A web report displays data drawn from your Workday Planning model based on the parameters set by the user who created the report. Users with Standard and System Administrator access have the ability to modify reports as explained below.

Reporting Overview

Report types:

• Matrix: place various elements like accounts, levels, and so on in rows and columns. Matrix reports also let you use parameters, a way to change what the report displays from drop-down menus on the report itself.
• Model: row/list-based reports, like personnel. Only displays data from modeled sheets.
• Transaction: row/list based, these only display data from the transaction module.
• Pattern: shows how certain values are spread over time. These patterns are created using spread lookup tables in modeled sheets.
• Report Book: A collection of reports ran simultaneously and exported as a .zip file. They contain various report types and are useful for preparing board reports or other presentations.
• Uploaded File: Any type of file can be uploaded as a report. The one limitation is size. Uploaded files are limited to 40Mb each. These uploaded files can then be managed in the same way as other reports, including sharing based on level access or limiting access to users with permission to view salary-level detail.
• Audit Trail: Only available in versions with Audit Trail enabled (Modeling > Versions > Audit trail). These query data change cells in standard sheets, modeled sheets, shared formulas, assumptions, and so on. It does not include structural changes like adding a level or account.

In this training, you will learn to create matrix reports, which are the most flexible report type. Matrix reports support:

• Elements on row and column axes.
• All account types.
• Reusable reports which can then be used for row or column templates.
• Custom calculations.
• Version comparisons.
• Parameters which are run-time filters.
• Graphical output.

1. Users have access to reports from the navigation menu based on their assigned role and access rules. Roles and their enabled permissions are accessed from Administration > Permission Sets. 

   

2. There are multiple permissions associated with reporting, as highlighted here.

Personal vs. Shared Reports

When building and viewing reports, users can see only data based on their access rules. Access is also determined by the folder in which the report is saved. The two types of folders are:

• Personal: which only the report’s creator can view.
• Shared: which is available to everyone or a selected user(s) based on their level assignments.

Here you see the default options when saving a personal report. You can use the drop-down menus to select the desired output type and the Personal Reports subfolders, if available.

 

Report Builder Tour

You can quickly and easily create a report to display data from your Workday Planning model. In Reports, you can search for or browse saved reports. You can also click New Report and select a report type to create.

 

Matrix reports are the most widely used report. When you click New Report > Matrix in Reports, the Report Builder displays. This is where you design and build your report.

1. Reporting Pane: Search

   1. Enter the name of an element to search for within the element groups. You can also use partial name searches, for example, “exp.”

2. Reporting Pane: Elements Tab

   1. Report elements such as accounts, levels, time, versions, are stored as separate lists on the Elements tab.

3. Design Elements

   1. Here you can add a report segment, blank space between elements and create a custom header.

4. Filters

   1. Filters limit data being pulled into the report. For example, if you drag a specific version to the Filters segment, the report displays only the data from that version.

5. Rows and Columns

   1. You can drag, collapse, or expand elements and control how they are viewed. Segments can be added to the row and/or column axes.

6. Report Builder Toolbar

   1. Here are several options to save and run the report you have built and to define the report’s properties.

7. Parameters

   1. Parameters are optional in a report’s design. They allow users to adjust the filtering without modifying the report.

Adding Elements to the Report

Dragging Elements

1. Building a matrix report involves dragging one or more elements from the Elements tab to the report canvas.

2. You can expand and drag elements to the Rows, Columns, Filters or Parameters areas. For example, you might drag one or more accounts to the rows, a time period or time span to the columns, a level or dimension as a filter, and a date as a parameter.

3. A matrix report must include at least one row element and one column element; one of which must be an account or account attribute.

4. In this example, Non-Operating Expenses are dragged into the report builder. To navigate to Non-Operating Expenses – first, select Accounts in Elements. Second, select the drop-down menu GL Accounts. Third, select Non-Operating Expenses and drag-and-drop into the report.

   

Dragging Rollup Elements

How a rollup element in the left pane is expanded when dragged to the grid determines its initial display in the completed report.

• Here, the Expense rollup is dropped in its collapsed state.
• A hierarchy indicator and related tooltip display for rollup elements.
• From the grid, you can right-click the rollup element and select Manage Hierarchy.

Here you see the result of selecting Manage Hierarchy. In addition to expanding selected accounts using the arrow icons, options are available to Expand All or Collapse All using the links at the bottom of the screen.

 

 

Creating Tiers

Tiers of elements are like blocks of one or more elements. To create a tier, drag an element above other elements, as shown below. Here we have levels tiers, Academic Affairs above the account tiers in the rows and the Version tier above the time element tier in the column axis.

Element Properties

When adding elements to report design, how elements are displayed can be defined when the report is run. Right-click on an element and select Properties. Here you can choose to display a label instead of the element name, set the font style, apply conditional formatting etc.

Adding Segments

Adding a segment allows different combinations of elements on a report. For example, when you want different combinations of time and version on an expense report. When an element is dragged onto the row or column axes, a segment is created.

• You can drag segments from the Design Elements area of the Reporting pane to the row, column, or both axes of a report.
• When adding multiple segments, each segment must contain the same elements; however, the elements do not need to be in the same order within each segment.
• You can have tiers of elements in a segment. For example, the image below shows a version above the fiscal year in each column segment.

 

Filters and Parameters

Filters

Filters narrow a report’s focus. Drag an element to the Filters area, such as a level, dimension, or attribute. Once an element is placed in the Filters section, it isn't available for rows, columns or the sheet tabs. You can, however, use the filter element as a parameter.

Parameters

Parameters allow users to quickly adjust and/or narrow the filtering in a report without modifying or creating additional reports to see different time periods, levels and other values for existing report elements. Why use parameters?

• Parameters reduce the time end users spend modifying reports.
• Parameters also reduce the number of reports an administrator must create and manage. By giving end users the ability to select specific elements, you do not have to create and maintain several iterations of the same report for different users.
• You can also parameterize time in a report so that it updates automatically as time passes, thereby eliminating the need to update reports on a regular basis.
• Elements used as parameters must already be placed on the report in the rows, columns or filters. In the image on the left below, the Time element is in the Filter and Parameter area. The image on the right displays the results when the parameterized report is run.
• You can add up to 20 different parameters in a single matrix report.

Filters and Parameters

You can enhance your report by applying formatting in the report design phase. Use the Report Properties, which you access from the Report Builder toolbar, to change the way that your report looks.

• Report properties include display options, style options, conditional formatting, number display, print parameters and chart selections.
• Row and column elements also include labels, style options, conditional formatting and number display. Row or column properties override report properties, while rows will override columns.

 

Adding Calculations

Add calculation elements to a matrix report to show variances in data, metrics and/or percentages. Use a calculation on any area of a report including rows, columns, sheet axis or filter. Select and drag the calculation type from the Reporting pane to a tier on the report canvas.

 

Here we see the calculation types under the expanded Calculations element group.

• Subtotal: calculates a mathematical subtotal of the preceding rows or columns. Use blank spacers to isolate specific accounts to subtotal.
• Difference: calculates the variance between two elements in a tier.

Custom: creates a formula that refers to the elements that are in a tier.

Creating Reusable Reports

Reusable reports save time and ensure consistency when creating new reports that use the same configurations of elements. To make a report reusable, right-click on the report and select Add to Reusable Reports.