Creating and Maintaining Field Definitions for Tableau Data Source

Recommendations on easily adding definitions to Tableau content. 

Existing Tableau Data Sources

Draft Definitions First

• Write clear, concise definitions for each field in an Excel spreadsheet or similar tool. If the data source is Workday, it’s easy to copy and paste the definitions from Workday to Tableau. If struggling, check the Ohio State Data Catalog for definitions.
• Review and revise definitions for accuracy and clarity.
• Confirm definitions with your manager, team leader, or data steward.

Leverage AI for Drafting Definitions

• Copy and paste your SQL queries or field lists into Copilot.
• Ask Copilot to generate plain-language definitions for each field or output column. A sample prompt may be “write plain-language for each output column. Allow me to export the definitions to Excel”.
• Carefully review the AI-generated definitions for accuracy, context, and clarity.
• Edit or enhance the definitions as needed to ensure they fit your organization’s standards and data context.

New Tableau Data Sources

Add Definitions During Development

• As you build dashboards or data sources in Tableau Desktop, right-click on each field name and select “Default Properties” - “Edit Description.”
• Paste or type the approved definition directly into the field’s description box.
  • Tip: If you’re writing SQL, this is where leveraging AI is helpful. 

Additional Guidance

Leverage Data Governance Tools

• Take advantage of integration with the Ohio State Data Catalog, where definitions will flow automatically. Email datagovernance@osu.edu to get started.

Update Regularly

• Periodically review and update definitions as data sources or dashboards evolve. Reviews can happen on an annual or biannual basis.

Encourage Collaboration

• Make definitions a routine part of your workflow to support collaboration and maintenance, especially if others may inherit your dashboards.