This document provides HR Partners (HRPs) and other relevant security roles with instructions on how to schedule reports to run at predetermined frequencies in Workday.
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· 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 HR Partners (HRPs)/Academic HRPs, Budget Partners, Operations Analysts, Costing Allocation Partners, and Department Leads, from the Home page, choose Menu in the top-left corner of the screen, and select the Top Reports for Campus Users App under the Strategy category.
· If this App is not visible, locate and select the (+) Add button at the bottom of the Menu. Type Top Reports for Campus Users into the Find 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.
1. Log into Workday using your CNetID and password.
2. Type “Schedule a Report” in the search box at the top of the screen and select the suggested task 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. Workday reports can be scheduled to run using the following frequency options:
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. Check the Populate Default Prompt Values box to pre-fill the report prompts or parameters using the default values set by the report creator, if any were set when the report was configured.
7. Select OK to continue.
8. The Request Name field will automatically populate with the name of the report. This name can be updated if a different label is preferred for the request.
9. 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 lists report prompts under the Field column. These prompts represent parameters that can be set before running the report to filter the displayed data.
i. If the Populate Default Prompt Values box was checked when starting the process, some of these prompts may be automatically filled with default values defined in the report configuration.
ii. To define specific parameters for filtering the scheduled report, first determine how each prompt should behave using the Value Type column:
1. Select Specify Value to apply fixed criteria (e.g., always filtering by the same supervisory organization).
2. Select Determine Value at Runtime to apply dynamic criteria (e.g., date ranges that automatically update each time the report runs).
iii. After selecting a Value Type, enter the desired parameter(s) in the Value column.
b. Schedule – This tab enables users to tailor details about the report’s recurrence, such as Priority, 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.
10. Once all customizations have been made, select OK to complete the process.
11. 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, then select the Document Available notification, which will contain a hyperlink to download the report.
a. A notification will also be sent to the employee’s @uchicago.edu email address, provided that the Scheduled Report Completion notification type has not been disabled in the employee’s notification preferences.
i. To review or change notification preferences, refer to the Updating Notification Preferences in Workday Knowledge Base Article for step-by-step instructions.