Scheduling Reports in Workday


Purpose

This document provides employees directions on how to schedule reports to run at predetermined frequencies in Workday.

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Keep in Mind

· Workday offers two types of reports to support different business needs:

· Custom Reports – These are reports designed by UChicago to meet specific business needs. The nomenclature for all these reports starts with the prefix “RPT”.

· Standard Reports – These are pre-built reports provided by Workday that cover common business needs.

· To view a list of top reports that are helpful for HRPs, Academic HRPs, Op Analysts, Budget Partners, and Costing Allocation Partners, from the Home page, choose Menu in the top-left corner of the screen, and select the Top Reports for Campus Users App.

· If this App is not visible, locate and select the (+) Add Apps button at the bottom of the Menu. Type Top Reports for Campus Users into the Find Apps search bar and select the Plus (+) icon to include this App in the Menu.

· For a full report inventory, please visit the HR Talent Analytics page on HR Connect or run the RPT Report Library report in Workday.

· To run a report, type its name into the search bar and select the suggested result that appears below the box.

Steps

1. Log into Workday using your CNET ID and password.

2. Type “Schedule a Report” in the search box at the top of the screen and select the suggested task of the same name that appears below the search box.

3. The Schedule a Report dialog box will pop up.

4. To choose the desired report, use the Hamburger Menu (the icon with 3 dots and 3 dashes) located to the right of the corresponding prompt box, or type the report name or relevant keywords directly into this field and press the Enter key.

5. Determine the Run Frequency by selecting any of the values in the dropdown list. The frequencies to run Workday reports can be configured as follows:

a. Run Now – The report is executed immediately after selecting OK. No scheduling details are required.

b. Run Once in the Future – The report is set to run once at a specified date and time in the future.

c. Daily Recurrence – The report is set to run every specified day at a predetermined time. This schedule will run from the selected start date to the end date.

d. Weekly Recurrence – The report is set to run once every specified week at a predetermined time. This schedule will run from the selected start date to the end date.

e. Monthly Recurrence – The report is set to run either every month or in a specified month, on a predetermined day or week, at a set time. This schedule will run from the selected start date to the end date.

f. Dependent – The report is set to run dependent on another process or report. For instance, a report might be scheduled to run immediately after another specific report has been run.

g. Custom Recurrence – The report is set to run according to a custom schedule. For example, a report might be scheduled to run every Monday at 10:00 a.m., or on the first day of every month. The scheduling options are flexible, allowing for a variety of custom recurrence patterns.

6. Select OK to continue.

7. The Request Name field will automatically populate with the name of the report. Change this value if desired.

8. There are three tabs that facilitate customization of the report's execution. The visibility of these tabs, however, depends on the report and the run frequency previously selected during the initial steps of the process.

a. Report Criteria – This section enumerates all the fields included in the report. The Value Type and Value columns are used to select a specific value for a given field or to choose the value at runtime.

b. Schedule – This tab enables users to tailor details about the report’s recurrence, such as Start Date, End Date, Start Time, Time Zone, etc. The fields that appear here are contingent on the Run Frequency previously selected. When the chosen frequency for the report is Run Now, this tab will not appear.

c. Output – This section facilitates the selection of the Output Type (options may include Excel, PDF, CSV), the addition of tags in the Report Tags field, and the setting of the number of days after which the report is to be deleted, among other parameters.

9. Once all customizations have been made, select OK.

10. When the report is ready, a notification will appear in the upper right-hand corner of the Workday screen. Select the Bell icon to navigate to the Notifications page. Here, a list of the most recent notifications (from the last 30 days) will appear on the left side of the screen. Select any notification to view more details about it and/or open any attached files.

a. If the Scheduled Report Completion notification type is set to be sent immediately, an email notification will be sent to the corresponding UChicago email address each time the report runs.

i. To change notification preferences, please refer to the Updating Notification Preferences in Workday Knowledge Base Article to review instructions on how to do it.