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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

The Download option is located on the Tool Bar which is either displayed at the top or bottom of the screen

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titlescreenshot

image2019-6-17_14-13-43.png


When you click on the download icon you will get the following choices:

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titlescreenshot

image2019-6-17_14-14-1.png


  • PDF: Allows users to select multiple views (tabs) and consolidate them into one report and print as a PDF
  • Crosstab: Downloads data as displayed in reports into excel, giving the same view as the tabular view (one view at a time)
  • Data: Downloads all underlying data used to create a tab into excel 
  • Image: Downloads a picture of the view, although usually not recommended


Tip

Some tabs have multiple worksheets on the same tab — Example in the NEIS Periodic Procurement Report, the Section 1 summary includes two worksheets. One worksheet is a summary table and the other has calculations of the competitive percentage. When working in a view like this, Tableau downloads the data that pertains to the worksheet that your cursor is in.  If you want to download the table itself, your cursor would have to be active in the table.


Sharing Data with External Stakeholders

Question

Can There are two ways to share a Tableau project (dashboards, reports, maps, etc.) be shared with an external stakeholder Stakeholder such as a NYSERDA contractor, partner, or another state entity?:

  • A URL for the project
  • A static file of the project



Pros

Cons

Answer

Yes, there are two ways to share a Tableau project with an external stakeholder; either via a URL or via a static file.

PROS

CONS

Notes

URL

· Automatically refreshes project data daily

· Provides user with access to the underlying data

· Not secure; Only PUBLIC information can be included in the

Tableau ProjectSharing a Tableau project with an External Stakeholder via a URL is the preferred method, but it

project

  • Preferred method but can only be leveraged for
Public information. All Tableau projects
  • PUBLIC information
  • Projects published to the
External
  • 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
  • Under existing Tableau server structure
is by publishing it to the External
  • for NYSERDA, projects must be published to external space on NYSERDA servers
.
  • Solutions to add/modify servers to securely share
a Tableau project with an External Stakeholder are very
  • projects with external stakeholder are expensive.

Static File

·

Tableau project

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

external stakeholder

· User cannot access the underlying data

The Tableau File
  • Project can be shared securely through an
External
  • 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
  • external stakeholders)


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.