Management of reports: Leveraging Report Groups

Author Álvaro Larrañaga SigwaldÁlvaro Larrañaga Sigwald
Date October 1st, 2020

A new ally

It goes without saying that the Report Group functionality is not universally acknowledged by most Workday users, no matter which WD area their scope of action is limited to.
Most of the times, undiscovered functionalities might become a great ally, and this could be the case of Report Groups.

Spot the difference: Report Group vs. Workday Reports

First of all, it is worth stressing that these Report Groups are not simply a summary of reports that one or many WD users will run at a certain point in time.  Report Groups allow the users to include one to many reports which will be subject of periodical review by this user; even if the setup is made into Workday, the reports can be set in an Excel format, hence, extensive Workday knowledge is not required to share these. These reports were devised for Management Reporting, indeed. By gathering all desired reports in a single place, we help having to download every report one by one and combining them locally.
It is not only a matter of time being optimized; it is remarkable that by using a Prompt Set fitting every report included in the Report Group, we minimize the risk of blunder as well as the amount of effort required to obtain the desired outcome.

Leveraging security: Avoid security breaches

In countless occasions, some Workday reports are downloaded, exported and sent one by one to their alleged recipients in an organization. In fact, this entails a huge risk of security breach, as the sender might have chosen the wrong recipient, hence exposing the subject to sensitive data.
By leveraging Report Groups, we are given the chance to decide with which users we will share the output of our report summary, not only specific users but also non-specific users belonging to a specific role.
The aforementioned users will receive a notification in their inbox whenever the Report Group is available for consultation; by simply clicking the dialog box prompted, an Excel file including all the desired information will be downloaded locally, so that the user can make annotations and save it for future reference.

Leveraging security: Data availability

Moreover, not only will the reports, but also the security of the creator will be shared with the recipients, meaning all recipients will obtain the same figures, regardless of their security configuration.
Thereinafter, if any user were to consult more data than what normally is subject of reference for their role, the former could be included into specific report groups, making the user receive just the right amount of information, avoiding security breaches.

DIY Report Groups

Summarizing, Report Groups could top your favorite functionality ranking, using them for hierarchical level reporting, grouping month- or year-end reports, and much more!
Having proposed such a breakthrough functionality, we feel like providing a few steps that will help the users become familiar with it:
Report Groups can be created by running the Create Report Group task, as easy as that!

Then, we give would name the Report Group and give it a Prompt Set

Make sure the desired reports are included and the output is shared with the desired users, these can be chosen at one’s’ liking, there is no restriction.
Then, schedule the report for the desired frequency, if needed.



Get in touch with us.

Fill out the contact and someone from our team will get in touch with you as soon as possible.