Workday configuration for time off event report

  • Release version: Zurich
  • Updated December 8, 2025
  • 2 minutes to read

    • Retrieve the Request Time Off event data based on time duration by creating the time off event report.

    Before you begin

    Role required: User with access to report creation and the Business Process Transactions data source.

    • Create all calculated fields for this report before developing the report, so that while creating report all fields are available.
    • While creating the report, ensure that the report name, report field names or column heading override for the respective field (if given in report document) is same as it is in report document.

      Report field label should be same as in report doc. Else, the developed action will fail.

    • While creating filter, ensure that you add parenthesis on filter.
    • All reports must be owned by the ISU user which will be used for accessing these actions on the ServiceNow platform.
    • In the Advanced section, Enable as webservice option should be selected.

    Create all calculated fields so that these fields can be used while developing report.

    • Calculated field 1:
      • Create Aggregate Related Instances type calculated field named CF_Comment_By_Employee_ID.

        Calculated field configuration for CF_Comment_By_Employee_ID showing aggregate related instances with Comments source field and Comment by Person aggregation.

      • Create Aggregate Related Instances type calculated field named CF_Comment_by_worker and use CF_Comment_By_Employee_ID in source field.

        Calculated field configuration for CF_Comment_by_worker showing aggregate related instances with Person business object and Workers aggregation field.

    • Calculated field 2: Create Aggregate Related Instances type calculated field named CF_Time_off_entry.

      Calculated field configuration for CF_Time_off_entry showing aggregate related instances with Time Off Event source and Time Off Entry aggregation.

    • Calculated field 3: Create Aggregate Related Instances type calculated field named CF_Time Off Plan for Absence Component.

      Calculated field configuration for CF_Time Off Plan for Absence Component with Time Off business object and aggregation settings.

    • Calculated field 4: Create Aggregate Related Instances type calculated field named CF_time_off_plan.

      Calculated field configuration for CF_time_off_plan showing Time Off Event source field with CF_Time Off Plan for Absence Component aggregation.

    Procedure

    1. Access the Create Custom Report task.
    2. Provide the report name such as, RPT_time_off_event_report.
    3. Select report type as Advanced.
    4. Clear the Optimized for performance option.
    5. Select Data Source as Business Process Transactions.
    6. Leave the Temporary report option unchecked and click OK.

      View Custom Report page displaying RPT_time_off_event_report configuration with Advanced report type and Business Process Transactions data source.

    7. Select the report business object and report fields.

      Report Columns tab showing 25 fields including Time Off Event, Action Event, Workday ID, Effective Date, and Comment fields with XML aliases.Report Columns tab continuation displaying Comments, CF_Time_off_entry, and Attachments business objects with corresponding fields and XML aliases.

    8. In Group Column Heading section, select all business object as below.
      Group Column Heading for each business object will be blank.

      Group Column Headings configuration showing 6 items mapping business objects to XML aliases for Attachments, Comments, and Time Off data.

    9. In Filter section, select the value as given below.
      Ensure to add parenthesis.

      Filter tab showing Filter on Instances with Last Functionally Updated field conditions for Starting Prompt and Ending Prompt date filtering.

    10. In Prompts section, select the Populate Undefined Prompt Defaults option.
      Prompts tab displaying Runtime Date Prompts configuration with Effective Date and Entry Date set to use date and time at runtime.
    11. Select the value of prompts as given below under Prompt default section.

      Make sure the Label For Prompt XML Alias of all prompt fields must be same.

      Prompt Defaults table showing 10 fields including Business Processes, Transaction Status, and date filters with XML aliases and default values.

    12. In Advanced section, select Enable as webservice option and click OK.
    13. Click on three dots icon and navigate to Web Services > View URLs option once report configuration is done.

      View Custom Report page with Web Service menu expanded showing View URLs option and report configuration details.

    14. Select Business process as Request Time Off, Transaction Status as In Progress, time range in Start Date and End Date, and click OK.
      Note:
      This step is one-time process required to get the WID of business process and transaction status. After the initial full load, transaction status ID is not needed as details of all events will be retrieved; In Progress as well as Completed.

      View URLs Web Service dialog displaying filter parameters including Business Processes, date fields, and transaction status with date picker inputs.

    15. In View URLs Web Service page, click the marked icon under the CSV section.

      A new browser tab is opened.

      Web service output format options showing Workday XML, Simple XML, and CSV download links with REST, XSD, and WSDL references.

      The RaaS URL of the report is displayed in new browser tab and you can obtain these details from the link.

      Browser address bar showing Workday custom report web service URL for RPT_time_off_event_report with Business_Processes parameter.

      • https://wd2-impl-services1.workday.com is the base URL of customer's workday tenant.
      • Tenant_Name is the customer's workday tenant.
      • Report_Owner_user_name represents user name of the report's owner.
      • Report_Name is the report name.
      • Business_Processes%21WID=(32 character code) is the business process WID and Transaction_Status%21WID=(32 character code) is the Transaction WID.
      Note:
      After the initial full load, Transaction Status WID is not used as parameter as all in progress and completed transactions will be retrieved.
      Usecase Business process Workday ID
      Time off Request Time Off cd0c4190446c11de98360015c5e6daf6

      Workday ID of In Progress transaction status is e2d08afc53614c37b32b31270bb8bee3.