Technical accuracy note (v1.1): Workday-specific task names and behaviors in this version were rechecked against current official Workday Administrator Guide and Workday Education documentation in August 2026. Items that depend on a customer's tenant, security model, business objects, data sources, or release-specific UI remain explicitly marked for validation.
Representative technical work product. This SOP demonstrates a Workday reporting and People Systems operating approach and is not presented as a prior-client deliverable. Tenant configuration, security, business objects, data sources, and organizational policies must be validated before implementation. Warren Sanders is not a Workday-certified consultant.
1. Purpose
This SOP defines the end-to-end process for creating an Advanced custom report in Workday using the Create Custom Report task, configuring it with appropriate filters, dynamic date prompts, and column definitions, and scheduling it for automated daily delivery using the Schedule a Report task.
It is written for a People Systems analyst or Workday report writer with data access appropriate to the recruiting functional area. It does not assume configuration authority beyond what the Report Writer and report scheduling security domains permit.
2. Business Scenario
Report name (example): Daily Recruiting Pipeline Exception Report
Business need: The Talent Acquisition leadership team needs a daily snapshot of open job requisitions that meet any of the following exception conditions:
- Open for more than a defined threshold of days without an active candidate in a qualified stage
- Have zero candidates currently active in the pipeline
- Have reached the requisition approval date but have no posted job opening
[TENANT-SPECIFIC — exception criteria and threshold values require TA policy confirmation]
Audience: TA Director, Recruiting Managers, designated HRBP
Delivery cadence: Daily, 6:00 AM [organization's configured time zone — confirm]
Output format: Excel (.xlsx)
3. Scope
This SOP covers:
- Security prerequisites before report creation
- Data source and primary business object selection
- Creating an Advanced report using the Create Custom Report task
- Configuring columns, filters, prompts, and dynamic date values
- Pre-schedule testing
- Scheduling with daily recurrence
- Output type options and limitations
- Report tags and file retention
- Sharing scheduled output and security implications
- Validating the schedule via Scheduled Future Processes and Process Monitor
- Lifecycle management: editing, suspending, transferring ownership, and retiring
4. Prerequisites
4.1 Security Access — Required vs. Conditional
Workday security is tenant-specific. Confirm access with the Workday Security Administrator before beginning. Separate minimum access to build the report from conditional administrative access used only for broader management, sharing, or scheduling activities.
Minimum access to create the custom report
| Access | Functional Area | Why It Is Needed |
|---|---|---|
| Report Writer user-based security group | System / Reporting | Required membership to create custom reports |
| Custom Report Creation domain | System | Required to create or copy custom reports |
| Security domain for the selected data source | Tenant-specific | Required to select and run the report data source |
| Security domains for report fields used | Tenant-specific | Required to add and view secured fields |
Official Workday behavior: Workday states that users creating custom reports must be assigned to the Report Writer user-based security group, have access to the Custom Report Creation domain, and have access to the report data source and secured report fields.
Conditional / administrative access
| Access | Use Only When Needed |
|---|---|
| Scheduled Report Processes domain | Required to use Schedule a Report for scheduled report processes |
| Report Output Sharing domain | Required only when sharing scheduled output in a way that bypasses the recipient's normal Workday data security |
| Manage: All Custom Reports domain | Used by administrators to edit/delete reports owned by others and support ownership changes |
| Custom Report Administration domain | Administrative reporting/governance functions such as viewing Workday standard report metadata |
| Report Definition Sharing - All Authorized Users | Required only if the report writer will use that report-definition sharing option |
| Report Definition Sharing - Specific Groups | Required only if sharing the report definition to specific authorized groups |
| Report Definition Sharing - Specific Users | Required only if sharing the report definition to specific authorized users |
⚠️ Security distinction: Sharing a report definition does not bypass the runner's security. A user running a shared report sees results according to that user's access to the data source, data-source filter, and report fields. Sharing scheduled report output is different: when output sharing is enabled, specified recipients can see the output as the scheduling user saw it. Treat scheduled-output sharing as a controlled data-distribution decision.
4.2 Report Writer User-Based Security Group
In addition to domain access, the user creating the report must be assigned to the Report Writer user-based security group. This is distinct from domain security and is set by the Security Administrator.
