Building a report tracker is a three-step process that draws on several Workiva features. You'll start by setting up the custom fields needed to track each step — such as who is an approver for a particular process or report — and then build queries to draw on that data.
Once those inputs are configured, you can output the data to the various widgets and boards available in Workiva. This allows you, your team, and executive stakeholders to quickly track the reporting process at a glance.
Requirements
The following features must be enabled in your workspace:
To configure these features, the following roles are required:
- Workspace owner
- Custom field admin
- Editor
Step 1: Create custom fields
Custom fields are unique fields created by your business and added to existing documents, spreadsheets, or presentations. These fit-for-purpose fields are customized entirely to your workspace, yet they collect and store data in the same manner as a native Workiva field. This added functionality allows you to create custom reports and automated solutions not otherwise available.
Choose the "User" custom field type if you'd like to see the names of assigners, approvers, and other stakeholders. This custom field type will include all users within the workspace and enables additional filtering options through the Wdata Query widget.
When filtering this widget, you can set the filter to track a specific person or select "current user" to automatically display the logged-in account. The latter option allows each team member to always see their own status when logging in to the dashboard.
Step 2: Configure your queries
With queries, you can aggregate and segment data from the Workiva platform based on specific criteria. To create a query, either select its components in our drag-and-drop Query Builder or compose your own syntax in the advanced SQL editor.
When working with Documents, make sure to add the DocumentID field to your query results, as these will become clickable hyperlinks in your widgets. You can add custom field data to queries using the COM source type.
Note: This is unique to custom field data. URLs or DocumentIDs from other sources will simply display as plain text.
Step 3: Set up your widgets and boards
Wdata Query widget
The Wdata Query widget provides an at-a-glance view of query results directly from the Home screen. Data can be manually refreshed at any time and displays the same results found in Wdata.
Each member of your team can personalize their own board — by showing, hiding, filtering, rearranging, and resizing columns — without impacting anyone else in the workspace. These settings are then saved and retained to their own profile.
Filter user lists by "current user"
The "user" custom field type arranges members of your workspace in a list. When setting up your widget, consider adding a filter to sort that column by "Current User." This allows the widget to work for multiple people without the need to create separate boards for each person.
Key Resources widget
The Key Resources widget — found among the File widgets in Home — allows you to create a curated list of your most important files, reports, forms, and other resources. Simply copy and paste the object's URL into the widget and it will appear as a "shortcut" instantly accessible from the Home board.
Add required files to the board
As a workspace owner, you can add required or otherwise important files to a Key Resources widget and surface it for other users in the workspace. This provides an easy way for employees to find their most-frequently used files directly from the Home board.
Note: Only Workiva resources can be added to the board. External URLs are not compatible.
FAQ
Why should I use a report tracker?
Report tracking in Workiva is used to better understand the full reporting lifecycle and where each team stands at any moment in time. It can provide insight into the progress of individual reports, help identify which stakeholders are assigned to each task, and ensure you're on track to meet any upcoming deadlines.
Can I view entity information in my tracker?
Yes, though the implementation method may vary.
If the information is tied to the entity itself — such as entity name or size — it may not make sense to create a custom field and then set the value in every document. Instead, you might consider creating an entity table in a spreadsheet that captures this information.
To do this:
- Create a single row per entity and then add a column for each dimension — starting with a unique identifier.
- Create a custom field for that identifier and fill in its value on each file.
- Use a query to JOIN the spreadsheet data source and the custom field data source.
- Map the entity of each document to its matching information in the sheet.
Note: You can use the Key Resources widget to create a shortcut to this entity table spreadsheet.
Can I create multiple widgets and boards?
Yes, workspace owners can create multiple boards and assign them to others in the workspace. Each user can then flip between the boards as needed.
Can others create their own boards?
Yes, each person can create their own boards in addition to those that have been assigned by the workspace owner.