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 and interact with multiple Workbench Reports that have a common purpose from a single record. Filters added to the report set apply to all Workbench Reports in the set. You can also run and download all the reports in the report set at once. See Manage Workbench Reports for general information about Workbench Reports.

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.

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 Workbench View from the drop-down or use the Advanced Search (binoculars icon) icon to use filters and refine your search.
      • Optional: Report Category: Select a Report Category from the drop-down. Vault selects Ad Hoc by default.
      • Optional: Report Subcategory: Select a Report Subcategory from the drop-down.
      • API Name: Enter an API Name ending in __c.
    4. Set up the Layout section.
    5. Optional: 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, required or available filters may appear. Enter values for all required filters and for optional filters if needed. You cannot remove required filters inherited from safety views.
  4. Add filters as needed.

Generate and Run Reports from Workbench Report Sets

After completing the sections on a Workbench Report Set, you can generate and run multiple Workbench Reports at once. Any Workbench Reports you generate in the Workbench Report Set are available only on the Workbench Report Set and cannot be accessed in the Workbench > Ad Hoc Reports tab.

Generate Reports

The Generate Reports action creates Workbench Reports using the parameters specified by the Workbench Report Definitions and Workbench Report Set filters. Once Vault generates reports for the report set, you can no longer add or modify definitions.

To trigger this action, from the All Actions menu of the Workbench Report Set, select Generate Reports. If you do not see this action, ensure there is at least one (1) Workbench Report Definition.

After you trigger the action, Vault does the following:

  • Moves the Workbench Report Set to the Pending state.
  • For each Workbench Report Definition in the set, Vault creates a Workbench Report, applies the report set’s filters, and copies the definition’s properties, layout, and advanced options to the reports. You can access the reports in the Reports section of the Workbench Report Set.
  • Sets the generated Workbench Reports to the Pending state.

If you add filters or modify existing filters on the Workbench Report Set after running the action, Vault does not apply these updates to the already generated Workbench Reports. To further modify the reports, you must edit them directly or run all reports. See Manage Workbench Reports to learn more about editing the Properties, Filters, and Layout sections.

Run all Reports

After reviewing each individual Workbench Report, you can either run the reports separately or simultaneously from the Workbench Report Set. To run all the reports at once, from the All Actions menu of the Workbench Report Set, select Run all Reports. Vault executes this action asynchronously in the background.

After you trigger the action, Vault does the following:

  • Ensures every report includes only the filters specified in the report set. If filters were added or edited on a report directly, the Run all Reports action removes those filters and ensures all reports are using the report set’s filters.
  • Sends you a notification and an email with a link to the Workbench Report Set once the action is complete. The notification and email also list any reports that failed to run.
  • Moves the Workbench Reports to the In Progress state.

Download Workbench Reports

To download all Workbench Reports from the Workbench Report Set, select one (1) of the following actions from the All Actions menu:

  • Download All as CSV
  • Download All as Excel

When the action is complete, Vault sends you a notification and an email with a link to download the reports in ZIP format.