Join a live 1-hour session for new Tableau Online Admins
Learn the ins and outs of being a Tableau Online Admin with our Success Connector Sessions
What's Tableau Online?
Tableau Online is a powerful way for your organization to build, share, and collaborate around data analysis. Members of your Tableau Online site will be able to ask and answer everything from the simplest to the most complex questions of their data more intuitively than ever before.
As an administrator of your Tableau Online site, you’ll be able to add users, create an organizational structure, establish permissions across the site, as well as many other important duties. Let’s begin!See Tableau Online in action
Step 1: Plan your site
Data is the lifeblood of your business and your Tableau Online site. Before you start adding data to Tableau, it’s useful to understand what kinds of data you’d like to connect and where it lives.
Talk data to me
When starting this analysis, it’s best to think about where your data lives (in the cloud, on-premises, etc.); and who will use it (sales, finance, HR) and why.
When you or other Tableau Creators want to share data connections they’ve defined, they can publish data sources directly to Tableau Online. When you publish a data source to your site, other users can connect to it and build new workbooks to answer their own questions. When the data in the Tableau data source updates, all workbooks that connect to it pick up the changes.
Share That Data: Published data sources are particularly important to Explorers who will rely on published data sources to build new workbooks in Tableau Online. Make sure they have lots of data to explore!
To extract or to not extract
Extract is a word you’re going to see a lot in Tableau. Extracts are one of the most powerful tools in Tableau’s arsenal. Extracts are snapshots of your data optimized for aggregation and loaded into system memory to quickly recall for visualization. Extracts tend to be faster than live connections, especially in more complex visualizations with large data sets, filters, calculations, etc. Our Hyper data engine powers your Tableau Extracts making them extra fast. However, because an extract is a snapshot of the data, you will need to refresh the extract in order to receive updates from the original data source. Live connections, on the other hand, offer the convenience of rapid updates, with any changes in the data source reflected in your Tableau Online views. But live connections also rely on the database for all queries. And unlike extracts, databases aren’t always optimized for fast performance. With live connections, your data queries are only as fast as the database itself. Your Tableau Online site can use both live and extracted data. Both have their place in most sites. Learn more about supported live data connections, data extracts, and how to keep your data fresh. Learn more about extracts and how to create them
Publishing data sources
You can publish data sources and workbooks to widen the audience for your data analysis within your organization. By publishing, you can allow people in your organization (even those who don't use Tableau Desktop) to view, interact with, download, subscribe to, share, edit, and save published views. You can also incorporate views into blog posts or websites.
Keeping your data fresh
You’ve published your data connection to Tableau Online but it’s important to keep that data fresh and up-to-date. If you've established a live connection to a cloud-based data source, this data is automatically updated. But for other scenarios, however, you'll need to define a refresh schedule.
It’s easy to set refresh schedules, managing refresh tasks, and ensuring that your team is always seeing the most up-to-date data in Tableau Online.
Sometimes you don’t want to have a live connection to your data. You might choose to take an extract of your database, rather than connect live, for performance reasons. Or you might be using data from a web application, like Google Analytics or Salesforce, that does not allow for live connections. In these cases, you can set full or incremental extracts to refresh on a regular, predictable schedule. You can define how often these occur.
Enable Ask Data
Ask Data saves your users time and makes it easier for them to do ad-hoc analysis. Follow the simple steps below to set up Ask Data on specific data sources.
- At the top of the data source page, click the Details icon for your data source.
- In the Ask Data section, click Edit.
- Click the Enable for this data source checkbox.
- If you're enabling Ask Data, choose a data source analysis option:
- Automatic checks for changes every 24 hours and analyses the data source if it is live, has had an extract refreshed, or has been republished.
- Triggered by user request analyses the data source only if it has changed since a user last accessed Ask Data.
- Disabled analyses only field names, not values.
- Click Save and you're done.
Schedule your Data*
Schedule your flows to run when you want them to – day or night. Automate your data prep processes with Tableau Prep Conductor so there’s always fresh data that’s prepped and ready for analysis.
Ensure your organization is using the right, up-to-date data. Through certifications, data quality warnings, and metadata in more places – everyone can trust and feel confident in the data decisions they’re making.
*Included as part of the Data Management Add-on
Access Desktop using Login-based license management
Login-based license management (LBLM) provides a number of benefits. This feature allows Creators to activate Tableau Desktop or Tableau Prep by simply logging in to these products with their Tableau Server or Tableau Online credentials. Admins can assign, monitor, and reclaim Tableau Desktop or Tableau Prep access directly from Tableau Server without needing to distribute individual license keys to end users. Starting with Tableau 2020.1, Tableau Desktop and Tableau Prep will have a new product activation experience. You can activate the product by signing into your Tableau Online site today.
