Generate & Run Report Sets

Users can reuse Workbench Report Set Definitions to create Workbench Report Sets, which group multiple Workbench Reports that have a common purpose (for example, PADER aggregate reports). The following capabilities are available for Workbench Report Sets:

Prerequisites

Consider the following prerequisites:

Generate Report Sets

The Generate Report Set action on a Workbench Report Set Definition generates a Workbench Report Set and its child Workbench Reports. Vault creates the child reports using parameters specified by your Admin.

To trigger this action:

  1. Navigate to Workbench > Report Set Definitions > [Workbench Report Set Definition]. 
  2. From the All Actions menu of the Workbench Report Set Definition, select Generate Report Set. If you do not see this action, ensure there is at least one Workbench Report Definition.
  3. In the Generate Report Set dialog, complete the following information: 
    • Enter a Name for the report set.
    • The filters you add apply to all Workbench Reports in this report set. To add filters:
      1. In the Filters section, select Refresh. You must select this button to load any additional filters from the associated safety views.
      2. Depending on your Admin’s configuration of the associated safety views:
        1. Criteria fields may appear. Enter values for the criteria fields.
        2. Required or available filters may appear. Enter values for all required filters and for optional filters if needed.
      3. Add filters as needed. Some fields require the use of Dynamic Views. A Workbench Report Set can reference up to ten Dynamic Views for filters.
  4. Select Continue.

Results

After you trigger the action, Vault does the following:

  • Creates a Workbench Report Set in the Pending state. Navigate to Workbench > Report Sets to view the record.
  • Creates child Workbench Reports in the Pending state according to the parameters specified by your Admin. You can access the reports in the Reports section of the Workbench Report Set; these reports do not appear in the Workbench > Ad Hoc Reports tab.

To further modify the Workbench 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

Before you can run reports, you must first generate a Workbench Report Set.

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.

Cancel Running Workbench Reports

If configured by your Admin, you can cancel running Workbench Reports in a Workbench Report Set in the following ways:

  • To cancel multiple reports at once:  
    1. Expand the Reports section of the Workbench Report Set.
    2. Select Show in Tab. 
    3. Follow the steps in Using Bulk Object Record Actions to run the Cancel Reports bulk action on the selected reports, ensuring you select Record Actions as the action step.
  • To cancel a single report: 
    1. Expand the Reports section of the Workbench Report Set. 
    2. From the All Actions menu of a Workbench Report, select Cancel Report. 
    3. Repeat the above steps for other reports in the section, if applicable.

Schedule Workbench Report Sets

Before you can schedule report generation, you must first generate a Workbench Report Set. As best practice, test your report set with the Run All Reports action before scheduling to resolve any errors that Vault may encounter.

To configure a schedule that allows a Workbench Report Set to generate Workbench Reports and their documents on a recurring schedule:

  1. On the Workbench Report Set, select Edit and expand the Scheduling section.
  2. In the Schedule field, select Yes.
  3. Complete the applicable fields, 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 (binoculars-icon) 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 Reports 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

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
  • Download All As Excel Workbook

When downloading all as an Excel Workbook, Vault copies all sheets from the individual report templates. To ensure a clean output, using only one template with a cover page within the report set is recommended in this scenario. Vault determines the worksheet order (left to right) using the Report Set Worksheet Index field according to the following rules:

  • Primary sort: Reports are ordered by the lowest index number (starting at one).
  • Tie-breaker: If index numbers match, reports are ordered alphabetically by name.
  • Existing report sets: If a report set was created by reusing a report set definition, index numbers may already be assigned.

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