dashboard. The worklet should be visible to
Finance Auditor Charles Bradley and display data for GMS USA.

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CHAPTER 3 SUMMARY

 Custom reports can be enabled as a worklet and added to a delivered or custom

dashboard.
 Worklets have space and performance limitations that should be considered during
report design.
 Consider the security of the report and the dashboard when determining which groups
should have access to the worklet.

Resource: Refer to the FAQ on Worklets and Dashboards in Appendix B for tips on
managing dashboards.

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CHAPTER 4 – REPORT APPLICATION IN WORKDAY

OVERVIEW

This chapter explores the ways that report results can be used throughout Workday. Embed
reports in a business process to provide context to the task and enable users to make informed
decisions. Configure alerts that notify users based on the results of a report, independent of a
business process. Display reports on mobile dashboards for easy access to analytics anywhere.
In addition, this chapter discusses how reports can be grouped together and scheduled as one
unit, to be output to Excel or as a PDF. Use report bursting to generate multiple versions of a
report for different audiences.

OBJECTIVES

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

 Describe the capabilities of mobile reports.

 Explain how to embed a report into a business process.
 Configure alerts to notify users of report results.
 Use a report group to group several reports and schedule them as one unit to be output
as an Excel file or a PDF.
 Apply an Excel template to a report or report group to write the output of the reports to
one Excel workbook.
 Use report bursting to generate multiple versions of a report.

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MOBILE REPORTS

Workday reports can be accessed on mobile devices such as iPads or Android phones, allowing
users to have access to key data on the go, when they need it, and where they need it.

Dashboards (delivered and custom), to which the user has access, will show automatically on
mobile devices.

You can also configure

individual reports to show
outside of dashboards, under
Mobile Reports. Mobile Reports
is a landing page.

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Workday custom reports can be configured to display under Mobile Reports on a mobile device
using the following steps:

1. Enable the report as a Worklet from the Output tab of the report definition.

2. Make the report Available on Mobile Reports.

3. Configure the Mobile Reports landing page.

31 – Worklet Options of a report definition with Mobile Reports selected.

Similar to other landing pages and dashboards, worklets for mobile can be configured at the
tenant level, as required or recommended, using the Maintain Dashboards report.

Users can also manually configure which optional worklets they want to see on Mobile Reports.
This assumes the user has access to the Mobile Reports landing page and to the given Custom
Report/Worklet.

Run the Configure My Worklet Landing Pages task (select Mobile Reports), or the Mobile
Report Configuration task. There, the users can add/remove/reorder reports for mobile if the
report is:

 Enabled as worklet
 Available on Mobile Reports landing page
 Available to the user

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MOBILE REPORT CONSIDERATIONS

Below are some items to keep in mind when using mobile reports:

 Transposed report types cannot be configured for Mobile Reports.

 Mobile worklets on dashboards are restricted to displaying a maximum of 100 rows.
When configured, the View More button enables you to see the full report without
restrictions.
 Workday displays an alert when sorting options (such as Display Header, Display Sub
Totals, Group Column Headings, and Transposed) are not supported in mobile
solutions. With these options selected, the worklets will not be displayed on mobile
devices.
 Your data is secure in the cloud and that is where it should reside. We avoid all local
data storage except for the three instances listed below:

a. PDF viewing features (e.g., pay slips, talent card) require that the PDF is cached
while in view and deleted once closed. PDFs are encrypted with the data
protection API on iOS and by the OS on Android.

b. If the Workday tenant is configured to use mobile PIN login and a customer has
opted for the feature, a random temporary app token is stored to facilitate
authentication via PIN.

c. If doc sharing is enabled on iOS, customers can share attachments from the
Workday app with other apps on the device.

 Any activity relating to downloadable business data (e.g., emailing annotated reports,
viewing pay slip PDFs, sharing documents) can be disabled at the tenant level.

Resource: For More information, refer to the following community links:

 Mobile Solutions
 Mobile Security Overview and Security Q & A

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EMBEDDED ANALYTICS

Workday’s embedded analytic functionality enables you to embed worklet reports into specific
business process steps such as an Initiation step, Approval step, or an Action step (like a
Review step).

Embedding worklets into business processes allows users to view relevant contextual
information as they are performing actions within the process, thus leading users to more
informed decisions and less processing mistakes.

32 – Example of embedded analytics in the Request Compensation Change business process.

Within the given business process step, the user can access embedded analytics for that task in
the upper right corner under View Related Information. The window of embedded worklets can
be configured to be open or closed by default. Each report can also be configured to be
collapsed or expanded by default.

Resource: Check out this Next Level Analytic Highlight Series on Embedded
Intelligence

Additional Training: The Business Process Fundamentals course has additional

detail on these configurations.

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STEPS

To embed a custom worklet into a business process, you must first configure the worklet and
then add it to the business process step:

Enable the custom report as a Worklet and select Embedded on Tasks in the
Available on field.

Ensure the report is shared with security groups that will need access and that it
has the necessary prompts to be used in a business process.

Add the worklet to the business process step

(Business Process > Maintain Related Worklets).

Configure the worklet display and prompts on the business process step.

Configuration considerations:

 You can configure up to five worklets per business process step.

 To include worklets on an initiation step, they must be configured on the default
definition of the business process (rather than a copy of the default definition).
 When configuring the worklet on the step, you can map worklet prompts to the context of
the event and also control display options (e.g., expanded, collapsed).

ALLOWED BUSINESS PROCESSES

To view all of the business processes and related steps that are enabled for Embedded
Analytics, run the Business Process Steps Enabled for Worklets report.

Note: Only the Default Definition of a business process can have an embedded
worklet on the Initiation step. Copied business process definitions inherit the Initiation
step worklets from the default definition.

Workday delivers several preconfigured worklets for business process steps in areas such as
compensation, staffing, and talent. Custom Worklet reports can also be built to be used as
embedded analytics on business process steps.

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ACTIVITY 4.1 – EXPLORE EMBEDDED ANALYTICS

Business Case: Logan wants to view examples of embedded analytics for a business
process.

1. Sign in (or Start Proxy) as Logan McNeil (lmcneil).

2. Access the Business Process Steps Enabled for Worklets report.

3. Keep the default Effective Date and click OK.

A. How many worklets are listed for the Initiation step of the Request Compensation
Change default definition?

B. Which worklets are listed for the Review step of the Create Position for Global
Modern Services business process?

C. Which types of steps are enabled for worklets for the Expense Report Event for
Company Hierarchy business process?

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SCENARIO

Logan needs to configure an alert that informs managers

of direct reports at a high retention risk given a long time
since a pay increase.

Requirements:

 Create a custom report that returns all active employees who have not received a raise
in the past three years.
 Configure an alert that:
o Is sent to the Worker’s Manager
o Includes the Request Compensation Change task
o Includes the Last Base Pay Increase Date and Amount

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WORKDAY ALERTS

Workday’s alerts framework allows you generate notifications outside of a business process.
Similar to business process notifications, these notifications are sent to the user’s Workday
Inbox as well as to the user’s email (depending on tenant setup).

Note: Use the Edit Tenant Setup – Notifications task to configure notification
preferences for alerts. If users are allowed to set preferences, alert notification
delivery preferences can be configured at the Workday Account level under Change
Preferences.

Alerts are generated using a custom report, enabling relevant business information to be sent to
users based on virtually any condition for which you can create a report in Workday. The benefit
of configurable alerts is that users who receive such alerts do not have to manually look up
information or run a report to obtain the related information; it simply appears in the their Inbox.

Examples include:

 Key metrics reached or milestones met

 Items overdue, like a project timesheet
 Exceptions, like credit card transactions with no expense reports
 Birthday and employment anniversary reminders to managers
 Time off reminders to your team

CONFIGURING ALERTS

The Configure Alert task requires you to define the report and the frequency. Alerts can be one-
time or recurring. Monitor the status of an alert using the Process Monitor.

Security Note: The Configure Alert task is secured by the Notification Alerts security
domain.

The filter criteria in the custom report should define the conditions on which you want to alert.
Alert configurations include the ability to specify:

 Report Parameters (if report has prompts)

 Include Tasks (Optional)
 Configure Recipients
 Recipients (using available fields for context of report, e.g., Worker, Project Manager)
 Security Groups (e.g., HR Administrator, Security Administrator)
 Subject & Body of alert notification using static text or fields

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A Workday notification will be generated for each instance of the underlying report output.
Notifications will be grouped by recipient if more than one instance per recipient. Once
scheduled, you can View Alerts and further edit the details of the alert similar to other scheduled
processes. Use the View Alerts report to see all the existing alerts, including the Run Frequency
and the Status.

