Use this job aid as a checklist of tasks that must be completed when a Creator or Primary Project Leader leaves their unit or the university to ensure that reporting and access remains up to date and is not disrupted.
When a Creator Leaves
Transfer ownership of the content within projects (data sources, flows, workbooks) to those inheriting.
Critical:
Those who inherit ownership must have a Creator license.
If the workbook or data source includes embedded credentials to connect to underlying data, the embedded credentials will be deleted. These should be updated by editing connection information on Tableau Server. Tableau’s website contains a step-by-step guide on how to update embedded credentials.
Note:
For flows, embedded credentials are preserved when changing ownership.
- Make sure to account for permissions in projects where ownership is changed. Does the new Creator have access to the location of the object they now own? Do they have the ability to make changes and publish there?
- Meet with the new owner to test and answer any questions AND ensure the object is well-documented. Leveraging descriptions and lineage in Tableau Server can assist with documentation – especially if the position has yet to be filled.
- Email the Primary Project Leader and data-visualization@osu.edu regarding the date to transfer the license and who it should be transferred to.
When a Primary Project Leader Leaves
Email data-visualization@osu.edu and CC the new Primary Project Lead OR your manager. The OTDI Tableau team will transfer ownership of project(s) and will let you know once complete.
- Follow guidelines above for content you may own, such as workbooks, data sources, or flows.
- Submit a request to Access Management, updating owners and approvers, if appropriate.
- Document groups.
- Who is the group for?
How frequently do you review or update?
Note:
Example: TAB-Creators is a group for everyone with a Tableau Desktop license on the university’s server. It is reviewed quarterly.