Workday - Reporting
Overview:
This document explains how employees can run reports in Workday.
Workday delivers a multitude of standard reports in addition to numerous custom reports built specifically for USM institutions. A report name beginning with RPT followed by a three digit number and module area indicates that the report has been customized for the Maryland Connect program. An example is RPT360 Payroll Accounting Distribution Report. See Appendix B for more information.
All reports in Workday display fields to set data prior to the report being run. Once run, reports can either be exported to Excel to work with data offline or can be filtered and drilled into in Workday. This provides real- time, accurate data that assists with the completion of business processes or workflows and data analysis.
The recommended browser for accessing Workday is Google Chrome. However, Mozilla Firefox and Apple Safari may also be used.
Icons referred to in this document
Required | Prompt | Related Actions | Export to Excel |
| Export to Worksheets | Filter | Chart |
Configure Grid Columns | Full Screen Toggle | View Printable Version | Change Selection
|
Accessing Reports from the Search Bar
1. Enter the Report Name in the Search bar on the Workday Home Page and select the report.
To see a list of all reports that may be available based on your security role, enter the word report into the Search bar. Refer to the Appendix A to learn how to find reports that are accessible to you, based on the security roles assigned to you, using the Sitemap in Workday.
Reports can also be accessed via applications or dashboards on the Menu. See the Accessing Reports from an Application (Dashboard) section or refer to the Dashboards job aid for more information.
If you do not know the exact name of a report, try searching the words "Find" or "View," as many reports in Workday start with these words (e.g., the Find Assets Report.)
You can also use keyword searches (e.g., searching for "Expenses" to find the My Expense Report) to narrow search results to terms that are relevant to the Workday report.
2. Complete all required report prompts if a report prompt pop up opens for the report you are running.
Report prompts define report parameters and return a narrower, more specific set of data that matches your specific needs.
Completing optional report prompts further refines report data.
Providing as much information as possible in report prompts helps Workday run and load the report faster.
Some report prompts prepopulate.
Not all reports have a report prompt pop up.
Available report prompts vary from one report to another.
3. Select OK.
Accessing Reports from an Application (Dashboard)
Applications in Workday vary by user based on each user's security roles.
Some applications may also be referred to as a dashboard or worklet.
1. Select Menu on your Workday Home Page.
Reports can also be accessed on your Workday home page using the Search bar. See Accessing Reports from the Search Bar section. Refer to the Appendix A to learn how to find reports that are accessible to you, based on the security roles assigned to you, using the Sitemap in Workday.
2. Select the Application that contains the report you would like to run.
Note: The following screenshot shows the reports located within the Procurement application for users with a security role that allows access to the Procurement application.
3. Select the report to run.
4. Complete any required report prompts if a pop up opens for the report.
Report prompts define report parameters and provide a narrower, more specific set of data that matches your specific needs.
Completing optional report prompts further refines report data.
Providing as much information as possible in report prompts helps Workday run and load the report faster.
Some report prompts prepopulate.
Not all reports have a report prompt pop up.
Available report prompts vary from one report to another.
5. Select OK.
Saving and Using Report Prompt Filters
Some report prompts pop ups include an option to save the filter for future use.
Enter the Report Name in the Search bar on the Workday Home Page and select the report.
Complete any required report prompts if a report prompt pop up opens for the report you are running.
Complete the report prompts as desired.
Enter a filter name.
Select Save.
To use a saved filter, select Saved Filters using the drop-down arrow and then select the desired filter.
Viewing and Using Reports
To gain the most benefit from using a report, reports can have the following actions taken, including adjust column width, sort data, filter data, export to Excel, create a chart, drill down for information, save as a PDF, or print report.
Run Report by using the Search bar and fill in any report prompts as applicable.
See the Accessing Reports from the Search Bar and Accessing Reports from an Application (Dashboard) sections for additional information.
The report displays.
Use the scroll bars to scroll up and down or left and right to view report data beyond what is displaying on the screen.
4. To expand or decrease column size in a report, hover between columns. When the column resize cursor appears:
Drag the column left to decrease column size.
Drag the column right to increase column size.
5. From the top right of a report, take the following actions on a report as needed:
Field Name | Description |
Export to Excel | Export and download the report into Excel. |
Export to Worksheets | Export report to Worksheets. |
Filter | Filter the data from the columns to narrow down data in the report. |
Chart | Display report data in a chart format. Use the toggle in the upper right corner of the chart to choose the chart style. |
Configure Grid Columns | Select to view edit/grid preferences, freeze columns, or rearrange columns in the report. |
Full Screen Toggle | Expand the report to full-screen view. |
View Printable Version (PDF) | Export and download report to PDF to view or print offline. |
6. To display report data in chart form, select Chart above the report.
The report loads the data into a preselected Chart.
Select Change Selection to choose another chart to display the report data.
7. Use blue text fields, related actions or filters to drill down into data for more information.
Option 1: Select blue text to view more information about the report field data, (e.g., view information about a specific asset).
Right click select to open a menu that provides the option to view report data in a new tab. This allows the report to remain open in a tab while data about a specific report field is viewable in another tab.
Option 2: Hover over blue text and select Related Actions to take action(s) on the report field data. In this example, a potential action would be to edit an asset.
Option 3: Some reports may be more complex, especially in Financials. These reports may require drilling into specific data and/or then viewing data by using combinations of filters or vice versa. In this example, use the drop down arrow for View by to select a field and then use the drop down arrow to select the and then by field.