[TENANT-SPECIFIC — confirm this assignment is active for the intended report author]
4.3 Data Source Verification
Before opening the Create Custom Report task:
- Run the Data Sources report in your Workday tenant
- Identify the appropriate recruiting data source for your use case
- Confirm: (a) a description that matches your reporting need, (b) which security groups have access, (c) any built-in prompts, and (d) the primary business object
Source: Workday Education — Reporting Overview: "The Data Sources report lists all Workday-delivered data sources grouped by their primary business object. This report is a valuable resource [for] determining which data source to use in your report."
For this use case example — illustrative only:
A data source associated with Job Requisitions or Job Postings as the primary business object is the appropriate starting point for a recruiting pipeline exception report.
[TENANT-SPECIFIC — run the Data Sources report to confirm the correct data source name, primary business object, and required security access in your tenant. Do not assume a specific data source name is available.]
4.4 Business Object Exploration
Run the Business Object Details report to review:
- Fields available on the primary business object
- Related business objects accessible from this PBO (one level deep for Advanced reports)
- Which existing reports use this business object
5. Procedure
Step 1: Access Create Custom Report
- In the Workday search bar, type
Create Custom Reportand select the task from results- Alternatively: search prefix
rd:to find existing custom reports as reference starting points
- Alternatively: search prefix
- The Create Custom Report task opens
Step 2: Define Report Basics
On the initial Create Custom Report form, complete the following fields:
| Field | Action | Notes |
|---|---|---|
| Report Name | Enter a descriptive name | Example: Daily Recruiting Pipeline Exception Report — use a naming convention consistent with your tenant's standards |
| Report Type | Select Advanced | Advanced is selected for this use case because it supports richer filtering, related business-object fields, subfilters, prompt configuration, grouping/totaling, and other reporting options. It is an appropriate design choice here; Workday does not require Advanced solely because a report will be scheduled. |
| Data Source | Select the appropriate recruiting data source | [TENANT-SPECIFIC — confirmed from Step 4.3] |
| Optimized for Performance | Leave checked (default) unless you need non-indexed fields | Limits available fields to indexed fields only. If specific fields you need are not available, uncheck — but document the performance trade-off |
| Enable as Web Service | Leave unchecked unless integration use is intended | Not required for scheduled email delivery |
| Temporary Report | Leave unchecked | Temporary reports expire after 7 days by default. This is a production report. |
3. Click OK to proceed to the report definition editor
Source: Workday Education — Reporting Overview: "When creating a report, you must specify the report name, report type, and data source. You can also select whether your report will be a temporary report, or if it will be web service-enabled. The Optimized for Performance checkbox is populated by default to limit available fields on the report to indexed fields only."
Step 3: Configure Columns (Columns Tab)
The Columns tab defines the fields that appear as columns in the report output.
To add a column:
- On the Columns tab, click the + icon to add a row
- For each row, specify:
- Business Object: Select the primary business object (or a related business object, one level deep)
- Field: Select the field from the available list
- Column Heading: Override the default heading if the field label is not user-friendly
- Additional options: Sort, group, aggregate as needed
Source: Workday Education — Reporting Overview (Columns tab): "Specify the fields to include on the report and the sequence in which they should display... You can only add fields that you have access to."
Example column set for the pipeline exception use case (illustrative — field names are conceptual):
| Column # | Business Object | Conceptual Field | Column Heading | Notes |
|---|---|---|---|---|
| 1 | Job Requisition [TENANT-SPECIFIC] |
Requisition ID / Reference | Req ID | Primary object identifier |
| 2 | Job Requisition | Job Title / Position | Job Title | [TENANT-SPECIFIC — field name] |
| 3 | Job Requisition | Hiring Manager | Hiring Manager | Related object field |
| 4 | Job Requisition | Department / Organization | Department | [TENANT-SPECIFIC] |
| 5 | Job Requisition | Status | Req Status | [TENANT-SPECIFIC] |
| 6 | Job Requisition | Date Opened / Created Date | Date Opened | [TENANT-SPECIFIC — date field] |
| 7 | Job Requisition | Days Open (calculated) | Days Open | May require a calculated field; confirm availability |
| 8 | Related: Candidates | Active Candidate Count (calculated) | Active Candidates | [TENANT-SPECIFIC — may require calculated field or subfilter] |
| 9 | Job Requisition | Target Fill Date | Target Fill Date | [TENANT-SPECIFIC] |
⚠️ Do not treat this column list as actual Workday field names. Field names are determined by your tenant's data source and primary business object. Use the Business Object Details report to identify available fields and their exact names. Column 7 and Column 8 may require calculated fields — consult your Workday administrator.
