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Overview
Tableau allows users to configure data and save it locally. Additionally, users can download reports and share them internally, and under certain circumstances, externally.
Downloading Data from Tableau Reports
Every report can be downloaded in a number of ways. The “tool bar” will either display at the top or the bottom of the screen, look for the download icon:
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When you click on the download icon you will get the following choices:
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PDF allows you to print the report as a PDF. This option allows you to select multiple views (tabs) and consolidate in one report.
Crosstab downloads the data as displayed in the report into excel. This is for one view at a time.
Data downloads the data that was used to create the tab into excel. Generally, the data download option includes more information than the crosstab report.
Image downloads a picture of the view. This is not recommended.
Helpful hints, some tabs have multiple worksheets on the same tab—Example in the NEIS Periodic Procurement Report the Section 1 summary includes two worksheets, one is the summary table and the other is calculation of the competitive percentage. When working in a view like this, Tableau will download the data that pertains to the worksheet that your cursor is in. So, if you want to download the table itself, your cursor would have to be active in the table.
Sharing
Question
Can a Tableau project (dashboards, reports, maps, etc.) be shared with an external stakeholder such as a NYSERDA contractor, partner, or another state entity?
Answer
Yes, there are two ways to share a Tableau project with an external stakeholder; either via a URL or via a static file.
Sharing a Tableau Project with an External Stakeholder via | PROS | CONS | Notes |
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URL | · Automatically refreshes data daily · Provides user with access to the underlying data | · Not secure; Only PUBLIC information can be included in the Tableau Project | Sharing a Tableau project with an External Stakeholder via a URL is the preferred method, but it can only be leveraged for Public information. All Tableau projects published to the External space on NYSERDA’s server are vulnerable to discovery by the public. The only way to share a Tableau project with someone external to NYSERDA given NYSERDA’s existing Tableau server structure is by publishing it to the External space on NYSERDA servers. Solutions to add/modify servers to securely share a Tableau project with an External Stakeholder are very expensive. |
Static File | · Tableau project can contain confidential information | · User must download and install a free version of Tableau Reader. ITS tenants can submit a ticket to ITS to get Tableau Reader installed on their machine. ITS has an install package in SCCM for Tableau reader software. · Data is NOT automatically refreshed; any updates to the data or project requires NYSERDA staff to send a new File to the External Stakeholder · User cannot access the underlying data | The Tableau File can be shared securely through an External SharePoint site or other secure file transfer; Confidential information can be included in the Tableau Project (permission from Data Governance must be obtained prior to sharing any confidential information through any means with an External Stakeholder) |
Required Action:
- Complete a Service Desk request if you are interested in data visualizations. Select “IT Support”, then “Data Sets, Maps and Visualizations”.
- Contact Data Governance if you need to share Tableau project information that contains Confidential-Internal or Confidential-Private data.
Overview
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