Generate & Run Reports from Workbench Report Definitions

Learn how to generate a Workbench Report from a Workbench Report Definition.

About Generating Reports from Report Definitions

You can generate and run a Workbench Report from a Workbench Report Definition. The Generate Report action creates a single Workbench Report using the report definition parameters and filters from the associated Workbench View. You can access these reports from the Workbench > Ad Hoc Reports tab. After report generation, you can navigate to the created report to enter required filter values, if any, and run the report.

Prerequisites

Your Admin must configure generating a report directly from a Workbench Report Definition.

Create Workbench Report Definitions

To create Workbench Report Definitions outside of Workbench Report Sets:

1. Navigate to Workbench > Report Definitions.
2. Select Create.
3. Complete the following information:
   • In the Properties section, complete the following fields:
     • Name: Enter a Name for the Workbench Report Definition.
     • Workbench View: Select a value from the drop-down or use the Advanced Search () 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, the report inherits this value.
     • API Name: Enter an API Name ending in __c.
   • Set up the Layout section.
   • In the Advanced Options section, select a Timezone from the drop-down.
4. Select Save.

Generate Reports from Report Definitions

You can generate reports directly from a Workbench Report Definition or a Workbench Report Definition associated with a Workbench Report Set.

Generate Reports Directly from Report Definitions

To generate reports from a Workbench Report Definition that is not associated with a Workbench Report Set:

1. Navigate to Workbench > Report Definitions.
2. From the All Actions menu of a Workbench Report Definition, select Generate Report.

Generate Reports from Report Definitions on Workbench Report Sets

See Manage Workbench Report Sets for instructions on adding Workbench Report Definitions to Workbench Report Sets.

To generate reports from a Workbench Report Definition on a Workbench Report Set:

1. Navigate to Workbench > Report Sets > [Workbench Report Set].
2. Expand the Reports to Generate section.
3. From the All Actions menu of a Workbench Report Definition, select Generate Report.

After Generating Reports from Report Definitions

When creating reports directly from a Workbench Report Definition or from a Workbench Report Definition on a Workbench Report Set, Vault executes this action asynchronously in the background.

After you trigger the Generate Report action, Vault does the following:

• Creates a Workbench Report with the following parameters:
  • Names the report using the Workbench Report Definition name and a timestamp. If multiple users concurrently trigger this action on the same report definition, Vault creates different reports and notifies the respective users. If your Admin configured Workbench Reports to require unique name values, in the scenario where multiple users attempt to generate a report from the same report definition in the same millisecond, this action would result in an error.
  • Includes the associated Workbench View filters.
  • Copies the report definition’s properties, layout, and advanced options.
• Sets the generated Workbench Report to the Pending state.
• Sends a Vault notification to the user who generated the report indicating successful or failed report generation.

Run Reports Created from Report Definitions

To run the Workbench Report created from the Workbench Report Definition:

1. Navigate to Workbench > Ad Hoc Reports > [Ad Hoc Report].
2. Review the report. If the Workbench View associated with the report definition contains required filters, you must enter these values before running the report.
3. See Run, Download & Copy Workbench Reports on how to run and download the report.