Step 4: Configure Filters (Filter Tab)
The report's Filter tab defines which primary business object instances display. For an Advanced report, use the Filter on Instances grid and, when appropriate for a scheduled report, subfilters for related business-object data.
Illustrative exception logic:
Requisition Status = Open [TENANT-SPECIFIC]
AND
(
Days Open > [threshold] [TENANT-SPECIFIC]
OR
Active Candidate Count = 0 [TENANT-SPECIFIC]
)
Build the filter using fields that actually exist on the selected PBO/data source. When candidate activity lives on a related business object, determine whether a subfilter, calculated field, or different data source is the correct design.
Validation: spot-check known records that should pass and fail the filter before scheduling.
Step 5: Configure Prompts on the Report Definition
The report Prompts tab controls prompt behavior in the report definition itself. Use it to configure instructions, defaults, required/optional behavior, and whether a prompt appears to an interactive report runner.
For each prompt:
- Confirm why the prompt exists — it may originate from a data source, data source filter, report filter, field, or calculated field.
- Set a report-level default only when that default is appropriate for interactive use.
- Decide whether the prompt should remain visible to interactive users.
- Do not configure the scheduled process's Determine Value at Runtime behavior here. That scheduling behavior belongs on Schedule a Report → Report Criteria in Step 8.
Official Workday behavior: On the report definition's Prompts tab, Workday supports prompt defaults and Determine default value at runtime for defaults shown/used by the report. Separately, when you schedule a prompted report, the Report Criteria tab provides a Value Type of Specify Value or Determine Value at Runtime for the scheduled run.
Example report-definition prompts for this use case:
| Prompt | Report-Definition Treatment | Notes |
|---|---|---|
| Organization / Supervisory Organization | Optional default, or leave visible for interactive users | [TENANT-SPECIFIC — validate the exact prompt and permitted values] |
| As Of Date (if the chosen data source/report requires one) | Keep as a prompt; avoid hardcoding a date that will become stale | The daily schedule will supply the runtime value in Report Criteria |
Key design rule: Keep the report definition reusable where practical. Put schedule-specific values — especially advancing dates — on the scheduled process unless there is a clear reason for the report itself to own the default.
Step 6: Configure Sharing (Share Tab)
By default, a custom report is visible only to its owner.
Source: Workday Education — Reporting Overview: "By default, a custom report is visible only to its owner and users who have access to manage all custom reports."
On the Share tab:
- Share with All Authorized Users: Shares with all users who have access to the report's data source. Use with caution.
- Share with Specific Groups and Users: Recommended — limit to the security groups or individuals who need access to run or copy the report definition.
For this SOP's use case: Share the report definition with the Talent Acquisition manager security group and the Report Administrators group.
[TENANT-SPECIFIC — determine the correct sharing target based on your tenant's security groups]
Note: Sharing the report definition is distinct from sharing scheduled output. See Step 8 for output sharing.
Step 7: Test the Report Before Scheduling
Do not schedule a report that has not been validated in the same environment.
Testing procedure:
- Save the report definition
- Run the report interactively
- Enter or accept prompt values (use the same values you intend to set on the schedule)
- Review the output:
- Correct rows returned?
- Correct columns in the right order?
- Filters working as expected?
- Prompt values applying correctly?
- No unexpected empty rows or system errors?
- Download as Excel to confirm output format is usable
- Have a subject-matter expert review sample output for data accuracy
⚠️ Do not skip report testing. A scheduled report that delivers incorrect data daily — especially to senior stakeholders — damages trust in the People Systems function. Invest in validation before automation.
Step 8: Schedule the Report — Daily Recurrence
Once the report is validated, navigate to the Schedule a Report task.
Access methods:
- Search
Schedule a Reportin the Workday search bar - Or from the report's Related Actions when the scheduling action is available.
[TENANT-SPECIFIC — menu grouping/labels can vary by current UI]
Confirm the scheduling user has access to the Scheduled Report Processes domain in the System functional area.
Report Criteria Tab
For each prompt displayed:
| Field | Action |
|---|---|
| Value Type | Select Specify Value or Determine Value at Runtime |
| Value | For static values, select the value. For dynamic schedules, select the field/calculated field that Workday should evaluate each time the report runs. |
Official Workday behavior: Workday documents Determine Value at Runtime on the scheduled report's Report Criteria tab. Workday recalculates the selection criteria each time the recurring report runs, making it appropriate for date values that advance over time.
