Reporting Functionality in Workday

Quick Reference Guide

Reporting Functionality in Workday Overview

This QRG is designed to walk Workday users through the report functionality in Workday. By the end of this
QRG, you will be able to run, view, and navigate data within reports using Workday’s various functionalities.

When running reports in Workday, it is important to understand how this differs from UBI Reporting. Workday
Reporting provides real time, drillable data where you can have everything in one place. Conversely, UBI
Reporting is not real-time (data is as of the day prior to when you are running it) but allows you to work with
large amounts of data and offers flexibility to customize reports. To access UBI, please refer to the University
Business Intelligence: Get Started page that contains guidance and steps.

Table of Contents

Access List of Reports from Workday Search ............................................................................................ 1

Access Specific Reports from Workday Search ......................................................................................... 2
Access Reports from Workday Applications ............................................................................................... 3
Access Reports from My Reports ................................................................................................................ 5
Add & Manage Favorites for Reports .......................................................................................................... 5
Review Report Functionalities ..................................................................................................................... 7

Access List of Reports from Workday Search

You can view all reports that your role’s security permissions allow. If you do not have viewing access to a
report needed for your position, discuss this with your manager. If this request needs to be escalated, you
can submit a service desk request for your security permissions to be reviewed.
On the Workday home screen:
1. Type Can Run in the Workday search bar and press Enter.
2. From the search results, the most common options available are as follows:
• Select Common Reports I Can Run to view a list of the most common reports based on your
security role. When selecting this report, you will navigate to a screen with multiple prompts
that allow you to specify criteria to filter and narrow down your report output.
• Select Reports I Can Run to view a list of all reports available to you based on your security
role.
• Select UVAFST Custom Reports I Can Run to view a list of all custom reports tagged with
UVAFST that are available based on your security role. This excludes Adaptive, Hoover, and
EDW reports.

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3. Review the list of reports and their corresponding descriptions. Select the hyperlinked report you
would like to run.

• You can also search Fiscal Administrator Persona Spotlight Reports to view a list of
custom reports tagged with “Persona: Fiscal Administrator.”
• Depending on your role and security permissions, you can also just search Spotlight in
Workday to receive a list of Spotlight Reports you can view. Spotlight Reports provide a
list of custom and standard reports that support different functions. This is a one stop
shop to view all reports related to one area.

Access Specific Reports from Workday Search

On the Workday Home screen:
1. Type the name of the specific report in the search field and select the report. For this example, we
will search My Expense Reports.

If you do not know the specific report to run:

• You can start your search with the word Find. Reports in Workday commonly start
with the word Find (e.g., Find Budget Amendments, Find My Expenses, etc.).
• You can also start by searching key terms that are relevant to that report in
Workday. For example, if you type Expense in the search field, My Expense Report
is listed in the Search Results. You can apply similar logic to other report searches.

If you are an approver, remember to approve transactions in a timely fashion. To view all
tasks that you need to review or approve, you can run the report “Processes Awaiting My

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Quick Reference Guide

Action.” The report shows what tasks you need to act on and how many days it has been
since initiation.

On the Report Prompt window:

2. Enter the information required for each field to customize the report to match your specific needs.
The available prompts will vary from one report to another.
Save Prompts – You may often use the exact same criteria to run the same report
frequently. Instead of manually selecting your filter criteria when you run this report, you
can Save your prompt values to prevent entering the same information each time. This
option may not be available for certain reports.

3. Click the OK button.

If your report includes a large volume of data, you will see a pop-up notification asking if
you would like to be notified when the report is ready. Select the Notify me Later option and
continue with other work. Once the report is ready, you will receive a Notification in
Workday.
If preferred, you can stay on the page and wait for the report to load.

Access Reports from Workday Applications

On the Workday Home screen:
1. Navigate to the Applications section and locate the specific Worklet. If you are not on the
Workday Home page, you can access your applications by selecting the Quick Access icon in the
upper right-hand corner.

