Do you have teams within Workday who frequently need to leverage a specific set of reports (standard or custom)? Do they need to remember the names of those reports and search for them? If yes, here’s a quick win that might make their lives easier.
Let’s talk about a way to bundle reports together that is a lower-lift than creating a dashboard. Perhaps counter-intuitively, the answer is ANOTHER report!
If you have a series of reports that may not justify a dashboard, but it would be nice to bundle them together, a report of reports might be a good fit for you. Especially if it’s a series of advanced reports that are not necessarily aesthetically pleasing and aren’t intended to provide high-level summary metrics (for these situations, a dashboard is likely our best bet).
This custom report of reports (named something more clever and appropriate depending on your use-case) will be the only “name” your teams will need to remember & search for. The output is hyperlinks to all the reports they may need. If there are runtime prompts, clicking on that hyperlink will immediately prompt you from a pop-up window. If there are no runtime prompts, Workday will immediately run that report and generate it’s output.
How do I build it?
Our custom report of reports will be built off the data source Standard and Custom Reports I can Run. I usually only put one line in the columns tab for Report Definition > Report Task. This will output a hyperlink when the report generates for easy navigate to each individual report.
Without any filters, this will generate all the reports the end-user has access to. Which might be a lot. To streamline the output, I will usually put a Report Definition filter in place and hand-pick the reports I am bundling together.
And voila – report of reports! You can do this as many times as you need for however many sets of reports your team will find helpful.
Now, if you already have an existing dashboard – or you want to go the dashboard route – these sets of reports OR the report of reports we spoke about above can be added to a dashboard either in the Worklet or Menu tab. If adding as Worklets, be sure to pop into the Output tab of each report > Worklet Options and specify which dashboard(s) this report should available on.
Did you know there’s a delivered Learning Compliance Dashboard just waiting for you in your Customer Central tenant? A suite of 26 reports spread across 4 tabs that are supposed to make your life easier when monitoring and managing learning compliance.
So what’s in this dashboard?
Use this dashboard out-of-the-box or as a starting point to iterate on. These are editable custom reports so we don’t have to start from zero. We break down the four individual tabs below:
Learning Assignments
Learning Enrollments/Dropped Content
Content Auditing
Instructor and Assessor Audit
Learning Assignments
Your lens into Required Learning. See how many learners are signed up for required content, who or what mechanism signed them up, the completion status, and any applicable expiration dates.
Reports Included:
Learning Assignments and Self-Enrollments
Learning Completion Percentage
Campaign Results
Learning Expiration Dates for External Digital Courses
Learning Assignment Details
Packaged Content & Survey Question and Answer Report
Video Interactions Question and Answer Report
Learning Enrollments & Dropped Content
Track not just required content, but all content interaction with metrics on registration statuses (enrolled, dropped, waived, etc.) and general learning consumption.
Reports Included:
Learning Enrollments/Drops by Registration Status
Learning Leaderboard by Units
Learning Enrollment and Talent Training
Learning Completion Report
On the Job Training (including Assessors)
Learning Attendance Report
Learning Certificates (Individual)
Self-Directed Learning Completion Times
Content Auditing
This tab focuses less on the learners and more on our learning catalogue. Track learning content popularity, active status, duration, ratings, and comments.
Reports Included:
Trending Learning Enrollments
Upcoming Course Offerings
Learning Content Details Report
Active/Inactive Content
Average Learning Duration by Content
Average Content Rating and Comments
Learning Content with Equivalencies
Audit Trail Report
Instructor & Assessor Audit
Aptly named, this tab helps us keep an eye on our instructors, assessors, and their offering schedules.
Reports Included:
List of Instructors
List of Assessors
Overlapping Instructor Schedules
Quick Disclaimer: Migrating things from Customer Central is not necessarily the most straight-forward task in the world, but it is easier (barely) than building all these reports yourself.
In a nutshell, you will need to hop into your Customer Central tenant, navigate to the Configuration Catalog, then migrate the delivered configuration package PKGS Learning Compliance Dashboard into whichever tenant you would like it to live. If you have internal or external support options for this adventure, I would recommend utilizing those as much as possible. They’ve likely dealt with OX and troubleshooting migration errors before.
Workday Recruiting is a veritable gold mine for custom reporting; rife with variables, daily injections of new data, and nuanced company-specific metrics. With that being said, I’d like to share with you 3 custom reports focusing on Candidate data for Workday Recruiting.
Those reports are:
Candidates by Stage
Candidates by Step
Candidate Applications by Week
Are these three reports going to cover all your Recruiting reporting needs? Unlikely. BUT the three reports above are an excellent combination of easy-to-build and valuable-to-have. The juice is worth the squeeze, if you will. Especially if report-building in Workday is unfamiliar territory.
