Learn how to generate Workbench Reports from a Workbench Report Set.
Note: Depending on your Admin’s configuration, object, field, and section labels, lifecycle states, and workflows may differ from the general information on this page. Refer to your organization’s business processes for guidance.
About Generating and Running Reports from Workbench Report Sets
After creating a Workbench Report Set, you can:
- Generate Workbench Report records from the Workbench Report Set
- Run these Workbench Reports simultaneously
- Automatically generate Workbench Reports and their associated documents on a recurring schedule by:
- Configuring a schedule on the Workbench Report Set
- Using the SafetyDocs PVA Scheduler, provided you have a Veeva SafetyDocs license
Prerequisites
To schedule Workbench Report Sets, your Admin must enable Workbench Report Set Scheduling.
Generate Reports
The Generate Reports action creates Workbench Reports using the parameters specified by the Workbench Report Definitions and Workbench Report Set filters. 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.
Note: You can trigger this action only once, and after 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.
Schedule Workbench Report Sets
Note: Before you can schedule a Workbench Report Set, you must first generate Workbench Reports.
To configure a schedule that allows a Workbench Report Set to generate Workbench Reports and their documents on a recurring schedule:
- On the Workbench Report Set, select Edit and expand the Scheduling section.
- In the Schedule field, select Yes.
- Complete the applicable fields, then select Save.
Note: You can stop and restart a Workbench Report Set schedule as needed. To stop a schedule, set the Schedule field value to No, then select Save. To restart a stopped schedule, set the Schedule field value to Yes, then select Save.
Scheduling Section Fields
The following fields may be available:
| Field | Description |
|---|---|
| Run Report | To define the cadence at which Vault runs the Workbench Report Set, select a Schedule from the drop-down or select the Advanced Search ( ) icon to use filters and refine your search. |
| Repeat on day | This field appears only when Monthly is selected in the Run Report field. Use the drop-down to select the day of the month on which you want the Workbench Report Set to run. |
| Repeat on | This field appears only when Weekly is selected in the Run Report field. Select a checkbox for each day of the week on which you want the Workbench Report Set to run. |
| Start Date | To define when Vault should first run the selected Schedule, use the calendar to select the date or enter the date manually. |
Result
Beginning on the date specified in the Start Date field, Vault runs the scheduled Workbench Report Set at 4:30 AM UTC. Vault repeats this run on every date thereafter, as indicated by the selected scheduling values. Whenever the schedule runs, Vault:
- Runs all Workbench Reports in the Workbench Report Set
- Creates a Workbench Report Set Activity on the Workbench Report Set to track the scheduled execution
- Uploads the generated Excel documents to your Library as either a new minor version of an existing report or a new major version for a net-new report
- Creates a Workbench Report Set Activity Document record on the Workbench Report Set Activity for each schedule-generated report document
Note: Depending on your Admin’s configuration and your notification preferences, Vault can notify all Viewers, Editors, and Owners of the Workbench Report Set once the Workbench Report Set has finished its scheduled run.
Considerations
Consider the following before modifying a Workbench Report Set with a schedule:
- When you copy a Workbench Report Set, Vault does not copy any of its scheduling details, including any generated Workbench Report Set Activities or Workbench Report Set Activity Documents. As such, after copying a Workbench Report Set, you must manually define its Scheduling field values.
- You cannot delete a Workbench Report Set that contains any Workbench Report Set Activities.
- When you delete a Workbench Report Set Activity that contains Workbench Report Set Activity Documents, Vault deletes the Workbench Report Set Activity Document records, but does not delete the documents from the Library.
Generate Reports Using SafetyDocs PVA Scheduling
You can use SafetyDocs PVA scheduling to run a Workbench Report Set on a recurring schedule, allowing Vault to routinely generate all Workbench Reports and their associated documents and enabling you to distribute these documents to partners via email or Vault task.
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.