Schedule Tab
| Field | Configuration for Daily Run | Notes |
|---|---|---|
| Run Frequency | Daily Recurrence | |
| Recurrence Type | Recurs Every Weekday or Recurs Every x Day(s) | Use weekdays to skip Saturday/Sunday; use every 1 day to include weekends. [TENANT-SPECIFIC] |
| Start Time | 06:00 AM (example) | [TENANT-SPECIFIC] |
| Time Zone | Organization-appropriate time zone | [TENANT-SPECIFIC] |
| Start Date | Activation date | |
| End Date | Set within Workday's supported recurring-process range | Plan ownership for renewal before expiration. |
Output Tab
| Field | Configuration | Notes |
|---|---|---|
| Output Type | Excel | Options include Excel, Report (PDF), and Text (CSV). |
| Report Tags | Apply descriptive tags | Example: Recruiting, Exception Report, Daily. |
| File to be Deleted After (Days) | Example: 14, or per governance policy | Workday retains output for the specified number of days. If blank, tenant-level setup can govern retention; do not assume a universal default. |
| Do Not Output an Empty Report | Consider selecting for an exception report | Suppresses creation of an empty output file and the corresponding notification when the report has no results. |
| Hide Prompt Values | Optional | Applies to supported output types such as Excel/CSV. |
Output-format guidance: Excel is appropriate for spreadsheet output; PDF for PDF report output; CSV for delimited text or very large outputs. Workday documents that very large scheduled Excel/PDF output can be generated as CSV when platform size limits are exceeded.
Share Tab
| Option | Recommended Setting | Security Implication |
|---|---|---|
| Don't share report output | Use when only the scheduling user should retain the generated output | Only the scheduling user can access the scheduled output file |
| Share report output with other users | Use only for a deliberate authorized distribution | ⚠️ Shared users can view the data as the scheduling user saw it, regardless of their normal Workday security. Requires Report Output Sharing. |
Security governance rule: Output sharing is not the same as sharing a report definition. Treat scheduled output as a data-distribution artifact and review sensitive fields, recipient scope, retention, and ownership before enabling sharing.
Step 9: Validate the Scheduled Process
9.1 Scheduled Future Processes
After saving the schedule, run Scheduled Future Processes and confirm the process name, next run date/time, recurrence, owner, and status. From the scheduled process's related actions, Workday supports editing/deleting, suspending/activating, and transferring ownership.
9.2 Process Monitor
After the first execution, run Process Monitor and verify the background process completed without errors or warnings requiring action. Use the background-process detail to investigate failures.
6. Production Readiness & Governance
- Confirm business owner and report owner.
- Document a backup owner.
- Validate recipient distribution and output-sharing risk.
- Set retention according to policy.
- Monitor the first production run.
- Review the schedule after Workday releases or upstream data-model changes.
- Use Scheduled Future Processes to suspend/activate, edit/delete, or transfer ownership as needed.
7. Troubleshooting
| Symptom | Probable Area | Action |
|---|---|---|
| Report cannot be scheduled | Schedulability or security | Confirm the report is schedulable and the user has Scheduled Report Processes access. |
| Daily run uses stale dates | Report Criteria | Review Schedule a Report → Report Criteria; confirm the dynamic field/calculated field is evaluated at runtime. |
| Output file is empty | Filter/prompt logic or true zero-result condition | Run interactively with the same criteria and validate expected records. |
| Shared user sees sensitive data | Scheduled-output sharing design | Suspend distribution, review output recipients and sensitive fields, and reassess whether output sharing should be used. |
| Recurring process fails | Background process | Use Process Monitor and background-process messages to identify the specific failure before changing the report. |
8. What Must Be Validated in the Client Tenant
- Exact recruiting data source and primary business object
- Exact report field names and calculated-field requirements
- Security domains for the data source and fields
- Report Definition Sharing permissions
- Scheduled Report Processes and Report Output Sharing access
- Runtime fields/calculated fields available in Report Criteria
- Time zone, recurrence, end date, and retention standard
- Recipient distribution and sensitive-data policy
9. Official Workday References
- Workday Education — Reporting Overview
- Workday Education — Report Administration
- Workday Administrator Guide — Schedule Reports or Report Groups
- Workday Administrator Guide — Concept: Temporary Reports
Representative technical work product — Warren Sanders | Version 1.1 | August 2026
Not a prior-client deliverable. Not presented as Workday-certified output.