Data Visualization
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Tableau is used at Ohio State in two formats: Server and Desktop. Note: Ohio State users should be using Tableau Desktop and Tableau Prep version 2022.1 (or later).
- Tableau Server is used to view published reports - worksheets and dashboards in Tableau - and create simple ad hoc reports. Most university report users will use Tableau Server and is accessed through a browser or mobile solution.
- Tableau Desktop is used by report developers and data analysts to create reports that can be published to a broader audience via Tableau Server or to address the unique data needs of their college or unit. The software must be installed directly on your computer.
- Note for Tableau Developers: Review the Tableau section of the Administrative Resource Center (ARC), under the Tableau Developers heading, for job aids specifc to your needs.
Already a Tableau user? Join the Ohio State University Tableau User Group MS Teams channel. If you are unable to access MS Teams, please contact Sarah Murphy.
Request Tableau Desktop Access
Learn how to gain access to Tableau Desktop or how to order a Creator License.
Instructional Guides
Training
- Tableau Server Fundamentals - Search in BuckeyeLearn for an on-demand class titled Tableau Server Fundamentals. This course will introduce users to Ohio State’s Tableau Server environment.
- Tableau Desktop Fundamentals - Search in BuckeyeLearn for an on-demand class titled Tableau Desktop Fundamentals. This hour long course will give users with less than 6 months experience instruction on how to connect to a Tableau data source and how to build and publish a dashboard.
- Tableau Prep - In this vendor-provided, Using Tableau Prep YouTube recording, you'll learn how to clean and stage your data prior to using it in Tableau.
- Tableau Training Videos - Tableau's on-demand video tutorials cover a wide range of topics.
- Tableau Doctor Sessions - For more hands-on assistance, book an in-person Tableau Doctor session with a member of the OTDI Data and Analytics team. During your session you'll be able to receive personalized help and get your visualizations and dashboards in tip-top shape.
- Tableau Resource Guide - View the resource guide to find helpful blogs, articles, videos, and Ohio State specific resources.
- Mastering Tableau - View a potential 30 day learning plan for mastering Tableau
- Basic Web and Document Accessibility for Content Contributors
- Document Accessibility: Microsoft Excel
- Self-Learning Resources
Security
Access Levels
The intersection of a user’s license type, site role, and content permissions determines the level of access a user has on the Tableau site. License type and site role is set and controlled by the OTDI Data and Analytics Tableau team. The project lead and creators control content permissions.
There are four security roles for every project.
- Viewer – the lowest level of access; allows viewing workbooks and views, adding comments and tags, filtering, and exporting visualizations to pdf, cross-tab, and images
- Explorer - includes all the permissions of the Viewer role; allows creating and sharing customized views, downloading full data, web editing, and downloading workbook.
- Explorer (can publish) – includes all the permissions of the Explorer role; allows limited publishing capabilities.
- Creator – includes all the permissions of the Viewer role, and can create views/workbooks/dashboards, download existing views/workbooks from the Server, use web authoring to change workbooks.
Content may be set to denied, allowed, or unspecified. If a user is a member of two or more groups and any single group denies a capability, the user will be denied the permission.
It is recommended to set permissions at the group level – instead of for individuals. Groups are created and managed by the Access Management team. A ServiceNow request must be submitted to add users to a group. If requesting many individuals be added to a group, please use the Tableau Access Bulk Template. Attach the completed template to the ServiceNow request.
Accessibility
If you have a disability and need to request Tableau data in an alternative format, please email the Data Visualization team.
Maintenance
Tableau maintenance occurs twice a year in addition to interim ad-hoc updates and security patches. Tableau downtime notifications are sent to the Tableau User Group and will be communicated via the System Status page.
Need Help?
Contact your Tableau Server Project Leader for guidance.
FAQs
Tableau Access
How do I get access to Tableau? Who is my area’s Tableau Project Leader?
Access to Tableau Server must be requested. To be approved for access, the user must be up to data with Institutional Data Policy (IDP) training.
To obtain access in Tableau, submit a request through ServiceNow.
Complete these fields:
- Request Type: New Account/Access
- Tableau Project Name: Indicate your area*
- If you are unsure, select “Office of the Chief Information Officer."
- Select the appropriate role(s). If you are unsure, please consult your Project Leader.
- Groups with "Analyst" are a good starting point for all users.
- Groups with "Developer" are for those who will have a Tableau Desktop license.
- If “Office of the Chief Information Officer” is the project selected, select "TAB-RAE-All Users" as the group.
If you are looking for your area's project leader, review the Tableau Project Leader list. If you do not see a Project Leader for your area and would like to be one, contact Data-Visualization@osu.edu.
Additional resources are available for onboarding.
Are users automatically added to Tableau Server?
A user is not automatically added to Tableau Server.
- A ServiceNow request must be completed (see above FAQ).
- A user does not need to complete IDP training to be added to Office of Technology and Digital Innovation – TAB-RAE-All Users group.
- IDP training must be up to date to be added to all other groups and to view university data.
How can I obtain or renew a Tableau license key?