ALERT EXAMPLE

A common use case for an alert is upcoming birthdays for a manager’s direct reports. Two
standard reports are Workday-delivered to drive the delivered birthday and anniversary alerts.
To use these alerts, copy each associated report to a custom report to be used for the alert
configuration.

The Birthdays for this week and next report can be used in an alert that executes once a week
to notify the manager about a worker’s birthday.

33 – The Alert Configuration tab of the Birthday Alert.

The Alert Configuration tab includes the details of the alert. The Recipients section shows which
users and groups will receive the alert. The Subject and Body sections allow you to configure a
custom message for the text of the alert. In this case, the alert has introductory comments and
the Details section is populated with the worker name and birth date. This allows the manager to
easily see whose birthday is coming up and the exact date.

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The Schedule tab indicates how often the process runs and the range of recurrence (specify a
Start and End Date). The Additional Info tab includes other information about the alert such as
the creator of the alert.

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ACTIVITY 4.2 – CONFIGURE ALERT

Business Case: Logan has been asked to configure an alert that notifies Managers of active
employees on their team at a high retention risk given a long time since a pay increase.
Create a custom report and use it to configure the alert for the worker’s manager.

TASK #1: CREATE CUSTOM REPORT

1. Sign in (or Start Proxy) as Logan McNeil (lmcneil).

2. Access the Create Custom Report task and enter the following:

Field Name Entry Value

Report Name WICT RW Employees Need A Raise

Report Type Advanced
Data Source Workers for HCM Reporting

3. Click OK.

4. Select All Employees as the Data Source Filter.

5. Add four rows and select the following fields as columns on the report:

Field Name Entry Value

Field Worker
Field Worker’s Manager
Field Total Base Pay Annualized – Amount
Field Last Base Pay Increase – Amount
Field Last Base Pay Increase – Date

6. Click the Sort tab and add a row to sort the fields by Worker’s Manager:

Field Name Entry Value

Field Worker's Manager

Sort Direction Alphabetical - Ascending

7. Click the Filter tab and configure the following filter conditions:

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Field Name Entry Value

Field Last Base Pay Increase – Date

Operator Frequently Used > less than or equal to
Comparison Type Prompt the user for the value
Comparison Value Default Prompt

8. Click the Prompts tab.

9. Select Populate undefined Prompt Defaults and enter the following:

Field Name Entry Value

Field Last Base Pay Increase – Date

Prompt Qualifier Valid Values > Default Prompt
Default Type Determine default value at runtime
Default Value 3 Years Ago

10. For the Employee Type prompt, select Do Not Prompt At Runtime.

11. For the Include Terminated Workers prompt, select Do Not Prompt at Runtime.12.
For the Remove Exclude from Headcount, select Do Not Prompt at Runtime.

13. Click OK to save and Run the report. Notice the date default.

14. Click OK to run the report and view the results. Notice that there are several workers
who need a raise!

TASK #2: CONFIGURE ALERT

1. Access the Configure Alert task.

2. Select the WICT RW Employees Need a Raise report.

3. Select Run Now as the Run Frequency.

4. Click OK. (Note the alert can be scheduled to be recurring. For class purposes, we will
just run now.)

5. Enter Alert - WICT RW Employees Need a Raise in the Request Name.

6. Enter the following Report Parameters:

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Field Name Entry Value

Field Last Base Pay Increase - Date

Value Type Determine Value at Runtime
Value 3 Years Ago

7. Select Request Compensation Change as the Task in the Included Task section.

8. Select Worker’s Manager as the Recipient(s).

9. Enter Employees who need a raise as the Notification Subject.

10. Enter the following Introductory Comments: Please review the compensation analysis for
the employees listed.

11. In the Details section, configure the following three rows:

Text/Field Entry Value

Field Worker
Text Last Base Pay Increase Date:
Field Last Base Pay Increase – Date

12. Click OK to save and run the alert.

13. Click Refresh until status shows as Completed. How many notifications were
generated?

14. Click the value in the Notifications Generated field. How many Notification Topics are
listed for Recipient Angela Bianchi?

TASK #3: VIEW ALERT

1. Start Proxy as Angela Bianchi.

2. Navigate to the Notifications menu. Amelia would have also received this notification
via email if set as a preference on her account.

3. View the Alert Notification Details. Which direct reports of Angela’s are in need of a
raise?

4. Stop Proxy.

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TASK #4: VIEW OTHER EXAMPLES OF ALERTS

1. Start Proxy as Teresa Serrano.

2. Access the View Alerts report.

3. View the Credit Card Transactions Not Expensed Alert and other examples.

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SCENARIO

Teresa needs to share a group of financial statements

with the CEO, Steve Morgan.

Use a report group to schedule three existing financial reports. Include the following reports:

 Income Statement
 Qrtly Cash Flow - Indirect
 Balance Sheet

Apply the existing Financial Accounting Reports prompt set and configure default values for the
Global Modern Services USA Company and the December 2014 period.

Note: For a report group run on a recurring basis, a best practice is to configure the
period prompt to determine the default value at runtime so that the most recent data
is being pulled. For training purposes, you will configure a hard date.

Additionally, apply an Excel template to the group to include each report output as one sheet in
the workbook.

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REPORT GROUPS

Report Groups allow you to group several reports and schedule them to execute as one unit.
Report Groups are commonly used in Workday Financial Management, especially when
needing to run a set of reports at the end of a fiscal period.

If reports in a report group share common prompt fields, prompt sets can serve as an effective
way to populate and pass needed values to those reports without having to configure the
prompts at each report level. Report groups can use defined or delivered prompt sets, or can
reference an Empty Prompt set if one is not needed.

Note: In order to add a report to a report group, the Enable Save Parameters option
must be configured for a report, along with at least one saved filter.

By default, report groups produce one file for each report that can be output as an Excel file or
as a PDF. Optionally, an Excel template can be applied to the report group. Additional details on
Maintain Excel Template are covered later in this chapter.

SHARING AND SECURITY

Each report group is accessible to only the report group owner. Report groups cannot be shared
and ownership of the group cannot be transferred. When a report group is scheduled, it runs
using the security of the report group owner. However, scheduled report group output files can
be shared with other users. Shared users will see the output files using the security of the report
group owner. Use the output sharing option with caution, as any user with whom you share
report output will see the exact same output, regardless of their Workday security.

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Security Note: Similar to report scheduling, when scheduling a report group, the
Share tab is only available to users with access to the Report Output Sharing security
domain.

Optionally, report output can be shared based on a securing entity. It is common to share based
on securing entity when using report bursting. The upcoming section on report bursting
discusses this option.

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ACTIVITY 4.3 – CREATE REPORT GROUP

Business Case: Teresa needs to create a report group for three financial reports. She will use
an existing prompt set to pass needed prompt values to the reports. The report group output
files should be shared with the CEO, Steve Morgan.

TASK #1: CREATE REPORT GROUP

1. Sign in as Teresa Serrano (tserrano)

Important: You must log out as Logan and log in as Teresa for this activity.
Proxy access will not work.

2. Access the Create Report Group task.

3. Enter WICT RW Financial Statements as the Report Group.

4. Select the Financial Accounting Reports prompt set.

5. Click OK.

6. Configure the prompts tab as follows:

Prompt Field Default Type Default Value

Company Specify default value Global Modern Services, Inc. (USA)

Year Specify default value 2014
Period Specify default value 2014 – Dec
Mark as Final No default value

7. Click the Reports tab.

Reminder: In order to add a report to a report group, the report must have the
enable save parameters option with at least one saved filter.

