Workday offers extensive capabilities for managing and analyzing data. In this blog post, we'll delve into the intricacies of Workday security and its impact on report access. Along the way, we'll provide valuable troubleshooting tips to help you navigate potential challenges.
Understanding Report Security
At its core, Workday report security hinges on three key areas: the report's Data Source and Data Source Filter, which serve as the initial gateways granting access to specific security groups, and the individual report fields referenced within the report definition. Let's explore these aspects in detail.
1. Data Source: This is where the journey of report security begins. Users must be a member of a security group associated with the data source to even run the report. In cases where an end user can't run the report at all, adding a security group to which the individual worker has membership to a domain that includes the report's data source is the first step.
2. Data Source Filter: Another crucial element in report security, the data source filter influences who can access the report. Not all data sources contain filters, but if they do, there is also additional security at the data source filter level. Access to these filters is handled through a similar process as data source access.
3. Individual Report Fields: Beyond the broader data source and data source filter considerations, the security of each individual report field is equally significant. Users may face issues related to specific fields, such as being unable to view data or encountering errors when attempting to run the report. This is where the granularity of security settings comes into play. Individual fields can be affiliated with domains that are different than the domains that grant access to the report's data source.
Common Pathways for Report Security Inheritance
Report security follows a hierarchical path that can be summarized as follows:
Data Source > Domain(s) > Security Group(s) > Individual Workers
Data Source Filter > Domain(s) > Security Group(s) > Individual Workers
Workday Delivered Field > Domain(s) > Security Group(s) > Individual Workers
Calculated Field > Workday-Delivered Fields Referenced Within Field > Domain(s) > Security Group(s) > Individual Workers
The constant we see in these different hierarchical paths is that security is never granted directly to a worker - it must always run through a security group. You can work through these hierarchical paths backwards when troubleshooting report access.
The Role of Domains
At the foundation of Workday security lies the concept of domains. To access a report comprehensively, a security group must have access to at least one of the domains associated with the data source, data source filter, and all fields referenced in the report.
There may be multiple domains tied to the data source, data source filters, and fields referenced within the report. In such cases, end users must be members of a security group with access to at least one of these domains.
For calculated fields, security is inherited from the Workday-Delivered fields referenced within the calculation. These Workday-Delivered fields may have multiple associated domains, requiring users to belong to a security group with access to at least one of those domains.
This one to many ratio makes troubleshooting report access a bit of a manual process. In future posts, I'll attempt to further demystify the process by providing some valuable resources and explanations to assist.
In conclusion, understanding Workday report security involves grasping the interplay between domains, data sources, filters, and individual fields. This knowledge is vital for ensuring that users can access and utilize reports effectively. In our next installment, we'll dive deeper into troubleshooting common report security issues and offer solutions to overcome them. Stay tuned for more insights into mastering Workday's security landscape.
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