Tableau Desktop software must be installed direcly on your PC or laptop. This requires a valid license product key which is provided with purchase. For information about Tableau Desktop access, review the Tableau Access information found in the Administrative Resource Center (ARC).
What should I do if I’m a Tableau Server Project Leader and I’m trying to provide someone access to my project (or dashboard) but they’re not appearing in the list of users?
The process for adding or changing access uses ServiceNow. Use this ServiceNow link to initiate a Self Service request. If you have questions about the process or need assistance, contact Data-Visualization@osu.edu.
What Tableau dashboards/data sources exist from an enterprise standpoint?
The list of available Tableau dashboards/data sources is available through this Certified Enterprise Dashboards and Data Sources link.
Who’s in a group that can access my work?
Tableau Object – Group Members view: A tab in the Tableau Object dashboard, it lists all group members and cost center.
D&A Team – Group Email List: Lists all members in a group, CCH6, email, and last Server login. Helpful if you’re working to communicate to a group of individuals who have access to your project – such as publishing a new report or an issue around data.
What do I do if I’m a student and need Tableau access for a class?
Students may download Tableau Desktop for one-year, free of charge. Verification of student status is required. For more information, please check out Tableau Student.
Tableau Usage
How can I develop a Tableau dashboard using departmental data located in local files (Excel, CSV, etc.) and/or departmental databases?
In order to develop Tableau dashboards using departmental data, you’ll need the Tableau Desktop software, and a valid license.
It is imperative for developers to ensure proper security is enforced with certain types of data. Please work with your Tableau Server Project Leader for things like managing group memberships and permissions, establishing database connections and sensitive data guidance.
Additionally, if you’d like to share your dashboard, please see the next answer below.
Who should I contact and what is the process to make sure it is OK to share a dashboard?
Your first contact will be with your Tableau Server Project Leaders. If you have a sharable dashboard, the Project Leader will work with the data steward community to ensure sharing the data contained in the dashboard is OK.
What kind of data can I upload to the Tableau Server?
Please verify what data is OK to upload with your area’s Tableau Server Project Leader.
What does a “public” dashboard mean?
Public dashboards are truly public – meaning anyone with the url may access the dashboard. Public dashboards should contain S1 data. You may use the IDP Calculator to determine the data classification before submitting a ticket.
How can I share my Tableau dashboard? How can I control who can see my dashboard?
To share your dashboard, you would use Tableau Server to publish it. To ensure access, you would work with your Tableau Server Project Leader, please contact this individual with your request. Please see the list of Tableau Server Project Leaders. If you’d like to use the Tableau Server, and your department does NOT have a Tableau Server Project Leader, and you’d like to become one, please submit a request briefly explaining your situation to Data-Visualization@osu.edu.
Your Tableau Project Leader has the ability to set permissions on every view/dashboard in their project folder. The project leader will work closely with the publishers/developers and the data stewards to ensure data is secured and only visible to users who have access to see that data.
I need to share my dashboard with users who are not part of Ohio State University and do not have a name.#. What should I do?
Your dashboard may be a candidate for guest account access.
How do I protect my workbook from being edited or downloaded by someone not in my desired group?
You will work with your Tableau Project Leader to apply security to your dashboards so users cannot edit/download data/download your dashboard.
How can I develop content in Tableau using an enterprise data source?
Please refer to the Certified Enterprise Dashboards and Data Sources link. This will list all certified enterprise data sources. You may connect in Tableau Desktop from Connections - Tableau Server.
How can I consume a Tableau dashboard that I know exists on the Tableau Server?
Each department has their own Tableau Server Project Leader who maintains access to their department’s dashboards. For the dashboard that you’d like to access, you should contact that department’s Tableau Server Project Leader. If you would like to see who the Tableau Server Project leaders are, please refer to the list of Tableau Server Project Leaders.
Tableau Tech Questions
Who do I work with to get connections/firewall setup?
In the event you would like to connect to a data source and you are having issues with connecting to the data source, first reach out to your local IT support team to ensure your connections are valid. If you still cannot connect to your data source, reach out to Data-Visualization@osu.edu.
How do I register my Tableau Desktop software?
- Choose “Activate by signing in to a server” from the options shown in the screen shot below.
- Input “https://dataviz.rae.osu.edu/.“
- Login through the DUO push process.
How do I ensure my dashboard follows Ohio State standards as a Tableau developer?
Use the following resources to ensure your dashboard follows Ohio State standards:
- Ohio State Tableau style guide - color palette, icons, font information (login required)
- Ohio State Tableau dashboard template download
- Ohio State Tableau dashboard template download - Print/Subscription/PDF
What do I do if I receive an "Invalid username or password" error message when I log into Tableau?
This is most likely due to a caching issue. You can clear your browser cache, use incognito (Chrome), or choose an alternate browser.
Who may I contact when I have Tableau technical issues?
Your first point of contact should always be your Tableau Project Leader. If your Project Leader cannot resolve your issue, they will reach out to the Tableau Server Administrators to address the problem.
How do I sign up for a Tableau Doctor session?
You may register using the Tableau Doctor session link.