8. Click Add and select the following from the prompts:

Field Name Value

Report or Task Income Statement

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Saved Filter USA Dec-14

Description Income Statement
Output Type Excel

9. Click the Add Row icon in the Report Prompts grid and enter the following:

Prompt Field Value Type Field

Company for Financial Reports Report Group Prompt Company

Period Report Group Prompt Period

10. Click Add to configure the next report and enter the following:

Field Name Value

Report or Task Qtrly Cash Flow - Indirect

Saved Filter Consol Dec-14
Description Quarterly Cash Flow Indirect
Output Type Excel

11. Click the Add Row icon in the Report Prompts grid and enter the following:

Prompt Field Value Type Field

Company for Financial Reports Report Group Prompt Company

Period Report Group Prompt Period

12. Click Add to configure the last report and enter the following:

Field Name Value

Report or Task Balance Sheet

Saved Filter Consol Dec-14
Description Balance Sheet
Output Type Excel

13. Click the Add Row icon in the Report Prompts grid and enter the following:

Prompt Field Value Type Field

Company for Financial Reports Report Group Prompt Company

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Period Report Group Prompt Period

14. Click the Share tab.

15. Select Share Report Output with other users.

16. For the Users, select Steve Morgan.

17. Click checkbox for I agree with the statement above.

18. Click OK to save the report group definition and Done.

TASK #2: SCHEDULE REPORT GROUP AND VIEW OUTPUT

1. From the search box, enter sf: WICT RW Financial Statements

2. Click the report group definition’s Related Actions and select Report Group >
Schedule.

3. Click OK to Run Now.

4. Keep the default prompt values under Report Criteria.

5. Click the Share tab and select Share report output with users specified in Report
Group.

6. Click OK and Refresh until the process is Completed.

7. Click the Output Files tab. Note how there are three files output, one for each report in
the report group. These files are available for Teresa and 1 shared user (Steve Morgan).

8. Start Proxy as Steve Morgan.

9. Note how Steve has received notifications for the documents and has access to these
files on the W: drive.

10. Stop Proxy.

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MAINTAIN EXCEL TEMPLATE

Workday allows you to attach an Excel file to a custom report or report group definition. The
output of the scheduled report or report group will be written to the attached Excel file and the
file will be secured in the tenant to the W: drive for authorized users.

Using the Maintain Excel Template option with a report group allows all reports in the report
group to be written to one attached Excel workbook, instead of generating separate Excel files.
You can configure up to 50 reports in a report group using the Excel template feature.

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ACTIVITY 4.4 – WRITE REPORT GROUP TO ONE

EXCEL WORKBOOK

Business Case: Teresa needs to write all the reports in a report group to one Excel workbook.

TASK #1: MAINTAIN EXCEL TEMPLATE FOR REPORT GROUP

1. Sign in as Teresa Serrano (tserrano)

Important: You must log out as Logan and log in as Teresa for this activity.
Proxy access will not work.

2. Using Excel, open the class provided Excel workbook Activity 4.4 - WICT RW Financial
Statements. Note the worksheet names.

3. In Workday as Teresa, enter sf: WICT RW Financial Statements in the search box.

4. Click the report group definition’s Related Actions and select Report Group > Edit.

5. Select the checkbox Use Excel Template.

6. Click OK to save.

7. Click the report group definition’s Related Actions and select Report Group > Maintain
Excel Template.

8. Click Attach and attach the class provided excel workbook Activity 4.4 - WICT RW
Financial Statements.

9. Confirm the report names and worksheet names:

Report Name Worksheet Name

Income Statement Income Statement

Qtrly Cash Flow - Indirect Qtrly Cash Flow - Indirect
Balance Sheet Balance Sheet

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Important: By default, the system assumes the worksheet name matches

the report name. You must edit, as needed, to tell Workday which
worksheet should receive which report. When the report group is
scheduled, if the mapped worksheet name is not found in the attached
Excel file, Workday will write the report output to a new worksheet.

10. Click OK and Done.

TASK #2: SCHEDULE REPORT GROUP AND VIEW OUTPUT

1. Click the WICT RW Financial Statements report group’s Related Actions and select
Report Group > Schedule.

2. Click OK to Run Now.

3. Keep the default prompt values for the Report Criteria.

4. Click the Share tab and select Share report output with users specified in Report
Group.

5. Click OK and Refresh until the process is Completed.

6. Click the Output Files tab. Note how there is now one output file. Open the file to see
the 3 reports written to each worksheet.

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EXCEL FORMATTING

You can also use the Maintain Excel Template option to automate Excel processing and
formatting when exporting a Workday custom report. This feature reduces the time and effort
needed to deliver Excel workbooks based on Workday custom reports, especially in cases
where you export a report on a regular basis and then reformat the data in Excel.

Using the Maintain Excel Template option, you can attach an excel file to a custom report or a
report group, where the excel file has predefined worksheets that reference the Workday written
report data and apply needed formulas, macros, formatting.

Important: The attached excel file should have reserved worksheets for the
Workday report (or reports if a report group). Formatting should be done in
additional worksheets that reference the Workday report data.

To configure an Excel template with formatting for a custom report:

1. Schedule the report (or report group) to output as an Excel file.

2. Download the output file and examine how Workday writes the output in Excel.

3. Note the worksheet name(s). It should default to the Workday report name(s).

Important: Always include a worksheet in the workbook where Workday

will write the report output upon execution.

4. In the same Excel file, create a separate worksheet (or worksheets) that pull in the report
output and apply any needed formatting and data manipulation.

5. Save the file.

6. Attach the file to the report definition (or report group) in Workday (Custom report >
Maintain Excel Template or Report Group > Maintain Excel Template).

7. Confirm the worksheet name for the report (or for the reports in the report group).

8. When the report executes again, the output data will continue to be written to the report
output worksheet and the additional sheets will then pull in the data and apply the
needed formats. The desired Excel output file is available in tenant (W: drive) and can
be shared with Workday users.

Note: Workday ensures that your report data is output as a sheet into the Excel
workbook that you associate with the report. You are responsible for designing and
troubleshooting any Excel macros and formulas in the Excel template workbook that
you create for use with this feature.

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DEMO – REPORT GROUP WITH EXCEL

FORMATTING

Introduction: This demo will show an existing report group that uses an excel template to chart
data from two financial reports in Workday.

Sign in as Teresa Serrano (tserrano)

TASK #1 - VIEW REPORT GROUP

1. Access the View Report Group report.

2. Select the Monthly Financial Metrics as the Report Group.

3. Click OK.

a. Does this report group use an Excel template?

b. Do the prompt fields have default values?

4. Click the Reports tab. Two reports display. Are report prompts configured for the AR
Aging Analysis report?

Note: If no report prompts are configured, the report will retrieve prompt
values from the saved filter. A saved filter is required for reports in a
report group.

5. Click the Income Statement – Trailing 12 Months report. The report prompts are being
mapped to the report group prompts.

6. Click the Share tab. Is the report shared with anyone?

TASK #2 - VIEW TEMPLATE AND SCHEDULE REPORT GROUP

1. Click the Report Group’s Related Actions and select Report Group > Maintain Excel
Template.

2. Note the Monthly Metrics attached .xlsx file. What is the Worksheet Name for the AR
Aging Analysis report?

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3. Click Cancel.

4. From the View Report Group page, click the Report Group’s Related Actions and select
Report Group > Schedule.

5. Click OK to accept the Run Frequency of Run Now. Which Company defaults as a
prompt value?

6. Click OK to initiate the background process.

7. Click Refresh until the process is complete. This may take a few minutes. An output
notification will display in the upper right.

8. Click the Output Files tab.

9. Click the Monthly Financials Metrics file to download the Excel workbook.

10. Open the file and click Enable Editing if prompted.

a. What do the AR and TTM sheets include?

b. What does Sheet2 display?

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ACTIVITY 4.5 – MAINTAIN EXCEL TEMPLATE

(OPTIONAL)
Business Case: Use the Maintain Excel Template task for a custom report to apply formatting
in Excel.

TASK #1: WRITE REPORT TO EXCEL

1. Sign in as Teresa Serrano (tserrano)

Important: You must log out as Logan and log in as Teresa for this activity.
Proxy access will not work.

2. From the search box, run a report called Customer Invoice Detail with the following
prompt values:

Field Name Entry Value

Company Global Modern Services, Inc. (USA)

Invoice Date 12/31/2015

3. Review the output. How many invoices are there for Bluestar Corporation?

4. Click the report definition’s Related Actions and select Custom Report > Schedule.

5. Accept the defaults and click OK. Enter the following in the Report Criteria tab:

Field Name Entry Value

Company Global Modern Services, Inc. (USA)

Invoice Date 12/31/2015

6. Click the Output tab and confirm the Output Type is Excel.

7. Click OK to kick off the scheduled background process.

8. Once completed, download the excel file to your desktop and open the file in Excel.

9. The report results are written to Sheet 1. Rename Sheet1 as Customer Invoice Detail.

10. Create a second worksheet in this file. This second worksheet is where you will apply
any needed formatting.

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11. Pull the data you need from the Customer Invoice Detail worksheet into this new
worksheet and format/manipulate as needed.