Projects help you hold and organize related resources. They can make it easier for people to find and use the information they need. Often, site admins create high-level projects tied to your company’s organizational structure (i.e. projects for each department). Teams in each department can then create sub projects with designated project leaders. These leaders can take charge of further organizing their areas.
Groups users together
Often, similarly situated people in your organization will need access to the same kinds of content. For example, the Finance team usually needs to access the same data sources and workbooks. Arrange users into groups according to what they’ll need to do.
Ask yourself, what capabilities do your people need to be successful? Tailor each user’s role based on how they will interact with your site.
This method is the default authentication type, available on all sites, requiring no additional configuration steps before you add users. Tableau credentials are made up of user name and password. Users enter their credentials directly on the Tableau Online sign-in page.
If your organization uses Google applications, you can enable Tableau Online to use Google accounts for single sign-on (SSO) via OpenID Connect. When you enable Google authentication, it directs users to the Google sign-in page to enter their Google credentials.
Another way to use SSO is through SAML. To do this, you use a third-party identity provider (IdP), and configure the site to establish a trust relationship with the IdP. When you enable SAML, it directs users to the IdP’s sign-in page to enter their SSO credentials, already stored with the IdP.
Choose your authentication
To choose your method of authentication, select Settings in the side navigation and then Authentication from the sub menu. Enable the authentication method that best fits your organization.
Permissions are rules assigned to projects, groups, workbooks, and data sources. Use them to specify who can work with what content.
To modify the permission levels for an entire group, navigate to the Group page and create a new set of permissions for a specific group. Click Add a user or group rule, select Group, and then find and select the group.
At this point, you can select a permission role template to apply an initial set of capabilities for the group. Click a capability to set it to Allowed or Denied, or leave it Unspecified. Click Save.
On the Content page for your site, select Projects, Workbooks, Views, or Data Sources to display all items of that content type. Select the check box for the item you’re modifying, select Actions, and choose Permissions.
*Included as part of the Data Management Add-on
Tableau Trust Site
What to expect from upgrades
Tableau Online Upgrade Page
Tableau Online Community Page
Tableau Online Help Guide
Know your audience
When you’re building a visualization it’s important to understand what questions your audience already has. What answers do you find for them? What other questions does it inspire? What conversations will result? Your viewers should take something away from the time they spend with your visualization.
Choose the right chart for your data
Understanding what you’re trying to convey in your visualization is a critical first step. Knowing which visualization can best convey that purpose is equally important. Whether you’re trying to see trends over time, or comparing and ranking a group of items by a set of criteria, the chart type you choose will help your audience better comprehend the information in your visualization.
Emphasize the most important data.
Many chart types let you put multiple measures and dimensions in one view. In scatter plots, for example, you can put measures on the X-or Y-axis, as well as on the marks for color, size, or shape. A rule of thumb is to put the most important data on the X- or Y- axis and less important data on color, size, or shape.
Orient your views for legibility
Sometimes a simple change in how to your labels are oriented can greatly increase how quickly viewers understand what’s being conveyed. If you find yourself with a view that has long labels that only fit vertically, try rotating the view. You can quickly swap the fields on the Rows and Columns shelves to achieve this change.
Step 9: Join the Community
The Tableau Community is like no other in the industry. Thousands upon thousands of passionate data people are already passionate members. Encourage your team to learn, share and explore all it has to offer.
Find support for your Tableau journey, in person or online. Quick tips, in-depth expertise, and everything in between: The Tableau community has it all.
Shape the future
We can’t think of anyone better to help us build great products. Create and vote on product ideas to tell the Tableau Development team what matters to you.
The Tableau community will unlock your curiosity and unleash your creativity. From amazing dashboard designs to Tableau Server tips and tricks, there are lots of ways to take your skills to the next level.
Tips to get users active
Here are tips to get more users engaged with content on your site:
- See which users have been invited but have yet to activate their licenses. Learn how with Admin Insights.
- Subscribe users to content. Admins and Creators can subscribe other users to content. Users will get emails about the views on a daily or weekly basis, keeping data top-of-mind. Learn how to subscribe others to views.
- See who is most active and identify users that need help getting started. Discover who is and isn't active on your site by logging into your site, click Users, then sort list by Last Login Date.
- Change default start page for users. As an Admin, you can update what users will see when they login to the site to more useful content. Learn how to update start page.
- Use Recommendations. Promote the Recommendations tab in the left-hand navigation bar as a way to find new content to browse. Learn how to use Recommendations.
- Embed views in shared places. Embed interactive views into share work spaces like wikis, intranet portals or sharepoint so data can be consumed outside of the site. Learn how to embed a view.