While the Recruiting Hub is excellent and worth leveraging if you aren’t already, circumstances arise where we need to report on candidate data in aggregate for non-Recruiters. Or share data beyond the immediate Recruiting team without giving over the keys to the kingdom. Or we want to customize our data lens beyond what the Recruiting Hub functionality allows.
If any of these pain-points sound familiar, this trio of custom reports might come in handy.
Candidates by Stage
Type: Matrix
Data Source: Job Applications
Purpose: Display an aggregate count of all active job applications and what stage of the application process that application is presently in (Review, Screen, Interview, Offer, etc.)
Why I like it: Get a quick snapshot of high-level recruiting activity across every job requisition. This report can give us a sense of how busy our Recruiting team is likely to be in the coming weeks, and what sort of support will be needed for a sourcing-heavy vs. interview-heavy period.
How Do I Build It?
You will only need to fill in the Row Grouping section for this one with report field = Candidate Stage. No Column Grouping required (unless you want to get fancy and inject another variable to see candidate stage by candidate type or recruiter (or anything, really).
The Detail Data can be anything you’d like to see when you click on the blue numbers displaying in your report. If you’re not sure, the fields pictured below are an excellent place to start!
There are no filters or required prompts but if you find the dispositioned candidate data volume overwhelming, please feel free to pop in a filter of Candidate Stage > not in the selection list > Rejected, Declined by Candidate to exclude them.
For the output, I’ve gone with the “Chart and Table” donut. I usually (read: always) prefer a visual but you can leave it at just a table. There are additional graphic options so feel free to explore!
And voilà – we’ve got ourselves a custom report on Candidate Status!
Candidates by Step
Type: Matrix
Data Source: Job Applications
Purpose: Display an aggregate count of all active job applications and what specific step of the application process that application is presently in (Manager Screen, Recruiting Screen, 2nd Interview, Make New Offer, etc.)
Why I like it: This report is excellent for identifying delays or bottlenecks that slow down your recruiting process so you can be proactive about providing support and moving things along.
How Do I Build it?
Almost exactly the same way we built the first one. So much so, I encourage you to copy the Candidate Status report we’ve just built and save yourself some time.
The only thing we need to change is our Row Grouping. Instead of Candidate Stage, select Job Application Step. This field captures any step label overrides we may be using within BP: Job Application, 1st Interview vs. 2nd Interview; Manager Screen vs. Recruiter Screen.
No column grouping necessary but feel free to add additional variables if you want to highlight different cohorts of applicants (EX: internal vs. external vs. agency).
Every other tab will be exactly the same as our previous report for Candidate Stage, so if you did go ahead and “copy,” your done! Just be sure to check the Share tab, this will always return to the default of shared with only you.
And just like that, we’ve got our second custom recruiting report!
Candidate Applications by Week
Type: Matrix
Data Source: Job Applications
Purpose: Display a weekly rollup (this can be any range of time – quarterly, monthly, etc.) of Candidate Applications that have been submitted.
Why I like it: Track how well you are performing following any new recruitment promotions/initiatives. See the aggregate application volume in real-time to coordinate staffing and coverage appropriately.
For this report, our Row Grouping is going to be a calculated field (dun dun dun!) on Added Date (aka Application Date). But fear not! It’s one level, straight-forward, and will allow us to bundle our application dates into the same week (or whatever timeframe aggregate speaks to you).
Our calc field type is going to be a Lookup Date Rollup, with our date field being Added Date. The format drop-down is where you can deviate from my “week” if you’d like to do a different summation.
Once you create this calc field and pop it into our Row Grouping, we are just about done! I’d suggest following the same pattern for the detail data and filters you’ve selected on our previous two custom reports on Candidates.
The main difference, as I’m sure you’ve noticed, is that I’ve ditched the donut. Instead, I pick a Bar-Clustered with our calculated date rollup occupying the vertical axis and my count summarization occupying the Legend.
As an aside, you can flip your vertical axis and legend to get more colors involved in your report output. I like the additional colors, but not as much as I dislike my dates being in the legend instead of running down the vertical axis. But entirely personal preference, the numbers remain the same.
One final thing – if you intend to add these custom reports to a dashboard, be sure to identify that dashboard in the Output tab > Worklet Options and share the report with at least one security group.
That wasn’t so bad – three custom recruiting reports to monitor your job application process!
If you’re reporting needs extend beyond these three reports, don’t hesitate to reach out! There is more where these came from!
Just three, you say? There are, of course, more! But the three below are the ones I build first and most frequently. As an added bonus, the build is very straight-forward.
