Manage Workbench Report Sets

Learn how to create Workbench Report Sets to manage multiple Workbench Reports at once.

About Workbench Report Sets

Workbench Report Sets allow you to generate, interact with, and download multiple Workbench Reports that have a common purpose from a single record. You can create a Workbench Report Set to:

  • Reuse Workbench Report layouts defined in Workbench Report Definitions
  • Apply common filters to all Workbench Reports in the Workbench Report Set
  • Run all Workbench Reports in the Workbench Report Set 
  • Download all Workbench Reports in the Workbench Report Set as a zip file

Workbench Report Set Scheduling

To simplify managing recurring reports, Workbench offers automated Workbench Report Set scheduling. You can select a predefined schedule on a Workbench Report Set, enabling Vault to automate the running of Workbench Reports and creation of report documents at the appropriate intervals.

Create Workbench Report Sets

To create a Workbench Report Set:

  1. Navigate to Workbench > Report Sets.
  2. Select Create.
  3. Enter a Name for the Workbench Report Set.
  4. Select Save or Save + Create to save the Workbench Report Set and create another.
  5. On the created Workbench Report Set, add Workbench Report Definitions and filters as needed.
  6. Select Save.

Result

When you create a Workbench Report Set, Vault sets the lifecycle state to Draft.

Add Workbench Report Definitions

Workbench Report Definitions provide the layout for a Workbench Report and can be reused for report generation. Your Vault includes some standard Workbench Report Definitions by default. To add Workbench Report Definitions to the Workbench Report Set:

  1. In the Reports to Generate section, select Add.
  2. In the Search: Workbench Report dialog, create new Workbench Report Definitions:
    1. Select Create.
    2. In the Create Workbench Report dialog, select Workbench Report Definition and then select Continue.
    3. In the Properties section, complete the following information:
      • Name: Enter a Name for the Workbench Report Definition.
      • Workbench View: Select a value from the drop-down or use the Advanced Search (binoculars icon) icon to use filters and refine your search.
      • Report Category: Select a value from the drop-down. Vault selects Ad Hoc by default.
      • Report Subcategory: Select a value from the drop-down.
      • Document Sensitivity: Select a value from the drop-down. When you generate reports from this report definition or from an associated report set, the report inherits this value.
      • API Name: Enter an API Name ending in __c.
    4. Set up the Layout section.
    5. In the Advanced Options section, select a Timezone from the drop-down.
    6. Select Save.
  3. When you create new Workbench Report Definitions from the Workbench Report Set, Vault does not automatically add them to the Workbench Report Set. To add newly created or existing definitions:
    1. In the Reports to Generate section, select Add.
    2. In the Search: Workbench Report dialog, select definitions from the list as needed. You can also use the search bar and filters to refine your search.
    3. Select OK.
      If the report set already includes a Workbench Report Definition, Vault prevents you from adding definitions that have a different Principal View.
  4. Optional: To remove Workbench Report Definitions from the list, hover over the respective definition, select the Actions menu, and select Remove.

You can add up to 50 Workbench Report Definitions on a Workbench Report Set.

Add Filters

Before you add filters, you must first add Workbench Report Definitions. The filters you add to a Workbench Report Set apply to all Workbench Reports in this report set. To add filters:

  1. On the Workbench Report Set, select Edit.
  2. In the Filters section, select Refresh. When you add Workbench Report Definitions, you must select this button to load any additional filters from the associated safety views.
  3. Depending on your Admin’s configuration of the associated safety views:
    1. Criteria fields may appear and are required. Enter values for all criteria fields.
    2. Required or available filters may appear. Enter values for all required filters and for optional filters if needed.
      You cannot remove criteria fields or required filters inherited from safety views.
  4. Add filters as needed.

Next Steps

To learn more about generating, running, and downloading reports refer to the following articles: