Skip to main content

Tableau content tagging for the Ohio State Data Catalog

Use tags in Tableau Server to organize and filter content and apply the ‘Catalog Exclude’ tag to prevent sandbox or outdated assets from appearing in the Ohio State Data Catalog, ensuring only trusted, production-ready data is discoverable.

Tags in Tableau Server are powerful metadata elements used to categorize and improve the discoverability of content such as workbooks, views, data sources, and flows. Tags may be used to filter and search for relevant content, organize, or highlight themes. Tags may also be used in downstream processes. 

What Should Be Excluded

Sandbox, Work in Progress, and Archived content should be tagged and excluded because they contain temporary, experimental, or outdated data not intended for broad consumption or reuse. 

Why are these assets excluded?

Including irrelevant or low-quality content dilutes the catalog’s value and makes it harder for users to find trusted data sources and reports. Exclusion also helps stakeholders such as data stewards or project leaders maintain high standards and ensures that only vetted, approved content is discoverable. 

 

How To Tag Content

Individual assets such as workbooks, data sources, or views in Tableau Server

  1. Navigate to the asset in Tableau Server
  2. Click the … for an asset.
  3. Select ‘Tag…’
  4. Start to type in the tag Catalog Exclude
  5. Click ‘Save Tags’. 

Individual assets before they are published to Tableau Server

  1. From Tableau Desktop, follow the steps as you would to normally publish content to Tableau Server (Server – Publish Workbook or Server – Publish Datasource)
  2. In the ‘Publish [Content Type] to Tableau Server’ pop up, navigate to Tags (beneath the description). Select ‘Add’.
  3. Type in Catalog Exclude or select from the list.
  4. Click ‘Add’ or hit Enter.
  5. Publish content to Tableau Server. 

Mass tagging assets in a project

  1. Navigate to the project folder in Tableau Server. 

  2. Use ‘Select All’ or click the check-mark in the asset preview to select multiple objects. 

     

    Helpful Note:

    Please note, folders cannot be tagged. If folders exist in the project, make sure to deselect them or the ‘Tag’ option under ‘Actions’ will not appear. 

  3. Under ‘Actions’, select ‘Tag’.
  4. Type in Catalog Exclude.
  5. Click ‘Save Tags’ to close and apply tag. 

Remove tags from individual assets

  1. Navigate to the asset in Tableau Server
  2. Click the … for an asset.
  3. Select ‘Tag…’
  4. Click the X in the same box as the tag to remove it.
  5. Click ‘Save Tags’ to close and apply. 

Bulk removal of tags from assets in a project

  1. Navigate to the project folder in Tableau Server.
  2. Use ‘Select All’ or click the checkmark in the asset preview to select multiple objects.
    1. Please note, folders cannot be tagged. If folders exist in the project, make sure to deselect them or the ‘Tag’ option under ‘Actions’ will not appear.
  3. Under ‘Actions’, select ‘Tag’.
  4. Click the X in the same box as the tag to remove it.
  5. Click ‘Save Tags’ to close and apply tag. 

 

Reminders & Tips

If content is tagged and moved from a Sandbox to Production folder, remove the Catalog Exclude tag. 

Create sub-folders in the unit’s project for content in development (a sandbox folder) or content no longer used (an archive folder). This will help you easily mass tag content.

Important Information

  • The tag ‘Catalog Exclude’ is intended for Tableau Server content to be excluded from the Ohio State Data Catalog.
  • Only published sheets, dashboards, workbooks, and data sources will appear in the Ohio State Data Catalog.