Workday Reporting & Tools

Under Apps, run a “Yale Custom Reports” list, this report provides a list of reports available to employees based on their roles.

Search Workday for “Schedule a Report” task

In the box that comes up, type the report name

1. Choose your Run Frequency
2. Check the box Populate Default Prompt Values, this is optional, but recommended as this will allow the prefilled prompts you see on the report to populate the schedule.
3. Click OK
4. On the Report Criteria Tab - Fill out the prompts required for your schedule
5. Navigate to the Schedule Tab and fill in all required fields (you can only schedule at most 16 months Start & End date)
6. Navigate to the Output Tab (note different output options available)
7. Choose your file type and number of days to be deleted (Suggest at least 14 days for you or your shared user to retrieve the file) (Also recommended to leave the Hide Prompt Values unchecked)
8. Navigate to the Share Tab
9. You can either run the report for yourself and/or send the report to other Workday employees.
10. Choose the Share Report button and in the In the Authorized Users box you can select the individuals who should also receive the output
    Note: by sending a report this way, you are using your security to send information to someone who may have different access.
11. Read the statement and check the box at the bottom.
12. Choose OK

To edit a Scheduled Report:

1. Search for Scheduled Future Processes - Yale
2. Run the report without filling in parameters
3. Find the report you wish to edit
4. Click the related actions next to the report in the Scheduled Process column
5. Navigate to Schedule Future Process
6. Edit
7. Navigate through each tab to make necessary Changes
8. Click OK

To transfer a Scheduled Report:

1. Search for Scheduled Future Processes - Yale
2. Run the report without filling in parameters
3. Find the report you wish to transfer
4. Click the related actions next to the report in the Scheduled Process column
5. Navigate to Schedule Future Process
6. Transfer Ownership
7. Choose new Owner
8. Click OK

To delete a Scheduled Report:

1. Search for Scheduled Future Processes - Yale
2. Run the report without filling in parameters
3. Find the report you wish to Delete
4. Click the related actions next to the report in the Scheduled Process column
5. Navigate to Schedule Future Process
6. Suspend
7. Click OK
8. Repeat Steps 4 & 5
9. Delete
10. Click OK

Create and Save a Report Filter

Workday Reports allow you to create filters which is a time-saving feature that allows you to save your frequently used prompt values for quick access next time.

To create a report filter:

1. Search for your report.
2. Fill out the required fields (marked by a red asterisk), and fill in any other prompts you want to view in your report.
3. Click in the Filter Name box at the bottom and type a descriptive name for your filter.
4. Click Save

Next time you go to this report and need to run the report for the same parameters you can activate this filter and it will populate everything for you.

Apply a Saved Filter

1. Search for your report.
2. At the bottom of the screen you’ll see the Filter Box.
3. Click the down arrow under Manage Filters to view a list of your saved filters.
4. Click the filter you wish to apply.
5. Click OK to run the report with the applied filters.

Edit a Saved Filter

1. Search Workday for Manage My Saved Filters
2. Selected which report you want to the saved filter from
3. Click edit on the filter you wish to update

Workday report users can customize their report view by reordering, hiding, and freezing columns directly in their Workday browser. To do this, click the “Edit Grid Options” icon located in the upper right corner of the report after it has rendered.

Please note the following:

• Your customizations will be saved for all future runs of the report until you either edit your preferences again or reset to the default report view.
• These customizations apply only to your Workday browser view and will not be reflected in exported reports.
• When you export a report, the exported file will display the default columns and order, regardless of any customizations you made in the browser view.

The three main report types available in Workday are Advanced, Matrix, and Composite.

• Advanced reports: Advanced reports are the most common type of report in Workday. They present information in a familiar spreadsheet format, with rows and columns. These reports facilitate detailed reporting based on related data sources. Examples include: Detailed Transactions – Yale, Find Supplier Invoices – Yale, and Find Requisitions by Cost Center - Yale.
• Composite reports: Composite reports combine information from multiple data sources into a single, powerful report. They can process large amounts of data quickly and offer great flexibility in how the information is presented. Each column in a report is calculated independently. Users can drill into column value details or view by details for further insights. Examples include: Account Balances Detail – Yale and Budget to Actuals for Management Office Reporting – Yale.
• Matrix reports: Matrix reports group and summarize data, like pivot tables found in other software. They show combined values at the intersections of rows and columns. Users can explore further details in these values by drilling or viewing by selected values. Matrix reports are often used as the basis for dashboards and composite reports rather than being run on their own.