then we can move to the advanced report creation but before that just one or two slides on the reporting so the delivered report which workday has given the standard reports and the express reports which are given by workday so standard reports which are given by workday are mostly created with the same functionality of report writer which we will be using to create the custom reports and there are other reports as well which are called as express reports so the espresso reports are created using the different terminology in workday maybe a sql query or something in the background which they have not opened up to us and those reports there's a main difference between these standard reports and espresso reports because that's where the picture comes in and the expresso reports are not clonable so you cannot just clone the espresso reports they're only for you to run you can have them run see their output but you cannot clone those reports because cloning then again would enable you to to have it edited and cloned in your own way but since that terminology that they have used to create the express reports is not yet open to the customers or the partners so the express reports are not clonable the normal standard reports can be cloned standard reports if i just go here and so here you would also see some tasks copy standard report to custom report to usually clone the reports but if you want to take a look at all these standard reports given by webday you can run this report of the standard report and here you can just mention the categories if any it's not a required prompt but if you want to mention any categories you can mention any categories here and based on that worker data or from a worker data history anything you want so based on that all these reports will come up here for you so here you can see if a report type is of report writer that means this is the report which can be cloned all the reports can be scheduled whether it's a special report so if you want to just take the workday report and utilize it for your scheduling you don't want to create a report and this that should be the ideal way as well because if something is available in workday why to create your own report so if something is already available that can be used then you should use it if it is only for scheduling that also you can do but if that needs a clone you want to clone and maybe add your fields and want to remove some fields from the delivered one then you can do the cloning of these reports so the ones with the report writer maximum of the report it's not 100 true that every report writer report will be clonable but most of the reports in the report writer category are clonable and once you create the report you clone it you will be on the same page which we will be using to create the custom reports because that is the terminology which is opened for normal platform the worker normal partners and the customers to use the report writer tool to create the reports but the category where the type is espresso those reports can also be scheduled but they cannot be cloned they can just be used to run it schedule it and that's it you cannot clone and make your own by doing that so these are some of the standard reports which are given by workdev that's a quick quiz let's go through it will not take more than five minutes so if anyone of you can go ahead with what is the data source just in general whatever you have understood and from your past experience as well and from the training that we had do you understand from a data source it's a central repository where all the data is available in workday data sources where all the data is available and used is it especially used for reporting yeah got it how do we have one uh no two standard no standard index indexed can you remind us like what is indexed uh is this is that yeah so when you choose the data source so now when you run a data source report in workday the data sources report you will get an options to all see all the data sources now the data sources given by workday are of basically two types standard and index the index has come in recent years and the main difference between the standard and the index report is that Bugday has now created some data sources with an enhanced feature of RDBMS and you can see where you can quickly just the normal indexing what you understand with normal indexing if a book with index and a book without index so if you have index you can see the topics with the page number and you can easily go straight away to that so it's like searching for the resources searching for the data inside the data source has become easier or quite becomes easier when you are using a index data source rather than a standard data source so from a performance perspective it helps a lot and then there comes some restrictions to the index data sources where you would have to manage with the population what it is so not every version of the indexed every version of standard data source you have as an index version so some of the resources you have an index version but it has a population restriction as well so whether you see your index data sources is meeting the requirements of the population then you are good to use the index data source so and it only makes a difference when you have a subsequent amount of data let's say you have 50 000 workers one lakh workers in your organization your report is complex you have too many calculated fields you have complex filters so then it it kind of adds up and then gives you that performance features which you are looking for otherwise if you say i'm using index data source for a 5000 worker report and it's a straightforward index report and i'm just using the standard data source with the same amount of population i'm not seeing any difference in running so you won't feel the difference the difference will only be feelable when you have a bigger amount of population complexities including in there so when you have an index data source there are also fields which are indexed in nature which gets changed so you can still use non-indexed fields but while they have indexed the data sources they have also indexed the report fields first of all your first approach should be to use a index data source if you think that the population that you are looking for you can find in an index data source because let's say from current perspective you have to design an integration you are thinking that i only have 20 fields and the filters are let's say seven eight rows of filters are there and i have some normal amount of calculated field but down the line if you see from five years from now your employee count your contingent worker count is going to increase the complexities you know business every other day they come up with the changes and then the complexity gets increased so from today's perspective it might not feel good but from a scalable perspective if you think so always if you have an option for what population you are looking for and if you have an index data source available to you then it is highly recommended even some part of the reviews as well companies do say if your reviewer is quite strict they would say okay there is a stand there is an index data source available for the same population that you are looking for then why don't you use the index data source so the first thing that if you you if you have something available then use the indexed one first if not then you can go to a standard one okay the next question is can we change the data source of the report once it is created true or false no we cannot change so you can change you cannot we cannot change no we can change that's all we can change oh okay okay so i thought only business objects can be changed data source cannot be changed no no business objects of course cannot be changed so your business object because you don't get to choose your business object when you are creating your report but you you you do get to choose the data source and since your primary business object is attached to your data source so if you are changing your data source your business object automatically change but okay when we say that we need to change the address of the report it comes with the conditions that you can only change the data source if the next data source or the other data source that you are choosing are sharing the same business object so if you are going from all workers to indexed workers or if you are going from all workers to all hcm workers so until and unless your business object is same your primary business object is same for the data source yes you can change the data source and this makes sense as well because if you have the same business object and if they have allowed to change the data sources even though the business object is not same then all your cal fields are going to fail because those were created considering the primary business object and now you have changed the data source so your report does not make sense you will have to create a new report so you can change to support the existing architecture let's say you are using previously you were using all workers and now there is a requirement your report performance is getting impacted a lot you are getting a lot of issues the vendor is complaining you thought okay how do i do a performance improvement of this report so okay first of all you will see okay there is a data source available whether which is indexed in nature first thing which come to your mind will be that so first thing you will do okay i need to change the data source but if the data source changing has more implications Since the business object is same, yes, I can still do that because all the calculated fields that I have created, all the delivered fields which were tagged to my primary business object can still be retained in the same report. And my structure is not going to change and my vendor will not be impacted. Only from my internal workday's perspective, my performance will be improved. So that's why you can change, but only when your primary business object of the next data source is same. Next question, one business object can only relate to one data source.
