Calculated Fields and Types

Calculated Fields and Types

Calculated fields are new field definitions that can be configured which in deed allows you to manipulate and derived values based on the existing data. Calculate fields must be associated with business object. Calculated fields can be created using Workday Delivered fields and custom fields as source. Calculated fields determined the value at run time.

Calculated fields can be categorized into 2 ways:

1. System-wide calculated fields

         They are created in a generic way by using the task - Create Calculated Field. They can be used in multiple reports.

2. Report specific calculated fields 
              They are created as part of one report and usage is specific to that report only. They are not reusable by other reports.

Below task allows you to convert System-wide Calc Field to a Report Specific Calc Field.

   Convert Calculated Field

Below task allows you to convert a Report Specific Calc Field to System-wide Calc Field.

   Convert Calculated Field for Report

Also check - Reports / Tasks Associated:

All Calculated Fields

Create Calculated Field

View Calculated Field

Delete Calculated Field

Edit Calculated Field

Maintain Calculated Fields for Report

Calculated Field Exception Audit

Calculated Field Usage Hierarchy

Maintain Calculated Fields

Calculated Fields Defined

Maintain Calculated Fields for Report

Recently Updated Calculated Fields

Report Specific Calculated Field Exception Audit

Calculated Fields - Acronyms

Calculated Fields - Acronyms

There are around 34 functions that you can use to create any calculated fields for any desired available BO. 

When trying to create a Calculated Field using one the available functions, while searching for desired function (in task Create Calculated Field ) you can simply type the acronym to find it.

Also notice the input field type (i.e. source field) and the Ouput Field type from each Calc Function below.

Calculated Field Function	Acronym	Input Field Type(s)	Output Field Type
Aggregate Related Instances	ARI	Multi Instance	Multi Instance
Arithmetic Calculation	AC	Numeric or Currency	Numeric
Build Date	BD	Date or Numeric	Date
Concatenate Text	CT	Single Instance or Text	Text
Convert Currency	CC	Currency	Currency
Convert Text to Number	CTN	Text	Number
Count Related Instances	CRI	Multi Instance	Number
Date Constant	DC	*Free Date Format	Date
Date Difference	DD	Date	Numeric
Evaluate Expression	EE	Any	Any
Evaluate Expression Band	EEB	Text	Single Instance
Extract Multi Instance	EMI	Multi Instance or Single Instance	Multi Instance
Extract Single Instance	ESI	Multi Instance	Single Instance
Format Date	FD	Date	Text
Format Number	FN	Number or Currency	Text
Format Text	FT	Text or Single Instance	Text
Increment or Decrement Date	IDD	Date	Date
Lookup Date Rollup	LDR	Date	Single Instance
Lookup Hierarchy	LH	Single Instance	Single Instance
Lookup Hierarchy Rollup	LHR	Single Instance	Single Instance
Lookup Organization	LO	N/A	Single Instance / Multi Instance
Lookup Organization Roles	LOR	N/A	Single Instance / Multi Instance
Lookup Range Band	LRB	Numeric or Currency	Single Instance
Lookup Related Value	LRV	Single Instance	Any
Lookup Translated Value	LTV	Text	Text
Lookup Value as of Date	LVD	Any	Matches Input Value Type
Numeric Constant	NC	*Free Number Format	Numeric
Prompt for Value	PV	Any	Matches Input Value Type
Substring Text	ST	Text or Single Instance	Text
Sum Related Instances	SRI	Single Instance or Multi Instance	Numeric
Text Constant	TC	*Free Text Format	Text
Text Length	TL	Text or Single Instance	Numeric
True/False Condition	TF	Any	Boolean

Report: All Reports and Tasks - Report Definition

All Reports and Tasks in the Tenant

I got requests from some people as how to access all the reports and tasks in the tenant. Here is the post which gives you the report definition to access all the reports, tasks and their related domains.

You need to know how to Create Custom Report to build a report and see the results.

         👇 Click below to download the attachment 

                                               All Tasks and Reports - Report Definition

Reporting: Alerts

Configure Alerts

You can setup alerts on your reports with the task - Configure Alert. Typically used when you want to notify the Birthday's, Anniversary's, Ending Contracts and Time Off's of the reportees under a Manager to that Manager.

Remember that through this you can alert people or security groups for the resultant report only(We call it Notification Topic ). You can schedule this to run on a recursive basis. 

Example: 

List of all Birthday's and Anniversary's in the upcoming month to the Manager, so that he/ she can prepare to send greetings.

Below is the sample configuration of an Alert for a test report. If there are any report parameters, you input it here.

Contd..

Under Recipients you can provide the security group / Manager to receive the notification. You can set up Subject and Body of the message here.

Related Tasks / Reports:

View Alerts (To view both Scheduled and Run Now Alerts)

Translate Alert Notifications

Reporting: Not able to choose or create calc fields which are non-indexed

Reporting: Not able to choose or create calc fields which are non-indexed

If you are not able to create any calculated fields or use some of your fields in your report to filter it is because of the Data source that was selected is indexed.

Go to Advanced Tab, 

Report Performance >>  Optimized for Performance - Un-check the checkbox so that it allows you to use non-indexed fields on your report for filtering or create calculated fields

Remember that this could impact the performance of the report.