If you do not see the worklet that you need on your Workday home screen, continue
through this section to add to your Applications.

2. Select the Configure Applications gear icon, which is located next to the Welcome, Your Name
banner.

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Quick Reference Guide

On the Configure Worklets screen, under Optional Worklets:

3. To add a Worklet, select + icon.
4. Type and enter name of the worklet in the Worklet field. For this example, search and select
Expenses in the Worklet field. You can also click into the Worklet search field and select the All
category to display all available worklets.

5. Click the OK button.

Depending on the Worklet you selected, you may get an alert message about the worklet
displaying differently in Workday mobile. Select OK as this message will not prevent you
from adding it.

On the Configure Worklets screen:

6. Click the Done button. The worklet will now display under Applications on your Workday Home
screen.
On the Workday Home screen:
7. Select the recently added Worklet to navigate to the appropriate report. For this example, we will
click Expenses. Depending on the Worklet, you may see different prompts or windows displayed
to access the appropriate report.

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Access Reports from My Reports

Customized reports may be assigned to you and will appear in your My Reports list. Please see below the
following steps to access these reports.
On the Workday Home screen:
1. Select your profile icon.
2. Select My Reports.

On the My Reports screen:

3. Select the hyperlinked report you would like to run.

Add & Manage Favorites for Reports

On the Workday Home screen:
1. Type Manage Favorites in the Workday search bar and select the task.
On the Manage Favorites screen:
2. Enter the following fields:
• Favorite Tasks/Reports – Search the specific non-custom report that you want to favorite.
You can also search a key term (e.g., “report”) to view a list of available reports that can be
added to Favorites.
• Favorite Custom Reports - Search the custom report that you want to favorite. You can also
click into the search bar to scroll through all the available custom reports that can be
added to Favorites.
• Favorite Business Objects – Leave this field blank.
3. Click the OK button.

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On the Manage Favorites screen:

4. Click the Done button.
5. To view your recently added favorites, navigate back to the Workday Home page.
On the Workday Home screen:
6. To access Favorites, select your profile icon and select Favorites.

On the Favorite Reports and Tasks screen:

7. Select the report you want to view. You can navigate through the different tabs to view other
reports that you favorited.

You can manage Favorites by selecting the Favorites Worklet in your Workday Applications.
Follow the corresponding steps in the Access Reports from Workday Applications to add the
worklet to your home screen.

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Quick Reference Guide

Review Report Functionalities

The table below describes the various report functionalities available in Workday. Each functionality is
displayed in the form of icons when viewing a report.

Icon Function Description

Sorting is a process of arranging data in a meaningful order
Sort (i.e., in Ascending or Descending order) to analyze information
more effectively.

Filters can be used to narrow down data and view only

required information in the report. Select Add Filter to add
Filter
customized filter parameter(s) to narrow down search results.
You can also click on the column header to filter specific data.

Charts can be used to convert data from a table format to a

Charts
chart format or vice-versa.

Change Selection is used to customize your reports and

Change charts. The options will vary depending on the type of data
Selection and how it is displayed. You can also use the Change
Selection icon to change the search criteria for the report.
Download a report in PDF or Excel format. Once you export
Download/Print and download the report, you can easily print it by selecting
the print icon for the downloaded document.

Toggle Full You can use to open full screen view or use to close
Screen view full screen view.
You can use this icon to:
a) Freeze a column, by dragging the column name to the
freeze pane. You can only freeze one column at a
View/Edit Grid time.
Preferences b) Hide a column by deselecting its checkbox.
c) Reset your table view by clicking on the reset button.
d) Reordering is accomplished by dragging columns to a
specific order.
e) Select Apply to apply changes.

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If you use the filters in the report itself to reduce the data and then export it, it will still
export ALL the rows returned in the original request. To export a subset, you will need to
run the report again by selecting the Change Selection icon to restrict your data.

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