Here is some example formatting:

Important: It is important that you do not do any formatting in the Customer Invoice Detail
sheet. This sheet will be where Workday will write the report output to when scheduled. Your

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formatting should be in a separate sheet, where you can reference the data written to the
Customer Invoice Detail sheet.

12. Save the file on your desktop as: WICT_Formatted Customer_Invoice_Detail

TASK #2: MAINTAIN EXCEL TEMPLATE

1. In the Workday tenant, enter rd: Customer Invoice Detail in the Search box.

2. Click the report definition’s Related Actions and select Custom Report > Maintain
Excel Template.

3. Click Attach to add the file you just saved, WICT Formatted Customer Invoice Detail.

4. Confirm the worksheet written to matches the Workday sheet in the excel file (Customer
Invoice Detail). Here is where you ensure Workday writes to the dedicated worksheet.

5. Click OK to save.

6. Click the report definition’s Related Actions and select Custom Report > Schedule.

7. Accept the defaults and click OK. Enter the following in the Report Criteria tab:

Field Name Entry Value

Company Global Modern Services, PLC (UK)

Invoice Date 01/01/2014

8. Click the Output tab and confirm the Output Type is Excel.

9. Click OK to kick off the scheduled background process.

10. Once completed, download the excel file to your desktop and open the file in Excel.

11. See how the new report data got written to the designated sheet: Customer Invoice
Detail, and your additional formatting worksheet pulled in that data for formatting.

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SCENARIO

Teresa needs to share the output of the WDINST RW

Cost Center Unpaid Supplier Invoices report with each
cost center manager.

Teresa can accomplish this using the report bursting feature. She will create a report group and
schedule it such that each cost center manager receives the output of the report on their W:
Drive. They will only see data for the cost centers they manage.

The report group should:

 Include a prompt set with fields for company and cost center.
 Include data based on the GMS USA Company.
 Use cost center as the securing entity and be shared with cost center managers.
 Burst to active cost centers.
 Be output as an Excel file.

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REPORT BURSTING

Use a bursting set to generate multiple versions of a report upon execution of a report group.
When the group is scheduled and run, the background job iterates through each instance of a
bursting set field to produce one report for each value.

For example, you can generate multiple versions of financial reports that prompt on a company
field, automatically producing one version of the selected report for each company value. This
eliminates the need to run each report individually for each company. Use a bursting set to
generate multiple versions of reports based on any prompt set. Optionally, use an empty prompt
set and define the bursting set based on the report prompts.

Example: A common use case for report bursting is to send transactional data by
organization. This use case will be explored in the upcoming activity.

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BURSTING SETS

When configuring the reports within a report group, you must define Bursting Set as the value
type for the report prompt. Specify a field to use as the list of instances for bursting. The
bursting set value can be a global field such as Active Companies.

34 – Reports tab of a report group with Bursting Set defined as the Value Type in the Report Prompts grid.

You can also configure your own bursting set fields using calculated fields to extract instances
of organizations; for example certain cost centers, companies, or custom organizations.

35 – The calculated field extracts multiples instances of Cost Centers for bursting from a predefined list.

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BURST BY SECURING ENTITY

The bursting set field can also serve as the securing entity, such that the report output is sent to
a security group relative to the securing entity. As each iteration of the report is “burst,” the
output is delivered to a security group relative to the securing entity. For example, you could
send the report output for a given company to the “company costing manager” security group for
that company.

BURSTING WITH EXCEL TEMPLATE

Reporting bursting using a report group with an excel template attached produces a single Excel
workbook with one sheet per iteration of the bursting set value. Users with whom the report
group has been shared receive one workbook. This use case may apply to a super user who
needs to view multiple versions of the report in a single workbook. In addition, when shared to
groups based on a securing entity, users will see worksheets in the workbook to which they
have access based on the securing entity.

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ACTIVITY 4.6 – REPORT BURSTING

Business Case: Teresa needs to share the output of the WDINST RW Cost Center Unpaid
Supplier Invoices report with each cost center manager. She will create a report group and
schedule it such that each cost center manager receives the output of the report on their W:
Drive.

TASK #1: VIEW REPORT OUTPUT

1. Sign in as Teresa Serrano (tserrano)

Important: You must log out as Logan and log in as Teresa for this activity.
Proxy access will not work.

2. Access the WDINST RW Cost Center Unpaid Supplier Invoices report.

3. Select the saved filter GMS USA and click OK.

4. Note the number of unpaid supplier invoice lines and cost centers for Company Global
Modern Services, Inc. (USA).

TASK #2: CREATE REPORT GROUP

1. Access the Create Report Group task.

2. Enter WICT RW Burst by Cost Center as the Report Group.

3. Select the WICT RW Company and Cost Center prompt set and click OK.

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4. Configure the Prompts tab as follows:

Prompt Field Default Type Default Value

Company for Financial Specify default Global Modern Services, Inc.

Reports value (USA)
Cost Center No Default Value

5. Click the Reports tab.

6. Click Add and enter the following:

Field Name Value

Report or Task WDINST RW Cost Center Unpaid Supplier Invoices

Saved Filter GMS USA
Description GMS USA
Output Type Excel

7. Click the Add Row icon in the Report Prompts grid and enter the following:

Prompt Field Value Type Field Securing

Entity

Company Report Group Company for

Prompt Financial Reports
Cost Center – Bursting Set Active Cost Centers Yes
Default Prompt

8. Click the Share tab.

9. Select Share report output with other users.

10. Click the Add Row icon in the Share based on Securing Entity grid and enter the
following:

Securing Entity Security Group

Cost Center Cost Center Manager

11. Click the I agree to the statement above checkbox.

12. Click OK.

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TASK #3: SCHEDULE REPORT GROUP AND VIEW OUTPUT

1. Use the search prefix sf to locate the WICT RW Burst by Cost Center report group and
select Related Actions > Report Group > Schedule.

2. Click OK to Run Now.

3. For the Report Criteria, specify Global Modern Services, Inc. (USA) as the Company.

4. Click the Output tab.

5. Select the Do Not Output an Empty Report checkbox.

6. Click the Share tab.

7. Select Share report output with users specified in Report Group.

8. Click OK and Refresh until the process is Completed. Note that this process may take
several minutes to complete.

9. Click the Output Files tab. See how there is a separate file for each cost center.

Note the output file name uses the saved filter name.

10. Click the value in the Number of Shared Users field each file to see the Cost Center
Manager for each cost center with whom the file was shared.

11. Log out as Teresa.

Sign in as Christine Nguyen (cnguyen)

1. Click the My Accounts icon and select My Reports.

2. Open the Excel document.

3. Confirm output displays for the 34000 Facilities cost center for Company Global Modern
Services, Inc. (USA).

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ACTIVITY 4.7 – CREATE A BURSTING SET ON

SUPERVISORY ORGANIZATION (OPTIONAL)

Business Case: Leverage calculated fields to create a bursting set for supervisory
organizations. The calculated field will return all supervisory organizations in the tenant, as
long as the user who owns the reporting group belongs to a supervisory organization.

TASK #1: CREATE CALCULATED FIELDS

1. Sign in as Logan Mcneil (lmcneil).

2. Run the Create Calculated Field task, and enter the following:

Field Name Entry Value

Field Name WICT CF Lookup Supervisory Org

Business Object Worker
Function Lookup Related Value

3. Click OK.

4. In the Calculation tab, enter the following:

Field Name Entry Value

Lookup Field Supervisory Organization Top

Return Value Organization and Subordinates

5. Click OK.

6. Run the Create Calculated Field task, and enter the following:

Field Name Entry Value

Field Name WICT CF Lookup Supervisory Org On

Global BO
Business Object Global
Function Lookup Related Value

6. Click OK.

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7. In the Calculation tab, enter the following information:

Field Name Entry Value

Lookup Field Current Worker

Return Value WICT CF Lookup Supervisory Org

8. Click OK.

TASK #2: SAVE A FILTER WITHIN AN ADVANCED REPORT

1. Run the Edit Custom Report task for the WDINST RW Employee Audit By
Organization report.

2. Navigate to the Advanced tab and select Enable Save Parameters.

3. Click OK and Run.

4. Accept the default prompt and enter GMS USA as the filter and click Save.

TASK #3 CREATE REPORT GROUP

1. Run the Create Report Group task.

2. Enter WICT RW Burst by Supervisory Organization as the Report Group.

3. Select the Supervisory Organization and Include Subordinate Organizations prompt

set and click OK.

