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Tableau User Administration – User, Groups & Roles

Oct 17, 2020

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Tableau Server (2020.2.0) being a hosting platform helps in sharing, interacting, content management, and automating data source refresh. Just like any other platform where people collaborate, Tableau Server requires an administrator who manages and streamlines content and users.

In this blog, we will see about the privileges of an administrator over users, tasks, and their potentiality.

Users

As an administrator, we can add users to the server and assign roles under the ‘Users’ tab. Below is how we can add users to the server.

  • We can directly add users using their E-mail Id as Username.
Tableau User Administration – User, Groups & Roles

Tableau User Administration – User, Groups & Roles
  • If the Active Directory is configured while setting up the Tableau Server, then we can add users from the Active Directory.
Tableau User Administration – User, Groups & Roles
Tableau User Administration – User, Groups & Roles
  • If the list of users to be added is too long, then we can import a text file containing all the users using the ‘Import From File’ option.

Groups

When there are many users to manage, Tableau provides the ‘Groups’ tab where users requiring similar access can be clubbed to groups. When a role is assigned to a group, the group members will have the privileges assigned to the role. A user can be a part of multiple groups.

Tableau User Administration – User, Groups & Roles
Adding a group of users to Tableau Server.

Roles

Each user or group is associated with a role which has different capabilities

  • View/Interact: Viewing and interacting with workbook through interactive elements such as filters, input controls, buttons, etc.
  • Subscriptions & Alerts:  Subscribing to content and creating data-driven alerts.
  • Web Edit: Accessing the server through a browser and viewing or editing the available content.
  • Publish Views: Capability to upload developed workbooks and data sources to the Tableau Server.
  • Create Data Source: Potential to upload and save data sources.
  • Manage: Assigning roles and permissions to users, content, and organizing the content on the server.
Tableau User Administration – User, Groups & Roles
Tableau Roles Matrix

Listed above are the available roles in Tableau and the privileges for each role. An unlicensed role is assigned to a user who will be removed from the server. If the user is removed, the content developed by him also becomes unreachable. Hence unlicensed role is assigned to get access to content developed by the removed user and to free up license spots in a user-based licensing environment.

Guest Access

When we have a core-based license, we can enable guest access for users who do not have access to the server. Sharing content with external users can be done in two ways, either by providing URL links or embedding views into a web page. To enable guest access, we go to settings, under the general tab, we have the option to enable or disable guest access.

Tableau User Administration – User, Groups & Roles
Guest Access in Tableau Server

Permissions

The administrator can fine-tune the capability of each user or group specifically for Projects, Workbooks, or Data Sources by assigning permissions. Under Explore, select any project, and under the Actions menu, we have the option to set Permissions.

Tableau User Administration – User, Groups & Roles
Assigning Permissions

Tableau User Administration – User, Groups & Roles
Types of Permissions
Tableau User Administration – User, Groups & Roles
Permissions and its Description

What a user can or cannot do is controlled at many levels as rules or permissions can be assigned at the user level and group level. ​There are 2 main rules

  • Denied takes precedence over allowed.
  • If no other permissions are specified, then it is considered denied.

The capability of a user is restricted through licenses, roles, and permissions.

Taking all the above into consideration, assigning roles and permissions to users and content is one of the prime roles of a Tableau Administrator. Check out our other blogs on Tableau here.


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