Enable Workbench Report Set Scheduling

Learn how to configure your Vault to run Workbench Report Sets on a schedule.

About the Feature

With the 25R2 release, Workbench introduces the ability to automatically run Workbench Reports in a Workbench Report Set on a schedule, ensuring timely compliance and reducing the manual workload required to generate recurring reports.

After you have enabled this feature, see the following articles for more information:

Overview

To configure Workbench Report Set Scheduling in your Vault, you can copy the standard layouts for the following objects, set the copied layouts as the default, and delete any other existing custom layouts:

  • Schedule Recurrence
  • Workbench Report Set

Alternatively, you can update the following object layouts:

If required for your business processes, you can optionally configure the standard success and failure Notification Templates to impact how Vault notifies your users when a Workbench Report Set has completed its scheduled run.

Update the Schedule Recurrence Object Layout

To update the Schedule Recurrence object layout:

  1. Navigate to Admin > Configuration > Objects > Schedule Recurrence > Layouts and select your current default Schedule Recurrence layout.
  2. In the Details section, add the following fields:
    • Below the Schedule field, add the Days to Run field
    • Below the PVA Obligation field, add the Workbench Report Set field
  3. Select Save.
  4. Select Layout Rules.
  5. Select Create and populate the field values as follows:
    • Label: Enter Hide Days to Run
    • IF this Layout Rule Expression is TRUE: Enter schedule__vr.name__v != 'Weekly'
    • Apply the following display effects:
      • Effect: Select Hide
      • Type: Select Fields
      • Values: Select Days to Run
  6. Select Save.

Update the Workbench Report Set Layout

To update the Workbench Report Set object layout:

  1. Navigate to Admin > Configuration > Objects > Workbench Report Set > Layouts and select your current default Workbench Report Set layout.
  2. Below the Filters section, insert the slider Scheduling control section and populate the fields as follows, then select Done:
    • Section Label: Enter Scheduling
    • Show the section only in these lifecycle states: Select Pending
  3. Below the Scheduling section, insert a related object section and populate the fields as follows, then select Done:
    • Related Object: Select Workbench Report Set Activity
    • Show the section only in these lifecycle states: Select Pending
    • Creation Option: Select Create record in new page
  4. Select Save.
  5. Navigate to the Details tab and select Edit.
  6. In the Options section under Dynamic Access Control, select the Enable Custom Sharing Rules checkbox, then select Save.
  7. Navigate to the Sharing Rules tab and select Create.
  8. On the New Sharing Rule page, populate the fields as follows, then select Save:
    • Label: Enter All Workbench Managers
    • Name: Enter all_workbench_managers_report_sets
    • Description: Enter All users with the Workbench Management permission set will have Editor access to all Workbench Report Sets
  9. In the Roles section, select Add and populate the fields as follows, then select Save:
    • Role: Select Editor
    • Users and Groups: Select Workbench Admin

Configure Notification Templates

To configure success and failure Notification Templates to suit your business requirements:

  1. Navigate to Admin > Configuration > Notification Templates.
  2. Search for Scheduled Workbench Report Set to filter results to only the relevant Notification Templates.
  3. Select the desired [Notification Template], then select Edit.
  4. On the Create Notification Template page, modify the relevant fields as required for your business processes.
  5. Select Save.