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Today we kicked off Server Week, and in diving into all things Tableau Server, so for my first post on the topic Iâll be talking about some of the nuances around downloading data from workbooks that have been published to Tableau Server, as well as some best practices around this feature.
How to download data.
The option to download the data is in the toolbar at the top of view, but there are some considerations to take account of. Given that a dashboard can consist of one or many sheets, itâs important to the click on a on the sheet you intend to download data from and then click the download button. If this isnât done beforehand, then when the download button is clicked the data and crosstab options will be greyed out.
Data/ Crosstab
When clicking the download option there are six different options to potentially choose from, but for the purpose of this post Iâll just be focusing on the Data and Crosstab options, as the others are straightforward.
Crosstab
Selecting the crosstab option will download the data as a pivoted table, and return the data pertaining to the currently selected view.
To download the data as a crosstab the steps are as follows:
Data
Selecting Data on the other hand will again provide the user with two options to choose from; downloading a sample of the data or downloading the full data. By default it will show the Sample Data first, but at the tab at the top allows the user to display the Full Data as well. Download Tableau Server For Mac Versions
The sample will only bring back data for a vis that was clicked or highlighted; more specifically how this works is that if only a single mark in a vis is selected then the sample will only return data for that mark.
To download Sample Data the steps are as follows:
Clicking the Full Data tab will open a view showing all of the underlying data for the view. As a default, only the columns being used in the sheet will be displayed, and the data will be limited to 200 rows, but there is a checkbox that will display all of the columns in the data if clicked.
To download Full Data the steps are as follows:
Best Practices
Given that this feature could allow users to download data that they potentially shouldnât have access to in the viz, best practice for this would be disable to the feature if the data is in any way sensitive. This can be achieved in a couple of ways that I will explain below.
Disabling at the Worksheet Level.
Disabling the option to download data at the Workbook level is relatively simple, and will only apply to the workbook in question. The steps to do so are as follows:
2. From the permissions menu under the click on the three dots next to
All Users and select edit.
3. Under the View header check the box for download summary data
until it has it is set as denied.
4. Under the Interact/Edit header check the box for download full data
so that it is set as denied.
5. Save to persist the changes.
Disabling at the Project Level.
Disabling this feature at the project level is a more reliable way of ensuring that no data can be downloaded from any of the workbooks in a project. To do disable downloading data the project level complete the following steps:
Thanks for reading my post on downloading data from Tableau Server, hopefully itâs been informative and shed some light on to manage this feature effectively.
You can connect to data from either Tableau Desktop or a web browser by using Tableau Server or Tableau Online. The process differs slightly for each.
Starting in 2019.3, Tableau Catalog is available in the Data Management Add-on to Tableau Server and Tableau Online. When Tableau Catalog is enabled in your environment, in addition to connecting to published data sources from Tableau Server or Tableau Online, you can connect to databases and tables from the Search for Data results on Tableau Desktop. For more information about Tableau Catalog, see 'About Tableau Catalog' in the Tableau Server or Tableau Online Help.
Tableau Prep Builder can connect to published data sources and you can use them as an input data source for your flow starting in version 2019.3.1. If you have the Data Management Add-on with Tableau Catalog enabled, starting in version 2020.2.2, you can also connect to databases and tables from the Search for Data results, just like Tableau Desktop. For more information, see Connecting to published data sources(Link opens in a new window) in the Tableau Prep Builder help.
Connect from Tableau Desktop
Note: Starting 2019.3, on the Connect pane, Tableau Server has moved to the top of the pane under Search for Data. Select this option to connect to Tableau Server or Tableau Online from Tableau Desktop.
Data sources published to Tableau Server or Tableau Online are shown in the Data pane with a Tableau icon.
You might want to download a local copy of the data source so that you can, for example, work offline or make changes to a data source without modifying the original. To download a local copy, on the Data menu, select the data source, and then select Create Local Copy. A duplicate of the data source is added to the Data pane.
Sign in on a Mac
If you use Tableau Desktop on a Mac, when you enter the server name to connect, use a fully qualified domain name, such as mydb.test.ourdomain.lan, instead of a relative domain name, such as mydb or mydb.test.
Alternatively, you can add the domain to the list of Search Domains for the Mac computer so that when you connect, you need to provide only the server name. To update the list of Search Domains, go to System Preferences > Network > Advanced, and then open the DNS tab.
Connect to published data sources while web authoring
Tableau Desktop users who create and customize data connections for Tableau use can publish their data sources to Tableau Server or Tableau Online. Publishing enables sharing data among colleagues, including those who don't use Tableau Desktop, but have permission to edit workbooks in the web editing environment.
If you have permission to edit workbooks in a browser, follow these steps to connect to published data sources when youâre signed in to Tableau Server or Tableau Online. For more information see Edit Tableau Views on the Web and Using Tableau on the Web.
Note: To connect to data, you need permission to create and edit views.
Add more data to an existing viewFree Tableau Download
Create a workbook with a published data source
You can also connect to a published data source when creating a new workbook:
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Download Tableau Server For Mac Shortcut
For information about connecting to data when you're authoring on the web, see Creators: Connect to Data on the Web.
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