4. Configure the Prompts tab as follows:

Prompt Field Default Type Default Value

Organization Specify default value Global Modern Services

Include Subordinate Specify default value Yes
Organizations

5. Click the Reports tab.

6. Click Add and enter the following:

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Field Name Value

Report or Task WDINST RW Employee Audit by Organization

Saved Filter GMS USA
Description GMS USA
Output Type Excel

7. Click the Add Row icon in the Report Prompts grid and enter the following:

Prompt Value Field Securing

Field Type Entity

Organization Bursting WICT CF Lookup Supervisory Org Yes

Set On Global BO

8. Click the Share tab.

9. Select Share report output with other users.

10. Click the Add Row icon in the Share based on Securing Entity grid and enter the
following:

Securing Entity Security Group

Supervisory Manager

11. Click the I agree to the statement above checkbox.

12. Click OK.

TASK #4: SCHEDULE REPORT GROUP AND VIEW OUTPUT

1. Use the search prefix sf to locate the WICT RW Burst by Supervisory Organization
report group and select Related Actions > Report Group > Schedule.

2. Click OK to Run Now.

3. For the Report Criteria, specify Global Modern Services as the Organization.

4. Click the Output tab.

5. Select the Do Not Output an Empty Report checkbox.

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6. Click the Share tab.

7. Select Share report output with users specified in Report Group.

8. Click OK and Refresh until the process is Completed. Note that this process may take
several minutes to complete.

9. Click the Output Files tab. See how there is a separate file for each cost center.

Note the output file name uses the saved filter name.

10. Click the value in the Number of Shared Users field each file to see the Cost Center
Manager for each cost center with whom the file was shared.

11. Log out as Logan.

Sign in as Jack Taylor (jtaylor)

1. Click the My Accounts icon and select My Reports.

2. Open the Excel document.

3. Confirm output displays for the IT Helpdesk Supervisory Organization.

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CHAPTER 4 SUMMARY

 Utilize report output throughout Workday by embedding reports in business processes

and by configuring alerts.
 Simplify report processing by scheduling a report group and using an Excel template to
format the results.
 Enable reports as worklets for mobile devices to access analytics anywhere.
 Burst reports based on a prompt field to eliminate the need to run reports individually for
each organization.

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CHAPTER 5 – OTHER REPORT TYPES

OVERVIEW

This chapter provides an overview of other report types available in Workday that can be
applicable in various scenarios. Although Matrix and Advanced report types are most commonly
used, you may find a need for one of the other Workday-delivered report types.

OBJECTIVES

By the end of this chapter, you will be able to explain the capabilities, use cases, and
considerations for each of these report types: Composite, nBox, Search, Transposed, and
Trending.

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REPORT TYPES

TRANSPOSED

The Transposed report type displays instances of the primary business object as columns rather
than rows, thus transposing the rows and columns. Transposed reports allow you to:

 Create reports that enable side-by-side comparison.

 Define the fields to be displayed, and optionally display an image.
 Define collapsible headings to group rows in order to create a well-organized report.

This report type can use either standard or indexed data sources. When defining a transposed
report, you must define your Column Headings, Row Groups, and Fields. You can configure two
lines for Column Headings. Rows can have two row types: Group or Field. Transposed reports
can display up to 100 instances as columns. The More link displays data in a non-transposed
format.

36 – Compare Team transposed report.

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37 – The same report in a non-transposed format.

SEARCH

The Search report type allows you to build “find” type reports that can be used to sort through a
high volume of data using facet filters. Search reports require the use of an indexed data
source.

Search reports can also be configured to include mass actions that allow the report user to
select a set of instances and perform an action that applies to all. Use Workday-supplied mass
actions or create your own.

Find Workers is a common example of a Search report type. It includes an option to select
search result instances and run the Compare Workers report for selected instances. The
instances can also be added to talent pools.

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38 – Find Workers search report.

NBOX

The nBox report type enables you to build a report in which the report groupings and counts are
captured across configured vertical and horizontal axes in “boxes.”

nBox reports allow you to group, summarize, and drill similar to a matrix report, with the added
feature of displaying your results across defined horizontal and vertical boxes. You can display
up to 2000 pictures and configure up to a 5x5 boxed matrix. Since nBox reports require indexed
data sources, you can configure facet filters for greater usability.

Workday’s delivered talent matrix reports are based on an nBox report type.

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39 – The Talent Matrix – Performance by Base Pay Quartile nBox report.

Use of the Set Up nBox Report task is required to map row and column grouping values to
horizontal and vertical axes.

Additional Training: For more information on the Transposed, Search, and nBox
report types, view the Learn On Demand training included as part of this class on
your transcript in the Workday Learning Center. Open the Advanced Reporting and
Analytics curriculum to access the three videos.

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TRENDING

The Trending report type is similar to the Matrix report type allowing for groupings,
summarizations, and drill downs, but provides for a time period grouping for trend analysis. The
ability to group and trend data based on a time period allows report users to also lookup prior
periods. The Trending report type uses built-in prompts for Time Period Start Date and Time
Period End Date to report on data over a given time period range.

You can use the Trending report type in both HCM and Financials. When using the report type
Trending, your data source must have a date/time based field (e.g., effective date, accounting
date, invoice date, record date). This field can then be used for the time period grouping.

40 – Average Total Compensation by Country and Quarter Trending report.

Workday delivers several reports built using the Trending report type. These delivered reports
all use a special data source called Trended Workers.

The Trended Workers data source provides a mini HCM data warehouse and is the foundation
for HCM Worker Trending. This feature is available to HCM tenants and must be set up before it
can be used. Once trended historical data (up to 3 years in the past) is generated, a trickle
update process will continually update the data. Data generated and updated includes monthly
snapshots and staffing activity transactions.

Additional Training: For additional training on the Trended Workers data source, sign
up for the Worker Trending Learn Independent class.

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COMPOSITE

The Composite report type allows you to combine data from multiple data sources into a single
report with the use of sub reports. Each sub report is an existing matrix report. Composite
reports provide greater control in your report output and processing, from configuring headers
and applying styles to controlling row output values. Composite reports offer spreadsheet-like
configurations, allowing you to perform column, row, and cell calculations and formatting. Using
these capabilities, you can produce complex reports with sophisticated formatting of tabular
data, as needed in financial statements.

Sub reports are the foundation on which composite reports are built. While composite reports
specify the design and layout of the final report, perform the calculations of the data, and format
the results, it is actually the sub report that provides the data used in the composite report. Sub
reports can be built using different data sources.

What’s unique about composite reports?

 You can include one or more sub reports, as columns or cells.

 Each sub report can use a different data source allowing you to pull data into a
composite report across data sources.
 You can configure column-level, row-level and cell-level calculations.
 You can configure headers and footers.
 You can apply styles (e.g., bold, underline).
 You use a spreadsheet-like grid in which you can change the placement of rows and
columns using drag and drop actions.

What’s the same as other report types?

 You can secure, manage, share, and deploy composite reports as you would any other
report type.
 You can use analytic indicators.
 You can deploy composite reports as worklets on dashboards and on mobile devices,
and schedule them to run in the background individually or as part of a report group.

Security Note: In order for users to be able to see the data generated in a composite
report, the composite report and all of its sub reports must be shared with those
users.

Composite Reporting in Financials

Some features in composite reports are particularly useful in financial reporting, like the ability to
reverse the sign of numbers, use thousands and millions formatting, and apply various other
formatting styles. You also can place calculations exactly where you need them in the grid like
you can with a spreadsheet.

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In the example below, the composite report pulls in sub reports across three columns (2013
Actuals; 2013 Budget; 2012 Actuals). There is even a sub report configured to a cell
(Headcount). Each sub report is an existing matrix report in the tenant. In addition, calculations
are also configured at the column level (Variance), row level (Net Income), and cell level (Net
Income per Headcount).

