Using Tableau
Gaining Access to Publish | Publishing & Security | Data Sources | User Roles | Navigating
Tableau Desktop users are responsible for supporting their own desktop software. See the Tableau Desktop alternate download site to install the appropriate version.
Gaining Access to Publish
Once a Tableau Desktop license has been purchased, complete the report publisher training. Once the training has been completed, please complete a UNC Charlotte Tableau Acceptable User Agreement (PDF) promising to only grant access to their reports to employees allowed to view the data. Submit your request through the Service Catalog with the agreement attached.
Server publishing rights will normally be assigned within 24 hours of receipt of the signed form.
Publishing & Security
When publishing to the Charlotte server, it is important for report developers to know that “All Users” is the default permission setting for reports. Reports should not be published with All User access. Report developers are responsible for assigning the appropriate security to the workbook when publishing to the server.
Security assignments to workbooks is granted using active directory groups. Tableau-specific groups are maintained in Grouper. Report developers may request new groups by sending an email to . The groups are imported and synchronized with active directory as needed. Report Developers are also responsible for giving permission to every person allowed to view a report, and set the level of permissions for each person with access.
Report developers should authorize reports using Project-Based Permissions instead of by individual user names, even if there are only 1 or 2 users in a group. Tableau is not able to distinguish between the same user name. See Tableau Help documentation for additional information.
Please note: Report developers do not receive additional rights or access to new institutional data they did not previously have. Tableau is simply another way for them to create and distribute reports using information they were already authorized to use in accordance with their professional responsibilities.
Data Sources
There are currently no direct system data source connections at the present time, however, embedded credentials may be supported for various internal systems. Report developers can also create extracts to their source data.
Tableau User Roles
Users are able to log in to Tableau Server to view reports when access to a report has been granted by a report publisher. To view reports on the Tableau Server, roles must be assigned. The following roles are available as a Tableau Report Viewer:
| License Level | Description |
|---|---|
| Unlicensed | The user cannot sign in to the server. All users are added as unlicensed by default. |
| Viewer | The user can sign in and see published views on the server but cannot interact with the views. Users with this level can only be given permission to view, add comments, and view comments. They cannot interact with quick filters or sort data in a view. |
| Interactor | The user can sign in, browse the server, and interact with the published views. It’s important to note that specific views, workbooks, and projects may have been added with permissions that restrict a user’s capabilities. Permission settings can be edited by the workbook author or an administrator. |
Navigating
Tableau has several features to help end-users navigate quickly to the reports they have been authorized to view:
Favorites
An end user can designate the report as a favorite, with one click on an item on the top-level list. The user has the option to only view favorites by toggling back and forth between “Show Only Favorites” and “View All”.
Projects
To organize workbooks, report developers can submit a request to create a project, which is a collection of related workbooks. Permissions are then set on the project to give the same access level to all workbooks in the project.
User preferences
Options for end users to streamline their navigation to reports:
Save changes
For end users granted permission to interact with reports, they can save their changes to the server so the report will be in their preferred format.
Make this my start page
Analogous to setting the home page within your browser, only within Tableau. Users can start within a Project, with their favorites, with a particular report, or any other view they like.
Subscriptions
End users can subscribe to reports and have Tableau email them the reports on a scheduled basis.