Workday Reporting: Reports Navigation

Purpose

This job aid will guide users through different functionalities of reporting within Workday.  There are several types of reports that you can generate within Workday. Managers can access self-service reports, as well as reports about their team.  You can access available reports via Search or from a Dashboard (Applications).

 

When to Use

Use this process when you need to:

• Understand the basics of Workday reporting.
  • Topics included are:
    • Reporting Access Security
    • Steps to Process Reports
    • Navigation Tools for Reporting

Steps

 

Reporting Access Security

1. Workday reports are: 
   1. Secure: Data is visible only to the roles given the appropriate permissions.
   2. Real Time: Data is accessible in real-time.
2. In Workday, you are granted access to reports based on your security role.
   1. Reports may be accessed via the Global Search Bar or Dashboards (Applications).

Steps to Process Reports 

Examples of processing standard Workday reports follow:

1. Workers on Leave Report via the Global Search Bar
2. My Team’s Learning Report via the My Team Management Dashboard

1. Workers on Leave Report
2. From the Workday Home page: Use the Global Search Bar.
   1. Type Workers on Leave and press Enter on keyboard.
      1. Select the report from results.

 

 

3. Enter Report Criteria
   1. Select Supervisory Organization.
   2. Adjust date parameters.
   3. Apply additional filters as needed.

 

4. Run the Report
   1. Select OK or Run to generate results.

5. Review Report Results
   

1. My Team’s Learning
2. From the Workday Home page: Click on the Menu icon.
3. Select My Team Management from the list.
   1. The page will appear
4. The My Team’s Learning report will appear on the dashboard.

           
 

           
 

 

Navigational Tools for Reporting

1. Following are navigational tools found in most reports.
2. Workday reports include: 
   1. Drillable fields which are blue links that can be selected to view related and more detailed information.
   2. Along with Report Prompts, Sort and Filtering capabilities, and Report Icons.

Report Prompts 

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

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

3. Save prompt values for future use as a filter.
   1. Select the prompt values, and then in the “Untitled Filter” box, enter a name for the saved filter, and then click the ‘Save’ button. The report filter is then saved in the your Workday account and is available any time you access the report. 
   2. This process can be repeated as many times as needed to create multiple saved filters. 

Sort and Filtering Capabilities

  

1. A report can be sorted by a value in a column by clicking on the Column Heading and choosing either “Sort Ascending” or “Sort Descending”. 
   1. Once a sort option is selected, it can be removed by clicking on the Column Heading and selecting “Remove Sort”.
2. A report can be filtered based on the values of specific columns by selecting the Column Heading and using the “Filter Condition” and “Value” fields. Only rows meeting the filter criteria selected will be visible. 
   1. Filters can also be added by clicking on the filter icon in the upper right-hand side of the report table and clicking the “Add” button. 
   2. Filter Conditions are dependent on the type of data in the column.  
      1. Numerical data can be filtered using: equals, greater than, less than, between, is empty. 
      2. Textual data can be filtered using “is empty” and “is”. The “is” option allows users to select values from a list and will only show rows containing those values. 

 

3. Some reports allow for drillable actions. Report values that are blue links indicate the ability to take additional action.
   1. Selecting the value will allow you to see the related business object or to see a sub-report that has additional detail, also called ‘View Details’  
   2. You can also use the “Related Actions” button to perform additional actions when available. User will see the “…” icon and can check to see what, if any, related actions are available. 

 

Report Icons 

1. Several icons display over the top-right corner of a report, including:
   1. Use the Expand/Collapse Chart icon to change the view of the report.
      1. Once selected, there is another icon in the top-right corner to select the desired report view. 
   2. The View/Edit Grid Preference Icon to rearrange or remove columns.
   3. Select the Toggle Icon to expand the size of the report output within the screen.

 

 

Icon	Icon Name	Description
	Export to Excel	Export the report to Excel.
	Export to Worksheets	Send the report to a Workday worksheet.
	Filter	Filter data from each column, similar to Excel.
	Expand/Collapse Chart	View report data in chart format.
	Grid View	Show, hide, freeze, or reorder columns, similar to Excel.
	Toggle Full Screen	View more data in full screen mode.
	PDF	View the report as a printable PDF.
	Tag	Put workers into candidate, succession, or talent pools.
	Collapse Rows	Reduce the table’s row height.
	Expand Rows	Expand the table’s row height.

Notes & Tips

• Report visibility is controlled by role-based security.
• Always verify date filters before interpreting results.
• Exported reports must be handled according to university data privacy standards.
• Use filters instead of scrolling through large datasets.
• Some reports refresh overnight; verify time-sensitive data carefully.
• Use Prompt Values effectively to narrow results.