WORKDAY

CALCULATED
FIELDS

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 CALCULATED FIELDS
Calculated fields allow users to perform simple arithmetic, date calculations, text concatenation,
logical expressions, retrieval of related data, formatting and transformations of existing data.
Calculated fields can be based on delivered Workday fields, other calculated fields, or available custom
fields.

OBJECTIVES
1. Calculated Field Concepts & Security
2. Configuring and Testing Available Calculated Field Functions
3. Managing Calculated Fields, Reports & Resources

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 Purpose of Calculated Fields
Perform date calculations and formatting
Perform simple math calculations
Manipulate text with concatenate, substring and formatting functions
Convert currency fields
Derive range bands from numeric or currency fields
Determine if a condition is true or not
Drilldown and lookup levels and values in hierarchies and organizations
Sum, count, aggregate information across related instances
Lookup values in related objects

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 Who can create Calculated Fields?
Give a striking overview of the problem
and explain it briefly.
To create, edit, or delete system-wide
calculated fields, assigned to a security
Elaborate on how this negatively impacts
group that is authorized for the Custom
people an their experiences.
Field Management domain. To ensure
control and consistency, and to avoid
duplicate field definitions, access to that Frame the problems effectively as it will set
the stage of your entire pitch.
domain should be limited to key
individuals in the organization.

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 Who can use and see values for a
Give a striking overview of the problem
Calculated Field? and explain it briefly.

Users with access to the underlying secured fields can access and see the values for calculated
fields. Underlying secured fields are Workday delivered report fields
Elaborate or Custom
on how Fields.
this negatively impacts
people an their experiences.

Frame the problems effectively as it will set

the stage of your entire pitch.

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 Calculated Fields – Tasks & Reports
The Maintain Calculated Fields report can be used asGive
a control centeroverview
a striking for tasks related
of the to system-wide
problem
calculated fields. With this report we can:
and explain it briefly.
•View all the calculated fields your company has defined in Workday.
•Create a new calculated field using the Add New button at the bottom of the report.
•Edit a calculated field using the Edit button, orElaborate on how this
by using Calculated Fieldnegatively
> Edit fromimpacts
the related
actions menu for the given Calculated field. people an their experiences.
•Delete a calculated field using the Delete button, or by using the Calculated Field > Delete
option from the related actions menu for the given calculated field. Calculated fields already in
use, such as in a custom report, cannot be deleted until all references within Workday have been
removed for that calculated field. To determine Frame
if a the problems
calculated fieldeffectively as it view
is being used, will set
the
Where Used tab in the calculated field definition.the stage of your entire pitch.
•Copy a field using Calculated Field > Copy from the related actions menu.
•Check all the security groups required to access this field with Calculated Field > View Security
Groups from the related actions menu. The groups listed are based on the security of all the
Workday delivered (and/or Custom) fields used in the calculation.

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 We can also directly run tasks such as edit, create, and delete calculated fields from the search box using:
Create Calculated Field Give a striking overview of the problem
and explain it briefly.
Edit Calculated Field
Delete Calculated Fields

Elaborate on how this negatively impacts

people an their experiences.

Frame the problems effectively as it will set

the stage of your entire pitch.

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 Available Calculated Fields Functions
and Field Types
1. Aggregate Related Instances
2. Arithmetic Calculation
3. Build Date
4. Concatenate Text
5. Convert Currency
6. Convert Text to Number
7. Count Related Instances
8. Date Constant
9. Date Difference
10. Evaluate Expression
11. Extract Multi-Instance
12. Extract Single Instance
13. Format Date
14. Format Number
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 15. Format Text
16. Increment or Decrement Date
17. Lookup Date Rollup
18. Lookup Hierarchy
19. Lookup Hierarchy Rollup
20. Lookup Organization
21. Lookup Organizational Roles
22. Lookup Range Band
23. Lookup Related Value
24. Lookup Translated Value
25. Lookup Value As Of Date
26. Numeric Constant
27. Prompt for Value
28. Substring Text
29. Sum Related Instances
30. Text Constant
31. Text Length
32. True/False Condition
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 CREATING A CALCULATED FIELD
To create a system-wide Calculated Field, run the Create Calculated Field task. It will get prompted
to enter a Field Name, select the Business Object (CFBO) and Function desired.

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 Format Date
The Format Date function
 Extracts the year, year-quarter, and year-
month from a date and formats it as a text
field.
 Extracts and format fiscal period, fiscal year,
fiscal year-period, and date-time fields.
 Enables us to determine higher level time
periods from a date

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 Fiscal Year and Period Schedule
The Format Date function allows you to determine the fiscal period and period schedule
information as it pertains to a date field.
Returns either the Fiscal Posting Interval Name or the Fiscal Summary Interval Name
Fiscal Period you created with the Create Fiscal Schedule task depending on the Fiscal Period
Return Type selected

Fiscal Year Returns a fiscal year name that you've created with the Create Fiscal Schedule task
Returns a fiscal year name, followed by a hyphen, followed by either the fiscal posting
Fiscal Year-Period interval name or the fiscal summary interval name, depending on the fiscal period
return type
Period Schedule Year-Period
Returns the period year name, followed by a hyphen, followed by the period number
Number

Period Schedule Period End Date Returns the period year name, followed by a hyphen, followed by the month number,
followed by a hyphen, followed by the day of the month.

