Add Live Data from Workday Reports to Workbooks

Prerequisites

Security:
Worksheets
security domain in the System functional area.

Context

Steps

In the workbook, select the starting cell for the data. Worksheets starts adding data in the selected cell and adds data to the right and down from that cell.
Click the
Add Live Data
button, which is next to the
Share
button.
Select a report to use as the data source for the live data. By default, only reports that are enabled for Worksheets display in the list of reports. You can select the
Include reports not enabled for Worksheets
option to view all reports that you have access to, but if you select a report that's not enabled for Worksheets, the process of adding the live data to the workbook might fail. The
Include reports not enabled for Worksheets
option adheres to existing report sharing security. Worksheets displays only reports that you can run elsewhere in the system.
On the
Select Prompt Values
page, select values for the report prompts, if applicable.
Select whether or not to use the default prompt value from the report when initially getting the report data, and when refreshing the live data, by setting the
Use Report Default
toggle.
For applicable date prompts, you can cause Workday to determine the prompt value based on a context, such as the current date. To do this, select the
Determine Value Dynamically
option, then select a field from the drop-down menu that determines the prompt value.
If you change or add prompt values but later you change your mind, select
Reset All to Defaults
to go back to the default prompt values.
On the
Select Columns
page, select and configure the columns:
Select the columns to include in the workbook using one of these methods:
Drag them into the preview area.
Click the
+
next to the column name.
Search for a column by name.
Click
Select All
.
After adding columns, you can remove or reorder them as needed.
(Optional) Rename report columns to use names that are more meaningful for your live data area, by clicking the
Column Options
(three dot) menu at the right side of the column. Then type a name into the
Display Name
field. The original name from the Workday report displays in a smaller font below the new name. The name must be unique to the live data area (report).
(Optional) Set a format for the data by clicking the
Column Options
(three dot) menu at the right side of the column. In the
Formatting
drop-down menu, the available formats match the selections in the
Format
>
Number
menu. Worksheets retains the formatting when the related live data refreshes.
(Optional, for Advanced reports only) Click
Add Note Column
to add a column into the live data for notes that you want to manually enter later. Use a note column when you want to keep your notes aligned with the correct rows of data even after a live data refresh. After adding a Note column:
You can drag the note column to a different location in the sheet.
You must select a report column in the
Key
field. The column you select must contain unique values, such as Employee IDs. The value must not change over time, and the value must exist in
only one row
of the live data. Worksheets uses the key to match note rows to live data rows. Make sure your key is unique; if it isn't, notes will be lost.
If you add at least one note column now in the Data Wizard, you can add more note columns in the live data after completing the wizard.
(Optional, for Advanced reports only) Click
Add Formula Column
to add a column into the live data for a scalar formula that you want to manually enter later. This formula will calculate only for the rows of data in the live data area. You can:
Drag the formula column to a different location in the sheet.
Add more than one formula column.
(Optional) To sort the data according to a particular column in the report, select an
Order By
column and a sequence (A-Z or Z-A). If you use
Order By
to sort the data, the sort overrides the sort settings from the Workday report definition. When you use the data wizard's sorting option, Worksheets preserves the selected sort order when you refresh the data. Standard sorting within the workbook (using
Data
>
Sort
) isn't preserved when you refresh.
(Optional) On the
Select Options
page, select options for the full live data area:
Insert report data as
either
live data
or
static values
. If you added a note column or formula column in a previous step, the
static values
option isn't available.
Type a
Table Name
for the live data table to be created. You can use this table name in combination with column names to create references to the live data; these are called structured references. If you don't choose a name, Worksheets automatically assigns a name of
Report
with an incrementing digit for each live data area in the workbook. The table name can be between 1 and 255 characters long. Table names must be unique across the workbook, and the name must not be the same as any pivot table names.
Select
Limit number of rows inserted
if you want to preview the results before generating the live data area with all the report data.
Clear the
Highlight live data area
check box if you don't want Worksheets to automatically highlight the live data area content.
Restrict live data editing and refresh to the owner only
.
Enable multi-instance values
to cause all values of multi-instance fields to be displayed in the resulting workbook.
Click
Save & Refresh
to run the associated Workday report and display the live data in the workbook.