Workday Matrix reports work like interactive pivot tables and crosstabs: they group instances of a primary business object along at least one Row Grouping and an optional Column Grouping on the Matrix tab, display aggregated metrics (Count, Sum, Average, Minimum, Maximum, Count Distinct, Percentile, or custom Calculation expressions) at each intersection, and let users drill down into View By dimensions, Detail Data columns, or linked target reports. Note that while Matrix reports can be exported to Excel, rendered as charts and worklets, or embedded as subreports inside Composite reports, Workday does not allow exposing a Matrix report directly as a web service (RaaS).

1. Configuring Row Grouping and Column Grouping on the Matrix tab

Creating or editing a Matrix custom report requires permissions in the Custom Report Creation or Manage: All Custom Reports domains in the System functional area. After selecting Matrix as the Report Type in Create Custom Report, configure the Row Grouping (at least one row grouping is mandatory) and Column Grouping (Optional) grids on the Matrix tab:

Matrix Grouping Setting Supported Options & Behavior Performance & Layout Impact
Matrix Grouping SettingGroup by FieldSupported Options & BehaviorAccepts Boolean, Calculated, Date, Numeric, Single Instance, or Text fields on the primary business object.Performance & Layout ImpactMulti-instance fields cannot be used directly as a grouping dimension unless extracted or promoted via a calculated field.
Matrix Grouping SettingIndexedSupported Options & BehaviorRead-only check box automatically selected by Workday when both your report data source (RDS) and the chosen Group by Field are indexed for grouping.Performance & Layout ImpactIf Indexed is clear on a grouping row, the matrix report must scan unindexed records at runtime and can run noticeably slower.
Matrix Grouping SettingSort Columns / RowsSupported Options & BehaviorSort ascending or descending alphabetically by the Group by Field value (case-insensitive), by column/row total, by logical sort order, or by Sequence Defined in Field Values Group.Performance & Layout ImpactThe Other and Total columns or rows always render at the far right or bottom regardless of sort direction.
Matrix Grouping SettingMaximum Number of Columns / RowsSupported Options & BehaviorInteger cap on displayed groups. Excess groups roll up into an Other row or column.Performance & Layout ImpactWorkday displays more than one Other bucket if you also enable Sum Remaining Values with Top n Values on the Output tab.
Matrix Grouping SettingHide Total Column / RowSupported Options & BehaviorSuppresses the summary total column or row.Performance & Layout ImpactRetained when copying a report or exporting to Excel and PDF.

Be aware that if you enable Use Dynamic Column Grouping and Use Dynamic Row Grouping, Workday disables the Edit button in the Control Prompt Values column on the Prompts tab, because cascading prompt filtering does not apply when dynamic groupings are active.

2. Ordering and forcing zero-count buckets with Field Values Groups

Standard matrix groupings only display rows or columns that have at least one matching record in the results, and sort values either alphanumerically or by total. When you need a fixed, logical sequence—or need a bucket like Below Expectations to appear even when zero employees received that rating—configure a Field Values Group:

  1. In the Row Grouping or Column Grouping grid on the Matrix tab, select a single-instance field in Group by Field.
  2. Set Sort Rows (or Sort Columns) to Sequence Defined in Field Values Group.
  3. In the Options column, select an existing group or choose Create Field Values Group.
  4. In Create Field Values Group, list the specific instances in Field Values and Order to be Displayed, and check Include Blanks if you also want a dedicated row or column for records where the grouping field is empty.

Because a Field Values Group is tied to the field's underlying business object, you can reuse the same group across other matrix reports that group by that field.

3. Setting up Summarization Types and Summarization Calculations

In the Define the Field(s) to Summarize grid on the Matrix tab, specify how Workday aggregates each metric at the intersection of your row and column groups:

Summarization Type Summarization Field Requirement Key Rules and Limitations
Summarization TypeCountSummarization Field RequirementSummarization Field is inactive (counts primary business object instances in the cell).Key Rules and LimitationsFastest baseline count of records per group intersection.
Summarization TypeSum / Average / Minimum / MaximumSummarization Field RequirementCurrency, numeric, or supported instance/text field.Key Rules and LimitationsTo export 12 decimal places to Excel or PDF, select format #,##0.000000000000 or #,##0.############. Note that Thousands and Millions formats round each cell independently, so displayed cells may not visually sum to the displayed total.
Summarization TypeCount DistinctSummarization Field RequirementCurrency, instance, numeric, or text field.Key Rules and LimitationsLets users drill into distinct instance counts. To select a Text field for Count Distinct on a standard (non-Prism) RDS, you must first clear Optimized for Performance on the Advanced tab.
Summarization TypePercentileSummarization Field RequirementCurrency or numeric field; use Options > Create Percentile for Report (up to 2 decimal places).Key Rules and LimitationsComputes an approximate percentile (PCTL). Matrix reports containing only percentile or text-based count distinct summarizations cannot be used as subreports in Composite reports.
Summarization TypeCalculationSummarization Field RequirementSelect Create > Create Summarization Calculation for Report (or Create System-Wide Summarization Calculation).Key Rules and LimitationsBuilds arithmetic ratios across summarized fields (for example, Sum(Contingent Worker Counter) / Sum(Employee Counter)) or looks up prior period values (Prior time period, Prior rollup period, Sum x time periods, Average x time periods). Note: Lookup Prior Value summary calculations cannot be used in scorecard metric calculations.