True or false? False. Yeah.
So, one business object can be related to more than one data sources. They can share the same primary business object. Name of the report to find the business objects.
Business object details. Correct. difference between standard and espresso reports we just covered yeah standard you can edit express so you can't edit not edit clone and not edit yeah clone you can clone the standard ones but not the espresso ones and how do we copy a standard report just click on the actions and you have a task as well and you can go to the report as well then you can copy yep okay that was a quick one so now we'll move to the developing of custom reports so once we have identified that okay there are delivered reports and my business requirement is not meeting with the delivered reports and i really need to create a custom report of my own then we move to the custom report and talking in especially in terms of the integrations when we create a custom report of type advanced we get a feature which enables us to enable have that report works as a rest api for us which we can expose it to the other downstreams and they can get a feed from workday using those custom reports other than that for integration you can also create custom reports for the reporting purposes inside workday which the data will still be in housed in workday you can have those reports scheduled you can share it with the users who are able to use inside workday who have login credentials to use workday you can notify them with the outputs of when you use the scheduling so all those things you can still use the in-house reporting with your report features you can still utilize the advanced features of the report but when you really want to deliver the output outside when you really want to expose it to the outside world other than workday then you will have to enable it your you have to enable your report as a web service so we'll focus on that part but we'll quickly discuss the scheduling as well if possible so creating a custom report you have a task for it create a custom report simple report i'm not going to discuss but i'll just do a quick brief between a simple report and an advanced report so simple report in a term so when you go and create a report type here and you do create custom report so you give your report a name so from here report types you'll see lot of types on the reporting you'll see simple transpose trending search and box matrix composite so out of these we are going to discuss the advanced report and here is the simple report so we'll just quickly discuss some minor differences between a simple and the advanced report so other than the report type that you choose here as simple and advanced the next page is going to decide what type of features or the difference of ui you are going to see in your report so this is a common page where you just need to define the report type and you choose your data source so here is the first page where you're going to decide what your report would look like what features you are going to opt do we can we choose an index report can we choose a standard data source and what features will be available so all those things will be decided here when you decide the data source and the report type so these features will be common in the simple and the advanced report as well if you choose the advanced you still have an option to choose the data source but one more option gets available when you choose the advanced report so one feature is that you can enable your advanced report as a web service but you cannot enable your simple report as a web service which is the highly visible feature here itself and then when you go to the data source selection so one difference if you see here is that you cannot enable your simple report as a web service and workday also gives you an option to when you hover over the type it gives you a detailed information of what report is used via a simple report description advanced report description so all these things you can read it here if you are really new to the reporting and want to understand which report i should create in which cases so simple report is i'll be very blunt and straight about it simple report is not used for the integration purpose it cannot be used you can create just for the test purposes if you want if you want to really review some data if you want to quickly search about something then you can create a simple report for your own but from an integration perspective in a real life real life world you will not be using these simple reports anymore so first feature is enable as web service you will have this feature here as well and on the next screen as well if you forgot to do it here you can still do it at the next page so when you enable this report as a web so you can have advanced reports with web service without web service because advanced report gives you other features as well not just this enabling as web service so if you want to use the advanced report features which you are going to discuss a little later now so you can still use it you and not being using it as a web service because this is chosen only when and especially for the integrations team reporting team is never going to enable this feature so this is only used when an integration team is building their report and they're enabling it as a web service because they would either be using this report in their studio or they would be using this report directly to call in the in the list apis to any vendors or third parties or they would be using this report in their eibs so then only they will be taking this box otherwise normal reporting team would never click and this is also not recommended because this feature gives you what your difference to identify the reports which are owned by the reporting team and the reports which are owned by the integration team you can create no i have a question here so for any integration type do we uh check this box enable as works web service like let's say document transformation or eib or whatever it is do we of course for i don't think for document transformation we use reports but um yes you have to yes you will have to because otherwise your report can so we'll understand it in the sessions of eib how the report works and why do you enable it so when you want to enable it because in the ui when you are running you are just seeing the output as a row and column method and you can just directly download it as an excel but when we really enable the report as a web service then the total architecture gets changed and now you are dealing