In the first recipe, we specified communication as one of the key features of a dashboard. We need to be able to share the information to the right audience, at the right time, and in the right format.
Tableau offers a number of different ways to share the dashboard in order to help team members throughout the organization to track, monitor, and analyze the metrics about their organization, and we will look at these in the current section.
Given that Tableau offers a number of ways to share a dashboard, what is the best way to do this? The best way to decide which method to use to share your information fundamentally rests on the user requirements. These are listed in the following table:
Objective |
Method |
---|---|
For other Tableau users who don't have access to the data |
Exporting a Tableau packaged workbook |
To view data online and share the data |
Sharing your workbook with Tableau Public |
For Tableau users who do have access to the data |
Sharing your workbook with Tableau Server |
In this recipe, we will look at the first two methods of sharing data: exporting a Tableau packaged workbook and sharing your workbook with Tableau Public. When we export a workbook as a packaged workbook, it wraps up the data as part of the Tableau workbook. Why would you want to do this? The following are some reasons:
When we save a file as a packaged workbook, the workbook points at its own internal copy of the data via the data source connection. If it is a packaged workbook with a data extract, then it no longer references the data from the original data source. Instead, all of the references point to the workbook's internal version of the data via the data source connection, not the original source. Logo images, for example, that are part of the dashboard, are stored as part of the packaged workbook rather than externally referenced.
The workbook is now insulated from changes in the data source, and it won't be impacted by changes in the data source. Individuals who do not have access to the original data source can still see the workbook and manipulate the data, but cannot impact the data source in any way.
If you want to save a workbook to Tableau Public, then you must use a workbook that has a packaged data source. There is a list of criteria that need to be met in order to publish the dashboard to Tableau Public. The data extract may not include more than 1 million rows. Only workbooks with a data extract will be published to Tableau Public. Finally, if the workbook has multiple data connections, then you will need an extract for each data connection.
We will look at this issue first, and then at uploading this workbook to Tableau Public.
Check that your workbook has less than 1 million rows. In this example, it does. So, we can proceed. However, for your own work, you may find that this is not always the case.
Check whether you have a login for Tableau Public. If not, visit the Tableau website in order to set up a login and a password (www.tableausoftware.com).
Next, you will get the message shown in the following screenshot:
Then, you will be asked where you would like to unpackage the workbook. Select a location on your computer to unpackage the workbook; for example, you could use the location that we created at the beginning of this chapter: D:DataTableauCookbookChapter 1
. We will keep the filename as it is.
You can publish your workbook to the whole world using Tableau Public. The data is saved to Tableau's data centers, and you can access the workbook from anywhere in the world via the Internet.
Tableau allows you to publish easily from your desktop. However, there are a few restrictions on using Tableau Public. Also, be careful about sharing your work; once the Tableau workbook is published to Tableau Public, anybody can download the data.