Display options and currency traps

In the Options column of Define the Field(s) to Summarize, you can enable:

  • Percent of Overall Total: Converts the cell value to its percentage share of the grand total and sets Format to a percentage mask.
  • Show Currency Symbol: Displays the currency sign on aggregated currency fields. If a single cell aggregates records across multiple different currencies without a currency conversion calculation, Workday displays Invalid in the cell.
  • Use as Target Line: Marks numeric or currency fields to render as target lines on chart outputs (configured on the Output tab).

When a user clicks an aggregated number in a Matrix report, Workday offers three layers of inspection:

1. The Drill Down tab (View By dimensions and Detail Data columns)

On the Drill Down tab in Edit Custom Report:

  • Group By Fields (Drillable Fields): Controls which secondary dimensions users can choose under View By when clicking a matrix cell. By default, Fields That Can Be Summarized populates eligible Boolean, Date, Numeric, Single Instance, and Text fields; once you add a specific field to the grid, Workday switches the mode to Specific Fields so only your curated dimensions appear. Keep an eye on the Indexed check box here as well.
  • Detail Data: Lists the individual row-level columns displayed when a user drills all the way to the underlying records. While summary cell counts are calculated at the moment the report starts running, Detail Data queries current live records when clicked—meaning if a record was updated minutes after the matrix report ran, the live detail rows can differ slightly from the cached summary cell.

If your report uses the Trended Workers data source or needs a custom drill-down layout for one specific metric, select Create > Create Detail Data Override in the Options column of Define the Field(s) to Summarize on the Matrix tab. A Detail Data Override replaces the default Drill Down tab columns and sort order for that summarization field alone.

To let users jump from a matrix summary cell directly into a separate custom report (such as an Advanced detail report):

  1. In Define the Field(s) to Summarize on the Matrix tab, open Options and select Create > Create Drill-To Report Link (you can configure up to 5 drill-to links per summarization row).
  2. Select the target Drill-To Report Name (the grid lists all target report prompts that do not have Do Not Prompt at Runtime checked).
  3. For each prompt, choose a Value Type:
    • Specify default value (static prompt value).
    • Use prompt value from source report (forwards the runtime prompt entered on the matrix report).
    • Use value from axis dimension (passes the clicked cell's row grouping, column grouping, or View By drillable field value into the target report prompt).
  4. Check Enable Blank Values if you want blank text or zero numeric values passed to the target report (supported on instance prompts using the In the selected list operator). Note that for multi-instance fields on the source report, Workday passes only a single value to the target report. Also note that if you use the Matrix report inside a Composite report, drill-to links must be configured on the Composite report's data column rather than on the Matrix subreport.

How kiweely fits

Building Matrix reports that run fast, show the right Summarization Calculation ratios, and pass axis dimensions cleanly into target reports requires matching indexed fields and compatible prompt types. Kiweely inspects your tenant's report data sources, identifies indexed grouping fields, and helps you design and troubleshoot Matrix, Advanced, and Composite report definitions without guesswork. Kiweely Personal is free for your Workday personal developer account and its tenant. Any other tenant needs a Personal licence, $99 a month, or a seat in your firm.

Frequently asked questions

Can I enable a Workday Matrix report as a Web Service (RaaS)?

No. Workday explicitly blocks exposing Matrix reports as a web service (Reports-as-a-Service). If an integration or external system needs grouped or summarized data via RaaS, either expose an Advanced custom report as a web service or query the data source using Workday Query Language (WQL) with GROUP BY aggregations.

Why is my text field missing from the Summarization Field prompt when I select Count Distinct?

On standard (non-Prism) report data sources, Workday hides unindexed text fields from the Count Distinct summarization prompt while Optimized for Performance is enabled. Open the Advanced tab on the custom report, clear the Optimized for Performance check box, and return to the Matrix tab to select the text field.

Why does my matrix cell display Invalid on a summed currency column?

Workday displays Invalid when Show Currency Symbol is enabled (or when summarizing a currency field) and the records grouped into that cell have different currencies (for example, USD and EUR). Either use a pre-translated field (such as Annual Salary USD) or create a Convert Currency calculated field so all records in the summarization share a single target currency.

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