Reporting: Catch Up Behavior - Scheduling Reports / Integrations

Catch Up Behavior - Scheduling

While scheduling the Reports or Integrations, you will come across Catch Up Behavior field which is mandatory. Using the Catch Up Behavior option enables you to limit how many times processes run after maintenance issues cause errors. 

You will see the below options available. First time scheduling you will only see (Run Once and None)

• Run Once - Selecting this option will Catch Up one time if it missed.
• None        -  Selecting this option will NOT Catch Up at all even though it missed.
• Legacy     -  Selecting this option will Catch Up the old /earlier expired ones. This is going to be deprecated in the future. [Don't be surprised if you don't see this now]

Example: If you schedule a process to run multiple times in a day when your environment is down for maintenance, you can limit the process to run once instead of catching up all missed occurrences.

During the maintenance window / Unplanned outage, if your reports or integrations were supposed to be running as per the schedule during that time you will use Catch up Behavior selection to tell what you want to do on the missed recurrences.

Note: You can't limit processes for schedules with a minute recurrence.

Reporting: Manage and Create - Custom Reports

Manage and Create - Custom Reports

Workday delivers the below list of reports to help you create and manage custom reports. 

All Custom Reports
All Calculated Fields
Business Objects by Category
Business Object Details
Calculated Fields Defined
Custom Reports for Person
My Custom Reports with "Don’t Use" Items
Report Fields
Report Run History
View Business Form Layout
View Delivered Business Form Layout
View Indexed Fields for Data Source
Workday Data Dictionary
Workday Standard Reports

Security for custom reports : 

Manage: All Custom Reports  - View, Edit and Delete custom report

Data Translation - Translate custom report

Custom Report Administration - Transfer ownership of custom report

To provide users with view-only access to custom reports, use the Manage: All Custom Reports domain in the System functional area for permissions.

How to make my report Worklet enabled?

How to make my Report Worklet enabled?

You could enable any of the below report types as your Worklet. (6 out of 8 report types) - Advanced, Composite, Matrix, nBox, Transposed, Trending

Simple Report and Search Report does not give an option to enable the report as Worklet.

Go to any report in the edit mode and see the Output tab.

Enable As Worklet - Check this checkbox to enable the report as Worklet
Available on - Provide the location as where this Worklet needs to be available
Maximum Number of Rows - Provide the number between 1-100 to display the rows as worklet
Maximize Report Options - Choose if you want to display worklet when maximized.
Refresh Data - Every Sign in / Every time
Worklet Icon - Select from the list of different icons available to display as worklet
Options - You may choose  the options Hide Table Borders , Hide Table Column Headings

Option to Enable report as Worklet

Here is the place where you can configure your worklet. By clicking the gear icon / setting icon you can reach this Configure Worklets task,

Simply add your report by clicking + symbol in Optional Worklets. 

On the home screen you can see the report that you wish to view as worklet. Do remember at a time you can see only 20 items on the home screen. 

Custom Report Type: Advanced

Advanced Reports

Manage: All Custom Reports

You can create an advanced report that includes:

• Multiple levels of headings and subtotals.
• Related business objects.
• Sub filters.

You can also use one or more advanced reports in composite reporting as sub reports.

Advanced reports enable you to perform many actions on your data from primary business objects and related business objects, including:

• Counting
• Grouping
• Summarizing
• Totaling

You can include fields from the related business objects directly in your report without needing a calculated field. The fields from the related business objects must directly relate to the primary business object.

Some use cases for advanced reports include:

• Computing the average, minimum, or maximum value of currency and numeric fields.
• Creating outlines.
• Displaying grand totals and subtotals based on the group hierarchy setup in the report.
• Filtering and sorting data.
• Grouping data up to 9 levels.
• Including group headers and group names in your report to separate your data logically based on the group level hierarchy.
• Summarizing detail data rows.
• Summarizing or totaling currency and numeric fields based on the primary business object.
• Using 1 or more advanced reports as subreports in composite reporting.

Custom Report Type: Simple

Simple Reports

Simple Reports are the first type of Custom Reports. To Learn reporting, start here. This is a report if you want to extract data with one Business Object (BO), and with simple filters and sorting.

I am providing here with the screens as how to create a simple report.

Search for the Task Create Custom Report

Provide the Report Name, and Select the Report Type : Simple and importantly select the Data source.
Here we are taking a data source All Active and Terminated Workers from Worker Business Object.

Notice the details of Primary Business Object which gets derived from your Data Source.

Select the columns / fields that you want to see in the final output. Fields in Workday are called as CRF (Class Report Fields)

You can do the Sorting of your report data with any of your report fields (or) any of the fields which are not on Report but related to Worker BO. Sorting is Optional.

In Filter, you can set the criteria to set restrict the data with some conditions. In the below example, we have Age > 0 and Base Pay > 0. So this will restrict if there are any 0 or negative values.

This is how your Report definition shows when you complete your work.

You have 3 options - Run, Test, Done.
Run - Will return all report results
Test - Will return 10 random report results
Done - Its more or less same as Run. 

Here is the sample Report results: Notice multiple option on the right of the report - In order -

Tag, Download to Excel, Worksheets, Filter, Charts, Field Alignment, Toggle Full Screen.

Additional Reads:
Workday Custom Reports
Workday Standard Reports