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 Increment or Decrement Date

The Increment or Decrement Date function

Calculates a date that is a specified
number of milliseconds, seconds, minutes,
hours, days, months, and/or years before
or after the value of a date field.
Returns a Date field type.

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 The Increment or Decrement Date calculated field function is commonly used on Global date
fields (e.g. Today, Report Effective Date).

The following are examples of incrementing and decrementing dates using calculated fields:

Calculate two months from now for use in a report filter to select the employee certifications
that expire in the next two months.

Dynamically calculate the “First day of the month, three months ago,” for use as a parameter
for scheduling a recurring report.

Subtract one millisecond from the date/time a business process event was completed, so you
can look up the prior value of a field one millisecond before the change to the business process
was applied.

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 Date Difference
The Date Difference function computes the
number of days, months, years, hours,
minutes or seconds between two date or
date time related field types.

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 Build Date
Build Date is a function that allows us to build a Date
or Time or Date and Time or Date TimeZone field
from its components (e.g. year, month, day).

Date Components Time Components

Year Hour
Month Minute
Day Second
Millisecond

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 True / False Condition
The True/False Condition function determines if a condition is true or not. The return value is a
Boolean type field, whose value is either true or false, and can be used in custom reporting,
condition rules, and as a condition for other calculated fields.

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 Convert Currency Function
The Convert Currency function determines the equivalent value of field in a different currency.
In Workday, all monetary fields have an associated currency code. To convert currencies, ensure to
setup conversion rates for all the valid Source Currency/ Target Currency/ Currency Rate Type.

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 CREATING LOGICAL CALCULATED FIELDS
Function Prerequisites
Some calculation functions have prerequisites that are necessary to be set up using other calculated
fields before the desired calculated field can be entered.
The two most common prerequisites are
• Defining constants
Such as specific dates, numeric values, and text strings, must be defined as field constants.
• Defining test conditions
Test conditions must be defined as a calculated field using the True/False Condition function.

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 The Workday Calculated Field Pyramid

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 Evaluate Expression
The Evaluate Expression function
Groups and Transforms data
Evaluates a series of conditions and
returns the value associated with the first
condition that is true.
Using Evaluate Expression, encapsulate
information by evaluating existing data
across different fields and returning
values in one Calculated Field

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 Calculation Hierarchy
To view a hierarchy of all the fields used in the calculation and all the fields those fields use,
use the Calculated Field > View Calculation Hierarchy related actions menu item.

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 LOOKUP RANGE BAND
The Lookup Range Band function enables to lookup a specific value and determine where it falls
in relation to a set of ranges that you define.

Only numeric or currency fields can be evaluated.

This function returns a single instance field type that corresponds to the range band (the range
of values) in which the source field falls.

If the value of the field does not meet a defined band, the calculated field will return a blank
instance.

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 LOOKUP DATE ROLLUP
The Lookup Date Rollup is a calculated
field function
•Similar to Format Date that is primarily
targeted for Financial Composite Reports.
•When created, it will return a single
instance field type that can be used in
Composite Reports for Control field
groupings.

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 WORKING WITH TEXT FUNCTION TYPES
Substring Text
The Substring Text function extracts the specified portion of the text within a field. It is also used
to extract a substring from a text or single instance field. Substrings can be based on fixed
positions or delimiters.

Concatenate Text
The Concatenate Text function concatenates one or more text (or single instance) fields together
and returns a text field type.

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 Format Text
The Format Text function allows you to change the case of a Text or Single Instance field to Upper
Case, Lower Case, or Proper Case.

Text Length
Text Length returns the length of either a text field or a single instance field. It is used as filter
criteria in a custom report to list any employees whose data will be truncated during an integration.

Convert Text to Number

The Format Number calculated field enables to convert the data type of a numeric field to its text
form, formatted in the specified way.

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 WORKING WITH RELATED BUSINESS OBJECTS

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 LOOKUP RELATED VALUE

The Lookup Related Value function

Looks up the value of a field from a
related business object.
Allows to promote fields from a related
business object to the primary business
object.

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 EXTRACT SINGLE INSTANCE
The Extract Single Instance function
 Returns a single instance field from a
related business object
 Allows to extract once instance out of
many, used to retrieve the ‘last’ or ‘first’ or
specific instance of a given object.
This function type requires both a Condition
field and a Sort field and the Occurrence to
be returned.

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 EXTRACT MULTI-INSTANCE

The Extract Multi-Instance function

returns a multi-instance field from a
related business object. It allows to
extract a multi-instance type field from
another instance-based field.

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 The Extract Multi-Instance function determines the return value as follows:
1. The function accesses the related business object(s) associated with the Source Field(s) you
specify and the Operation type selected.
2. The function applies the filter Condition(s) to the instances in the related business object(s)
to narrow the results. The filter condition(s) must be defined prior to entering this function.
3. The function returns the instances that meet the specified criteria and operation type.

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Training
ERP Cloud Training provides in-depth functional
skills in the field of this cloud-based ERP
training software. We are giving training for
various modules of Workday like Workday
HCM, Integration, Finance, Reporting, Payroll,
and Studio Training and more. Our trainer
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placed in reputed organizations.

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 For more info

+1 214-872-7517
workday@erpcloudtraining.com
www.erpcloudtraining.com

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