41 – Actual vs. Budget vs. Prior Year composite report example.

Although you can use any data source to create the sub reports for composite reports, the
following are particularly useful when reporting on financial data:

 Journal Lines for Financial Reporting

 Budget Lines for Financial Reporting
 Statistic Lines for Financial Reporting
Workday delivers some reports built on the composite report type, including:

 Consolidated Trial Balance

 EEO-1 Employment Data
In addition to using these reports as delivered, you can also copy them to custom reports to use
as examples or as starting points for your own custom reports.

Additional Training: For additional training, sign up for the Composite Reporting
Learn Virtual class.

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ACTIVITY 5.1 – EXPLORE REPORT TYPES

Business Case: Logan wants to explore how the report definitions vary across report types.

TASK #1: COPY TRANSPOSED REPORT

1. Sign in as Logan McNeil (lmcneil).

2. Run the Compare Talent by Organization custom report with the default prompt. Note
how report instances display across columns and the rows show fields in collapsible
groupings.

3. Click on the report name to view the report definition.

A. What tab is different in the report definition?

B. Can transposed report types be enabled as worklets?

TASK #2: COPY SEARCH REPORT

1. Run the Find Candidates delivered report. Notice the facet filters in the left frame which
indicate the use of an indexed data source. Note the fields shown in the search results.

2. Copy the report to view the report definition.

A. What tab is different in the report definition?

B. Can search report types be enabled as worklets?

C. In addition to facet filters, what other configuration options display on the

Advanced tab?

3. Click Cancel.

TASK #3: VIEW NBOX REPORT

1. Run the Talent Matrix – Performance by Base Pay Quartile custom report. Accept the
default prompts. Note the drillable counts in each box and the view by options.

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A. What does the horizontal axis represent?

B. What does the vertical axis represent?

2. Click on the report name to view the report definition. What report type is most similar to
nbox?

3. Click the report definition’s Related Actions and select N Box Cell > Setup nBox
Report.

A. How many top to bottom vertical mappings are configured?

B. How many left to right horizontal mappings are configured?

4. Click Cancel.

TASK #4: COPY TRENDING REPORT

1. Run the Average Total Compensation by Country and Quarter delivered report. What
does the horizontal axis of the chart represent?

2. Copy the report to view the report definition.

A. What tab is different in the report definition?

B. What is unique about the configured row and columns groupings compared to
matrix reports?

3. Click Cancel.

TASK #5: VIEW COMPOSITE REPORT

1. Run the WDINST Delivered and Custom Reports by Type report. Note the column
that displays the count of standard reports by type and another column that displays the
count of custom reports by type. This report also includes headers, footers, formatting,
and calculations.

2. Click on the report name to view the report definition.

3. Click column C2, click the arrow and select Edit. What is the Sub Report Name?

4. Click Cancel.

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5. Click column C3, click the arrow and select Edit. What is the Sub Report Name?

6. Click Cancel.

7. Click the gear icon. Note the header/footer options, along with prompts, sharing, and
output tab configurations.

8. Click Cancel.

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CHAPTER 5 SUMMARY

 Transposed reports should be used for side-by-side data comparison.

 Search reports allow you to use facet filters to search within a high volume of data.
 nBox reports visualize groups of data by mapping groupings across vertical and
horizontal axes (boxes).
 Trending reports group data by time period to allow you to view trends over time.
 Composite reports allow you to report on multiple data sources through subreports and
provide greater control and formatting.

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APPENDIX A – WORKDAY PRO

CUSTOMER ACCREDITATION PROGRAM

Workday Pro is a customer-focused accreditation program targeted at customers who want to

actively engage and work side-by-side with the ecosystem on a path to develop a similar level of
knowledge and expertise. It consists of several tracks, each with relevant courses, plus a written
test.

Learn more: community.workday.com/pro

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APPENDIX B – HELPFUL RESOURCES

COMMUNITY LINKS

Topic Community Link

Reporting & Reporting and Analytics Product Dashboard on Community

Analytics Product
Dashboard

Reporting Tips Reporting How To Tips

See right frame for contents/topics.

Reporting Limits Reporting Limits

Reporting Custom Reports and Analytics Documentation

Documentation

Training Catalog – Training Catalog Reporting Offerings

Reporting and
Analytics

Product Product Presentations

Presentations Filter on areas of interest.
Page

Rising Rising Presentations - Reporting and Analytics

Presentations –
Reporting and
Analytics

Next Level Series Next Level Series

Select the Reporting & Analytics track.
Service Update Service Update Notes
Notes Filter by Product > Cross Application Services > Reporting & Analytics.

Join Groups Join Workday User Groups

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Contributed Contributed Solutions on Community

Solutions Filter by Cross Application Services > Reporting & Analytics

A few examples of customer contributed resources:

Custom report and calculated field definitions to help
administer/track/manage custom reports. Search on solution id: Solution
ID= 129e48178b7a4cd780621317a84b8f80
"Thought guide" on how to get started with creating a new custom report
in Workday
Naming Conventions and best practices:
Custom Reports and Calculated Field Guidelines and Best Practices
Workday Interface & Reporting Design Standards Document
A few documents for those who write and administer reports and
calculated fields

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FAQ: WORKLETS AND DASHBOARDS

Question Answer
How can I see a list of all Run Maintain Dashboards to see all delivered and custom
dashboards in the tenant? dashboards in tenant. Landing Pages such as Home,
Workbench and Mobile Reports are also included.
How can I see who has access View the dashboard’s settings in Maintain Dashboards to see
to a given dashboard? the domain that the dashboard is secured to. Security
groups with permissions to the domain will have permission
to the dashboard.
You can also run the report: View Security for Securable
Item, and enter the dashboard name as the item to see the
securing domain and permitted security groups.
How can I see who has access If the worklet is a custom report, the Share tab in the report
to a worklet? definition will indicate who has access to the report.
If the worklet is a delivered report, users with access to the
domain securing the delivered report will have access. Run
the report: View Security for Securable Item, and enter the
delivered worklet (report) name as the item to see the
securing domain and permitted security groups.
Why do I not see a worklet The worklet is either not allowed for that page (Available on
when trying to add it to configuration in Worklet Options) or you do not have access
dashboard or landing page? to that worklet.
If trying to configure the worklet as a recommended or
required at the tenant level, be sure the worklet is shared with
security groups.
Can a user manually remove a Yes, a user can manually remove a worklet using the
worklet from a dashboard? dashboard gear icon as long as the worklet is not required
and the dashboard is user configurable.
As an administrator, how can I Run the task: Remove Worklet from Dashboards.
remove a worklet from user
dashboards across the tenant?
Can I add a delivered report or Run the task: Enable Worklet for Dashboards
worklet to a custom
dashboard?
How can I change the prompt Click on the worklet gear icon and select Edit Settings.
values in a worklet to see
different results?
Why is there not a gear icon The dashboard is setup as user non-configurable.
for the dashboard?

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How do I create a new custom You can run the task: Create Custom Dashboard, or go to
dashboard? Maintain Dashboards and click on Create Custom
Dashboard.
How many custom dashboards You can create an unlimited number of custom dashboards.
can I create?
How can I control who can When you create your custom dashboard, you must
access a custom dashboard? designate the domain the dashboard should be secured in.
Security group members with access to that domain will be
the only ones who can access your dashboard.
How can I have a worklet be Run Maintain Dashboards, find the dashboard, click on
required for a dashboard? Configure Content, and under Required Worklets add the
worklet and which security groups it should be required for.
The worklet must be shared with security groups.
How can I have a dashboard Run Maintain Dashboards, find the Home page, click on
show as required on the Home Configure Content for the Home page, and add the
page? dashboard as a required worklet for the needed security
groups.
When I go to a dashboard I The worklet has prompt fields and there are either no default
see ‘no data’ for a worklet. prompt values configured for those fields, or there is no
What does that mean? tenant data for the configured field values.
Click on the worklet gear icon and select Edit Settings to
change the prompt values, or configure prompt defaults for
the fields in the underlying report.
When I go to a dashboard, I Worklets must load in less than 30 seconds. Be sure to use
see an error that says the an efficient, ideally indexed, data source for optimal
worklet could not load. performance.
How many worklets can be Workday can only display up to 6 worklets on a dashboard. If
displayed on a dashboard? you have more than 6 worklets configured, Workday will
display the first 6 given the order, starting with required
worklets.
How many worklets can be Workday can only display up to 20 worklets on the Home
displayed on the Home page? page. If you have more than 20 worklets configured, Workday
will display the first 20 given the order, starting with required
worklets.
If I configure a custom report Only users with access to the report will see the dashboard
as a dashboard menu item, menu item.
who will see the custom
report?

