Workday: How to Navigate and Use Reports

Before You Begin

  • You must have access to Workday.
  • Your security role must allow access to the report you want to run.
  • Some reports require prompts before they run.

Objective or Task

You will locate a report in Workday and use prompts, filters, and sorting to refine the report results.

Instructions

Access reports in Workday

  1. Click the Search bar at the top of Workday.
  2. Type the report name.
  3. Select the report from the search results.

OR

  1. Select View All Apps from the landing page.
  2. Open the appropriate application that contains reporting.
  3. Select the report you want to run.

Use report prompts

  1. Review the prompt fields displayed before the report runs.
  2. Enter values in the required prompt fields marked with an asterisk.
  3. Enter values in optional prompt fields if needed.
  4. Select Include Subordinates if you want data from subordinate organizations.
  5. Click OK to run the report.

Save prompt values as filters

  1. Enter the prompt values you want to reuse.
  2. Enter a name in the Manage Filters field.
  3. Click Save.

The saved filter is available the next time you run the report.

Sort report results

  1. Click the column header you want to sort by.
  2. Select Sort Ascending or Sort Descending.
  3. Click the column header again and select Remove Sort to clear sorting.

Filter report results

  1. Click the column header you want to filter.
  2. Enter a Filter Condition.
  3. Enter a Value.
  4. Click Apply.

Only rows that meet the filter criteria remain visible.

Use report icons

  1. Select the Export to Excel icon to download the report.
  2. Select the Filter icon to add or manage filters.
  3. Select the View/Edit Grid Preferences icon to rearrange or remove columns.
  4. Select the Expand/Collapse Chart icon to change the report view.
  5. Select the Toggle icon to expand the report display area.

Use additional report actions

  1. Select a blue hyperlink value in the report to view related details.
  2. Select the Related Actions button when available.
  3. Select the More Actions icon to view additional options.

Outcome

You can locate Workday reports and use prompts, filters, sorting, and report tools to view data in the format you need.

Need Additional Help

Contact the ITS HelpDesk: Call 502‑852‑7997 during business hours:

Monday through Thursday: 6:00am – 10:00pm
Friday: 6:00am – 5:00pm
Saturday: 7:00am – 5:00pm
Sunday: 10:00am – 10:00pm

University Holidays: 7:00am – 5:00pm

Closed on Thanksgiving, the day after Thanksgiving, and Christmas.

If you have an emergency during off hours, call the HelpDesk to be transferred to an on‑call technician, or leave your request on voicemail. Your call will be returned the next day starting at 7am unless you specify a time.

Live Chat: Chat with the ITS HelpDesk during business hours.
Submit a Ticket: Use the self‑service portal to log requests or check ticket status.
In‑Person Support: Visit the iTechConnect 1:1 help location on the lower level of the Miller Information Technology Center during business hours.

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