You can certainly title these reports however you like, but I typically name them something in-and-around:
Performance Review Status
Performance Review Step
Performance Review Rating Distribution
Performance Review Status
Type: Matrix
Data Source: Employee Reviews – Indexed
Purpose: Display a count of launched reviews by the current status (In Progress, Completed, Canceled, Rescinded).
Why I like it: Get a quick progress summary of your launched reviews at a glance. Without having to fill in prompts.
One quick caveat about this data source: it is indexed so if building in a non-production environment, the data it displays may lag slightly. So if you are testing and don’t see the report populating the reviews you just launched, fear not! It will catch up.
How Do I Build It?
You will only need to fill in the Row Grouping section for this one with report field = Transaction Status. No Column Grouping required (unless you want to get fancy and inject another variable to see status by review template or company (or anything, really).
The Detail Data can be anything you’d like to see when you click on the blue numbers displaying in your report. If you’re not sure, the fields pictured below are an excellent place to start!
No filters, no required prompts. For the output, I like to go “Chart and Table” with a handy-dandy donut. But if that’s not your style, you’ve got more output options to check out!
And voilà! You’ve got yourself a custom report on Performance Review Status.
Performance Review Step
Type: Matrix
Data Source: Employee Reviews – Indexed
Purpose: Display a count of launched reviews by the step of the business process
Why I like it: Track how well you are keeping to any specified timeline, and know “who” you need to nudge along
Without Column Grouping = Review Template
With Column Grouping = Review Template
How Do I Build It?
This is going to be very similar to the previous report. But instead of Transaction Status for our Row Grouping, we’re going to select “Business Process Step or To Do Awaiting Action (Includes Subprocesses).” As an aside, I’ll create an Evaluate Expression Band calculated field here frequently to customize the output step name (mostly shortening things) which also allows us to leverage a sequence defined in Fields Values Group. But that’s likely content for a separate blog post, and is mostly for aesthetics. The data will be the same.
No column grouping necessary but if you have multiple templates launched and would like to see your output broken down by step AND review template, feel free to add Review Template. We’ll wind up with an output that has multiple horizontal bars (pictured above, right) instead of one horizontal bar (pictured above, left)
Detail data continues to be whatever you’d like to see when you click on the blue numbers. The filter tab will deviate slightly from the prior report; I like to only include Transaction Status of In Progress or Successfully Completed. Technically, our canceled and rescinded transactions won’t be in a step.
For the output tab, you’ve likely noticed that this output is not a donut like our first report on status. To add a little variety, I like to go with Bar – 100% to show the advancement through our business process. If you went ahead and added a Column Grouping, that will be your vertical axis (review template) and the Legend will be our Row Grouping (business process step). If you did not add a Column Grouping, the vertical axis will be “metrics.”
And just like that, we’ve got our second custom performance report!
Performance Review Rating Distribution
Type: Matrix
Data Source: Employee Reviews – Indexed
Purpose: Display a distribution curve of Manager Overall Ratings as managers submit their evaluations.
Why I like it: Track how well you are keeping to a specified distribution curve, and identify areas of deviation
How Do I Build It?
For this report, our Row Grouping is going to be Overall Rating – Manager and our Column Grouping is going to be Review Template. Within the Summarization table, you can continue to do a “count” as we have done in our two previous reports, or you can add a percentage.
Our output is not a donut or a 100% bar, but rather a clustered column. This will allow us to visually display an actual curve.
And there you have it. Three custom performance review reports to monitor your process and keep things running smoothly.
If you’re reporting needs extend beyond these three reports, don’t hesitate to reach out! There is more where these came from!
If you currently use Skills in Workday, or are considering it, this article is for you. Workday has a delivered Skills Dashboard available for free in your Customer Central tenant’s Configuration Catalog.
Use it out of the box, or as a starting point for report customization. Either way, I think this dashboard is valuable. And did I mention – free?
Migrating from customer central can be a bit involved, so please reach out if you need assistance. The Configuration Catalog Package is called “RPT Skills Dashboard.” You will need to confirm the baseline dashboard security is compatible with whichever tenant you are migrating into. For the initial migration, it involves Talent Administrator, Talent Partner, Manager, and Management Chain. You can, of course, adjust this security and any elements of the dashboard post-migration.
Included Reports
Workday’s delivered Skills Dashboard includes the following reports:
Acquired Skills in Last 30 Days
Compare Worker to Target Job Profile
Gig Participation Report
Job Profile Skill Comparison
Lost Skills in Last 30 Days
Mentorships
Skills by Organization
Suggested Skills
Talent Marketplace Participation Report
Unique Skills
Worker Learning Enrollments
Worker Profile Completeness
Worker Skills Bands
Worker Skills Snapshot
Workers that Meet Minimum Percentage of Target Job Profile Skills
Workers that Meet Minimum Percentage of Target Skill Profile Skills