with the codes of the data your report will be shared as a json your report will be shared as a xml output and then xml so you will you will enable it as a web service if you want to use it in your report otherwise your report itself will not be available in the studio so on the data sources part if you see here you get to select the data source here and there is a box here if you see optimize for performance so you can check and check it so if you uncheck this button optimized for performance which is by default checked in the data sources you will be able to select the data sources which are indexed and non-indexed both so if i just see all workers when you are selecting the tester source you need not to go to in the detail just to find if the data source is indexed or not you can identify from this small icon itself so if you see this cylindrical database icon that means this this data source is uh standard and if you see a spark like sign this so this would say that the data source is indexed that means it's fast and also in most of the data sources you'll also find the word prefixed as well as indexed but if it not stayed then the this sign will also help you double check if the data source is indexed or not because when you are unchecking this button workday will allow you to select indexed and non-indexed any type of data source so by this you can select any data source which you want but if you select the optimize for performance checkbox and then if you make a search then workday will restrict your data sources to only index data sources with whatever you type and whatever matches with workday so it will match by default the indexed all workers because that's the only one with the all workers trading so if you choose this button then you are only going to select you will only be so sometimes this is checked and you don't remember then just uncheck it if you're not able to find your data sources could be that this box is checked that's why all the data sources were not coming up so you can uncheck it and then you can search it you will get the other options as well to choose your data source so when you choose your data source from here it will be decided what data source you want to keep for your report but anyways if you have decided not to use this resource anymore and some let's say you created all workers and now you remembered okay that i need to go to index data source even after you have gone live or maybe you are still in the development phase you can still change the data source but that have to be in considerations that your primary business object still remains the same if i do here i will not enable it as a web service here we'll do it you can do it here so i just click ok so here you will be able to see your data source editable so if i have done this here and if i want to make a change here i can do that so let's say if i want to choose this one i can change the data source it is allowing me because my primary business object for both the data sources was same so i can do that And if you have forgotten to enable your report as a web service, then you can enable your report as web service here itself. So if you see here, there's a box on the advanced tab, enable as web service. So if you do here, you will be able to see and we'll discuss this detail.
What are these fields once we discuss it more? Yeah, one small question, just like a big big, say, for example, in our department, like we have. multiple departments with the different different support say for example if some support want a specific for their own department purpose they want an advanced report so in that case do we do like advanced reporting as web services or do we do like a simple report and then just for one time purpose we just generate it and set them as a user so that they can take and generate on their own so how how we do i would i would advise to create an advanced report without the web service since you are saying that your data will only be hosted in workday and only be used to run in workday and maybe get one department okay yeah so uh and maybe i would suggest that today there is a request from one department it could be a request from other departments as well so i would suggest to have a report created with a prompt with the problem we learned what are the prompts with the prompt to enter the supervisory organization so that now let's say one manager can enter his own support and he can see all the details on the reportees and on any sub sub superior sub organizations or any down organizations to him which are reporting so it would be scalable as well you can enable it as a prompt rather than hard coding a particular supervisor organization and creating 10 20 reports i have seen the prompt as well yeah when i run a report i can select the in the run time where i can select the support yeah okay is it is it uh so do we do that in advance report yes yes yes you do that okay that's good and how we know that uh specific that that like it will the access to that report will be given to all the members in the support or is it like we can add that you that you can control with the share if you let's say if you don't want to go with the individual users let's say there are 10 000 managers in your organization so you would not just add 10 000 users manually here with their user ids so rather you can select okay let's say there is a primary hr business partner or let's say compensation manager or just the manager so you can decide the groups here and if you're saying i only want the you this report to be accessible to the managers then you can select the manager as a group and whosoever is part of this manager group usually the people who are managing okay like a role specific one correct so then every person who has a manager role they would be able to access this report under that support if we are using that prompt not under that support they will be able to use this report in general they would be able to launch this report because they have access to this report and they would be running it they can run it for their own support since they you will be giving them a prompt to enter their own support so that they can run it for their own support and so launch access will be given to everyone but they can enter their own support in the prompt so that the data will be shown to them but if they want to run it for some other manager as well they can still do it okay that's that's really helpful yeah so this is the one i was like struggling for a long time like why people are asking like this and how it is done okay i got the answer okay