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SUMMARY OF REPORT TYPES

Report Type Characteristics

Advanced  Can access RBO fields directly (Subsort/subfilter).
 Can enable report as a service (RaaS).

Matrix  Group instances of the PBO by defined field(s).

 Summarize or aggregate metrics for each grouping (Count,
Minimum, Maximum, Average, Sum, Calculation).
 Drill into the summarizations by other fields.
 Drill into the summarizations and view details about the instances
behind the summarization.
Transposed  “Compare” “Side-by-Side”, where the primary instance rows are
shown as columns.
 Group fields in collapsible/expandable groupings to compare
attributes across the instances.
Search  “Find” type reports. Easily search high volume areas.
 Indexed Data Sources Required
 Can select search result instances and take mass actions on
selected results.

nBox  Similar to matrix: Group, Count and Drill.

 Groupings mapped across vertical (top to bottom) and across
horizontal (left to right) boxes.
 Boxes can be labeled with help text.

Trending  Similar to matrix: Group, Summarize, Drill.

 One grouping (Row or Column) has to be a Time period grouping.
 Can use Lookup Prior Value Calculation.
 Requires Time series start and end dates.

Composite  Spreadsheet like (C1, C2, C3….R1, R2,…).

 Can include 1 or more sub reports (matrix reports).
 Can apply formats/styles, headers and footers.
 Control over calculations and overall report format.

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APPENDIX C – ACTIVITY ANSWER KEY

ACTIVITY ANSW ER KEYS

This section contains answers to questions posed throughout the activities in this course. It also
contains the step-by-step solutions for activities that only contain the high-level requirements.

CHAPTER 1 ANSW ERS

ACTIVITY 1.1 – GROUP AND SUMMARIZE DATA

20a. Which airline has the largest range in price? United

20b. Which airline has the lowest average airfare? Jet Blue

20c. How many workers took flights on Delta? 39

ACTIVITY 1.2 – CALCULATE PERCENT OF TOTAL

8. What percent of trips were flown with United? 41.4%

9. Can you tell which airlines make up the other amounts? No

11. Which location did it cost $1375 to fly to? Stockholm, Sweden

ACTIVITY 1.3 – ADD DETAIL DATA AND DRILLABLE FIELDS

8. 11 trips to Montreal were made by workers in which job profile? Regional Sales Manager

12. Which airline did Brad Harper fly? Northwest

ACTIVITY 1.4 – DETAIL DATA OVERRIDE

3a. Which fields display? Worker, Airline, Expense Report, Amount

3b. How many instances are shown in the detail? 51

14a.. Which fields display? Cost Center and Expense Report Date

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14b. How many instances are shown in the detail? 49

15a. Which fields display? Worker, Airline, Expense Report, Amount

15b. How many instances are shown in the detail? 51

15c. How many instances are blank for Worker Paid? 2

ACTIVITY 1.5 – FACET FILTERS AND FIELD VALUE GROUPS

Task: Create Matrix Report

11. Which age groups display when New York and 7 Supervisor are selected as filters? 31-
40 and 41-50; Employee

Task: Configure Field Values Group

10. Which age groups display now? All age groups and worker types configured as field
value groups

ACTIVITY 1.6 – NESTED LEVELS

6. How many rows display for the 20 and under Age Group and what value(s) display for
Gender? 1 row with Male listed as the Gender

ACTIVITY 1.7 – CREATE A MATRIX REPORT

1. Sign in as Logan McNeil (lmcneil).

2. Access the Create Custom Report task.

3. Enter the following:

Field Name Entry Value

Report Name WICT RW Average Annual Pay for Workers by Cost Center
Report Type Matrix
Data Source Workers for HCM Reporting

4. Click OK.

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5. On the Matrix tab, select Cost Center as the Row Grouping. and select Row Total –
Descending in the Sort Rows column.

6. Enter 10 as the Maximum Number of Rows.

7. Select Worker Type as the Column Grouping.

8. Confirm there is a Count summarization and add two more rows. Enter the following:

Summarization Summarization Label Override Options

Type Field

Count
Count Percent of Percent of Row
Workers Total
Average Annual Base Pay / Average Annual Show Currency
Contract Pay in USD Pay Symbol

9. Click the Drill Down tab.

10. Select Supervisory Organization as a Drillable Field.

11. Add three rows and enter the following Detail Data:

Columns Column Heading Override

Worker
Cost Center
Annual Base Pay / Contract Pay in USD Worker Annual Pay

12. Click OK and Run.

CHAPTER 2 ANSW ERS

ACTIVITY 2.1 – CREATE AN ANALYTIC INDICATOR

7. How many airlines have a red status? Three

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ACTIVITY 2.2 – ADD VISUALIZATIONS TO A REPORT

1. Sign in as Logan McNeil (lmcneil).

2. Access the WDINST RW Project Status report.

3. Copy the report and rename it WICT RW Project Status.

4. Click the prompt in the Options column of the Risk Level field and select Create >
Create Analytic Indicator for Report.

5. Keep the default business object and field.

6. Enter a Display Option Name.

7. Select Flag as the Visualization Type.

8. Add three rows to the Display Options grid and enter the following:

Control Field Condition Condition Visualization

Value

Risk Level In the selection list Low Green flag

Risk Level In the selection list Medium Yellow flag
Risk Level In the selection list High Red flag

9. Click OK to save.

10. Select Show Icon Only in the Options column.

11. Click the Sort tab in the report definition.

12. Add the field Overall Percent Complete Range with a Sort Direction of Logical sort
order Ascending.

13. Click OK to save the report and Run.

MATRIX REVIEW ACTIVITY

1. Sign in as Logan McNeil (lmcneil).

2. Access the Create Custom Report task.

3. Enter the following:

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Field Name Entry Value

Report Name WICT RW Fields by Business Object

Report Type Matrix
Data Source All Fields

4. Click OK.

5. On the Matrix tab, select Business Object as the Row Grouping and select Row Total
– Descending in the Sort Rows column.

6. Enter 12,000 as the Maximum Number of Rows.

7. Confirm there is a Count summarization.

8. Click the Drill Down tab.

9. Add two rows and select Field Source and Related Business Object Name as the
Drillable Fields.

10. Add three rows and enter the following Detail Data fields: Field, Field Source, Related
Business Object Name.

11. Click OK and Run.

ACTIVITY 2.3 – CHARTING OPTIONS

Task: Configure a Column – Clustered Chart

2a. How many rows of supervisory organizations are there? 99

2b. How many workers are in the Property Management – NA Department? 28

8. What modifications would you want to make to this chart? Are there too many Supervisory
Organizations to make the report effective? Yes – only view the orgs with the highest
employee count.

14. Which supervisory organization in the chart has the highest average base pay? Field
Sales North America Group

Task: Configure a Bar – Clustered Chart

13. Do males or females have a higher average bonus amount? Males

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ACTIVITY 2.4 – ADD A COLUMN CHART

Task: Add a chart

8a. How many metrics are listed in the chart legend? 8

8b. How many airlines are included in the chart? 10 and Other

Task: Modify the Chart

7a. Which airlines display on the chart?

United, American, Delta, Jet Blue, Southwest

7b. Which airline’s Highest Airfare value is the lowest? Jet Blue

Task: Add a Target Line and Configure Advanced Options

7. The target line value corresponds with which analytic indicator visual? Red diamond

ACTIVITY 2.5 – ADD A BUBBLE CHART

19a. What does the size of the bubble signify? Worker count

19b. Which country has the highest average base pay and tenure? United States

ACTIVITY 2.6 – VISUALIZE CUSTOM REPORTS IN TENANT BY CHART TYPE

1. Sign in as Logan McNeil (lmcneil).

2. Access the Create Custom Report task.

3. Enter the following:

Field Name Entry Value

Report Name WICT RW Custom Reports by Chart Type

Report Type Matrix
Data Source All Custom Reports

4. Click OK.

5. On the Matrix tab, select Chart Type as the Row Grouping.

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6. Select WICT CF Evaluation of Enabled as Worklet as the Column Grouping.

