Workday: Report Navigation

Tags workdayHR

Report access is driven by security. Users may be granted one or more security roles that will determine what access to data they have in Workday. Reporting is also available in University BI Reports.

Accessing Reports in Workday

Users can access reports multiple ways in Workday:

  • Directly from the Search Bar
    Type in the title of the report you wish to search for in the Workday search bar.
    search bar with time off bal enterned and time off balances report showing in drop down results 
     
  • From applications on the Landing Page or the Global Navigation Menu
    From the landing page, select View All Apps to access these applications or select the Global Navigation menu located at the top left corner.
    Global Navigation Menu showing a selection of apps 
    Related reports are listed in the applications that provide reporting functionality.
    Reports are labeled with names that describe the information they display.
    Absence application options with Absence Balance highlighted in view column
     
  • Dashboards
    Dashboards are preconfigured pages that consolidate key management information and actionable items in one location.
    example of the recruiting dashboard
     
  •  Built into pages throughout Workday, such as the Workday Inbox or Worker Profile.
    Workday Inbox and Worker profile can be found in the top right corner of Workday.
    time off balances tab from the worker profile showing report of all time off plans for worker


    Report Prompts 

    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.
     
  • 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.
    Diversity prompt pop-up with organization fields and start and end dates
     
  • To save prompt values for future use as a filter, select the prompt values and enter the name of the saved filter in the Manage Filters box then click Save. The report filter is saved in the user’s Workday account and is available any time the user accesses the report. This process can be repeated as many times as needed to create multiple saved filters.
    my team's upcoming time off prompt pop-up with filter



    Report Icons 

    Workday reports have different icons that provide different functions such as:
     
  • The Export to Excel icon export to excel icon allows you to pull the data out into Excel for you to use additional Excel functionality.
     
  • The Add to Worksheets icon add to worksheets icon allows you to bring the data into the Workday Worksheets area in Drive to share and collaborate with others directly in Workday.
     
  • • The Filter icon filter icon allows you to filter the data from each column in the same way as in Excel.
     
  • The Expand/Collapse Chart icon expand collapse chart icon allows you to change the view of the report. Once selected, there is another icon in the top-right corner to select the desired report view.
     
  • The View/Edit Grid Preference Icon view edit grid preference icon allows you to rearrange or remove columns.
     
  • The Toggle Icon toggle icon allows you to expand the size of the report output within the screen.
    all report icons
     

Sort and Filtering 

Sorting and filtering data enables the data to be presented in a systematic manner. In Workday, filtering and sorting results will apply and update the view of any charts or graphical elements of the report. Users can sort or filter reports using Workday:

  • 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.
    sort options off of column header

    o Once the sort option is selected, it can be removed by clicking on the column heading and selecting Remove Sort.
    remove existing sort option off of column header

     
  • 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.
    filter and sort conditions drop down from column header 
     
  • Filters can also be added by selecting the filter icon on the upper right-hand side of the report table and clicking Add.
    filter icon with add button
     
  • Filter Conditions are dependent on the type of data in the column.
    o Numerical data can be filtered using equals, greater than, less than, between, and is empty.
    o 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.


Additional Actions

Some reports allow for drillable actions. Report values that are available as a blue hyperlink indicate the ability to take additional action.

  • Selecting the value will allow the user to see the related business object or to see a sub-report that has additional detail.

The user can also use the Related Actions button to perform additional actions when available. User can use the vertical dots icon to check related actions that are available.
worker's name with related actions button selected and menu displaying


For Workday HR Questions, please contact us via email at WorkdayHR@louisville.edu or submit your inquiry on our Workday Inquiry Form

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