# 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_: * [Generate][4] _Workbench Report Sets_ and child _Workbench Reports_ from _Workbench Report Set Definitions_ * [Run][3] _Workbench Reports_ simultaneously from _Workbench Report Sets_ * Automatically generate _Workbench Reports_ and their associated documents on a recurring schedule by: * [Configuring a schedule][6] on the _Workbench Report Set_ * [Using the SafetyDocs PVA Scheduler][5], provided you have a Veeva SafetyDocs license
## Prerequisites Consider the following prerequisites: * Your Admin must enable and configure reusable _Workbench Report Set Definitions_.  * To cancel running _Workbench Reports_, your Admin must configure the action. * To schedule _Workbench Report Sets_, your Admin must enable Workbench Report Set Scheduling. * To export an entire report set into a single Excel file, your Admin must enable Combined Excel Report for Report Sets. ## Generate Report Sets {#generate} 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 and advanced logic 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. Enter values for the criteria fields in the _Criteria_ subsection. 2. Enter values for all required filters and for optional filters as needed in the _Required_ and _Optional_ subsections, respectively. 3. In the _Additional_ subsection, add filters and advanced logic 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][3]. 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_][4]. 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 {#cancel-running-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 {#schedule-workbench-report-sets} Before you can schedule report generation, you must first [generate a _Workbench Report Set_][4]. As best practice, test your report set with the [_Run All Reports_][3] 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][7], then select **Save**.
### Scheduling Section Fields {#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_][3] * 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][7]. * 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 {#generate-reports-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. [1]: #add-workbench-report-definitions [2]: #add-filters [3]: #run-all-reports [4]: #generate [5]: #generate-reports-safetydocs-pva-scheduling [6]: #schedule-workbench-report-sets [7]: #scheduling-section-fields