7. Confirm there is a Count summarization.

8. Click the Drill Down tab.

9. Add two rows and select Data Source and Report Type as the Drillable Fields.

10. Add four rows and enter the following Detail Data:

Field Option

Custom Report
Shared Valid Options > Shared Indicator, Show Icon Only
Enable As Worklet Valid Options > Worklet Indicator, Show Icon Only
Area Where Used

11. Click the Output tab.

12. Under Output Options, select Chart and Table.

13. Under Chart Options, select Pie.

14. Configure chart options as follows:

Columns Options

Legend Row Grouping

Metrics to Include Metric 1

15. Click OK to save report definition and Run.

CHAPTER 3 ANSW ERS

ACTIVITY 3.1 – ENABLE A REPORT AS A WORKLET

Task: Review Existing Report

2a. How many instances are returned? 145

2b. Is this report design a good candidate for a worklet? No. Too many rows of output, too
many columns, too much detail.

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Task: Enable Report as Worklet

18. How many instances are shown for this date range? 47

19. Do you see the WICT RW Expense Reports without Attachments worklet? No

20. Do you see the worklet there? Why not? No, because the dashboard has not been listed
as Available on and the worklet has not yet been added.

ACTIVITY 3.2 – WORKLET ACCESS

Task: User-Level Manual Worklet Configuration

2. Why is this report available for Teresa to add to the Home page? Complete the table:

Requirement Yes/No

The user has access to the landing page or dashboard. Yes

The user has access to the worklet (i.e., custom report is shared Yes
with the user or owned by the user).
The worklet is allowed for that landing page or dashboard. See the Yes
“Available on” configuration in the report definition worklet options.

4. Why is no data found?

There aren’t any prompt default values. The worklet is waiting for prompt field values to
be entered.

9. Why can’t Logan add this worklet to her Home page? Complete the table:

Requirement Yes/No

The user has access to the landing page or dashboard. Yes

The user has access to the worklet (i.e., custom report is shared No
with the user or owned by the user).
The worklet is allowed for that landing page or dashboard. See the Yes
“Available on” configuration in the report definition worklet options.

13. Why can’t Teresa add the report to this dashboard? Complete the table:

Requirement Yes/No

The user has access to the landing page or dashboard. Yes

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The user has access to the worklet (i.e., custom report is shared Yes
with the user or owned by the user).
The worklet is allowed for that landing page or dashboard. See the No
“Available on” configuration in the report definition worklet options.

Task: Tenant Level Worklet Configuration

3. Why isn’t the worklet available to add? Complete the table:

Requirement Yes/No

The report is shared with security groups. No

The worklet is allowed for that landing page or dashboard. See the Yes
“Available on” configuration in the report definition worklet options.

ACTIVITY 3.3 – ADD WORKLET TO DELIVERED DASHBOARD

8. Why do all columns display? Because the report is not being executed as a worklet.

ACTIVITY 3.4 – DEPLOY WORKLETS ON A CUSTOM DASHBOARD

Task: Test the Dashboard

2. Which Cost Center has the highest expenses in 2015? 71200 Field Sales – North
America

4. What is the total airfare cost in 2013? $143,515

ACTIVITY 3.7 – ADD AIRFARE ANALYSIS TO DASHBOARD (ON YOUR OWN)

1. Sign in as Teresa Serrano (tserrano)

2. Edit the WICT RW Airfare Analysis report.

3. Click the Prompts tab and specify Global Modern Services, Inc. (USA) as the Default
Value.

4. Click the Output tab and enter the following Worklet Options:

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Field Name Entry Value

Enable As Worklet Yes

Available on Expense Management
Maximum Number of Rows 10
Maximum Report Options Display this Worklet when Maximized
Refresh Data Every sign in
Worklet Icon Default

5. Click the Share tab and Share with specific authorized groups and users: Expense
Analyst, Expense Partner, and Finance Auditor.

6. Click OK to save.

7. Access the Maintain Dashboards report and click Configure Content for the Expense
Management dashboard.

8. Add WICT RW Airfare Analysis as a Required Worklet for the Expense Analyst,
Expense Partner, and Finance Auditor security groups.

9. Click OK to save.

Task: Test as Finance Auditor

1. Start Proxy as Charles Bradley.

2. Access the Expense Management dashboard.

3. Confirm that the WICT RW Airfare Analysis worklet displays with the correct data.

4. Stop Proxy.

CHAPTER 4 ANSW ERS

ACTIVITY 4.1 – EXPLORE EMBEDDED ANALYTICS

2a. How many worklets are listed for the Initiation step of the Request Compensation
Change default definition? Five.

2b. Which worklets are listed for the Review step of the Create Position for Global Modern
Services business process? Current Open Positions, Internal Average Salary for the
Organization

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2c. Which types of steps are enabled for worklets for the Expense Report Event for
Company Hierarchy business process? Approvals

ACTIVITY 4.2 – CONFIGURE ALERT

Task: Configure Alert

13. How many notifications were generated? 18

14. How many Notification Topics are listed for Recipient Angela Bianchi? 1

Task: View Alert

3. Which direct reports of Angela’s are in need of raise? Rodrigo Sanchez

ACTIVITY 4.5 – MAINTAIN EXCEL TEMPLATE

2. How many invoices are there for Bluestar Corporation? Nine invoices with two invoice
lines each.

CHAPTER 5 ANSW ERS

ACTIVITY 5.1 – EXPLORE REPORT TYPES

Task: Copy Transposed Report

2a. What tab is different in the report definition? Rows

2b. Can transposed report types be enabled as worklets? Yes

Task: Copy Search Report

3a. What tab is different in the report definition? Search Results

3b. Can search report types be enabled as worklets? No

3c. In addition to facet filters, what other configuration options display on the Advanced tab?
View options, web service options, single and mass actions

Task: View nBox Report

1a. What does the horizontal axis represent? Base pay quartile

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1b. What does the vertical axis represent? Performance

2. What report type is most similar to nbox? Matrix

3a. How many top to bottom vertical mappings are configured? 3

3b. How many left to right horizontal mappings are configured? 4

Task: Copy Trending Report

1. What does the horizontal axis of the chart represent? Time displayed as year-quarter

2a. What tab is different in the report definition? Trending

2b. What is unique about the configured row and columns groupings compared to matrix
reports? Time period is a required grouping

Task: View Composite Report

3. What is the Sub Report Name? WDINST RW Find Standard Reports by Type

5. What is the Sub Report Name? WDINST Find Custom Reports by Type

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APPENDIX D – CLASS EVALUATIONS

AVAILABLE AT THE START OF THE LAST DAY OF CLASS

1. Log in to the Learning Center: https://workday.csod.com

2. Select View Transcript.

3. Locate the training session in your Active tab. (Use the search field to quickly find your
training session.)

4. Click the View Training Details pull-down menu and select Evaluate.

AVAILABLE AFTER CLASS ENDS AND ROSTER SUBMITTED

1. Log in to the Learning Center: https://workday.csod.com

2. Select View Transcript.

3. Select the Active tab to toggle to your Completed training.

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4. Locate and select the completed training session. (Use the search field to quickly find
your training session.)

5. Click Evaluate.

CLASS EVALUATION (SESSION WITHIN A CURRICULUM): AVAILABLE AT THE

START OF THE LAST DAY OF CLASS

1. Log in to the Learning Center: https://workday.csod.com

2. Select View Transcript.

3. Locate the training session within the curriculum in your Active tab. (Use the search field
to quickly find your training session and select the Curriculum Training Tile link to open
the curriculum.)

4. Select Evaluate under the Options column.

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CLASS EVALUATION (WITHIN A CURRICULUM): AVAILABLE AFTER CLASS

ENDS AND ROSTER SUBMITTED

1. Log in to the Learning Center: https://workday.csod.com

2. Select View Transcript.

3. Select the Active tab to toggle to your Completed training.

Note: If the curriculum is still Active, meaning the curriculum requirements have not been
met, the curriculum will remain on the Active tab.

4. Locate and select the completed training curriculum. Select the Training Title link to
open the curriculum and locate the session. (Use the search field to quickly find your
training session.)

5. Click Evaluate.

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