Documentation of Automated Export

Backend Documentation

Theme

Color Configuration

To modify the colors of the system:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Colors" tab at the top of the main page content.
  6. Adjust the various colors as desired and click on the "Save" button.



Custom Stylesheet

To add a custom stylesheet for more granular control of the look and feel of the system:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Styles" tab at the top of the main page content.
  6. Enter the custom CSS as desired and click on the "Save" button.



Custom Head Insert

To add a custom code (HTML, JavaScript, etc.) to the head section of your theme for more granular control of the functionality of the system:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Styles" tab at the top of the main page content.
  6. Enter the custom code as desired in the head insert section and click on the "Save" button.




Dashboards

Embedded Tableau Server Views

One of the primary functions of the system is to display embedded Tableau Server views as dashboards.

To create a dashboard:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Content" link at the top.
  4. Click on the "Dashboards" button on the left.
  5. Click on the "New Dashboard" button.
  6. Click on the "Site" drop-down to see the available Tableau Server Sites to pull workbooks from.
  7. Click on the "Workbook" drop-down to select from the available workbooks on the Tableau Server Site.
  8. Click on the "View" drop-down to select from a list of views pulled in from the previously selected workbook.
  9. The "Title" field will auto populate from the View name. You can change this to anything you like.
  10. The "URL" field will be pulled in automatically from the Tableau Server. In most cases you won't need to change this.
  11. The "Dashboard Slug" field will be auto populated based on the Tableau Server URL. This field will be used in the URL for the portal to access the dashboard. This can be customize to a desired format. It must meet URL standards and be unique for each dashboard.
  12. Populate the remainder of the fields as desired and click on the "Create" button.


Thumbnails

When viewing a list of dashboards, the system has the ability to display a custom preview of the Tableau Server view as a thumbnail image.

These thumbnails can either be set manually while creating or editing a dashboard (see the Embedded Tableau Server Views section for more information), or the system will attempt to automatically grab the thumbnail from the Tableau Server if the dashboard is created without one.

The portal has a feature to enable nightly refreshes of the site's dashboard thumbnails. This helps to keep the the thumbnail up to date with any changes while also saving time from manually update every dashboard thumbnail.

To enable Refresh Dashboard Thumbnails:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Features" tab at the top of the main page content.
  6. Click to switch on the "Refresh Dashboard Thumbnails" setting under the "Functionality" section and click the "Save" button.


Tagged Workbooks

Tableau Server version 10+

The system can automatically create dashboards for any workbooks that have a matching tag on the associated Tableau Server.  It will poll the Tableau Server every 10 minutes to check for any newly tagged workbooks which match a tag navigational item (see the Navigation section for more information).  A new dashboard and corresponding navigation link will be created for each view in any workbooks it finds.

Links to any new dashboards created through this process will be placed in the same location as the tag navigational item.  However, these links can be safely moved or deleted if desired.

This functionality requires that the REST API is enabled (see the Enabling the REST API section for more information).



Favorites

The system has the ability to mark dashboards as favorites.  Favorited dashboards will show up first on the system's home page once the user logs in.

This functionality requires any authentication method other than "Pass-Through".  See the Authentication Methods section for more information.

If the Tableau REST API is enabled, the favorites will also synchronize across to the Tableau Server where possible.  See the Enabling the REST API section for more information.

To enable favorites:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Features" tab at the top of the main page content.
  6. Click to switch on the "Favorites" setting under the "Action Buttons" section and click the "Save" button.


To favorite a dashboard:

  1. Navigate to the frontend of the system (e.g. https://www.site.com).
  2. Log in if prompted.
  3. Navigate to the desired dashboard by using the navigation menu.
  4. Click on the star icon at the top right portion of the screen. Normally this is displayed on the right side of the title bar in the dashboard.


Email Subscriptions

The system allows users to subscribe to dashboards where updates to the underlying Tableau Server views will be emailed to them on a set schedule.

This functionality requires that the Tableau Server REST API is enabled and it only works for dashboards which correspond to a workbook view on the associated Tableau Server.  See the Enabling the REST API section for more information.

To enable email subscriptions:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Features" tab at the top of the main page content.
  6. Click to switch on the "Subscriptions" setting under the "Action Button" section and click the "Save" button.


To subscribe to an eligible dashboard:

  1. Navigate to the frontend of the system (e.g. https://www.site.com).
  2. Log in if prompted.
  3. Navigate to the desired dashboard by using the navigation menu.
  4. Click on the envelope icon at the top right portion of the screen. Normally this is displayed on the right side of the title bar in the dashboard.
  5. Select the desired schedule and click on the "Add Subscription" button.


Trusted Tickets

The system can take advantage of trusted ticket authentication.

By default, if the Tableau Server workbook views which are embedded in dashboards require a login, the user will be prompted for their username and password the first time they view any dashboard.  With trusted ticket authentication enabled on the system and on the associated Tableau Server, the system will authenticate on behalf of the user.

One drawback to using trusted tickets is that there is a little more overhead to authenticate on behalf of the user before showing the dashboard.  Since trusted tickets are one-time use, this authentication takes place before each and every dashboard is shown.

This functionality requires that the Tableau Server REST API is enabled.  See the Enabling the REST API section for more information.

For directions on how to enable Trusted Tickets for dashboards, see the Trusted Ticket Authentication section below.



Report Builder

The system can allow users to export one or more dashboard snapshots as a Microsoft PowerPoint or PDF presentation .

This functionality requires that trusted ticket authentication is enabled and it only works for dashboards which correspond to a workbook view on the Tableau Server specified in the connectivity settings.  See the Trusted Ticket Authentication section for more information.

If enabled you can upload a custom PowerPoint template to be used on each export. You can find this under "Setting" > "Portal Setting" > "Layout" tab at the bottom of the page.

To enable Report Builder:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Features" tab at the top of the main page content.
  6. Click to switch on the "Report Builder" setting under the "Action Button" section and click the "Save" button.


To download one or more dashboards as a PowerPoint or PDF presentation:

  1. Navigate to the frontend of the system (e.g. https://www.site.com).
  2. Log in if prompted.
  3. Navigate to a desired dashboard by using the navigation menu.
  4. Modify the filters, etc. as desired on the dashboard.
  5. Click on the presentation icon at the top right portion of the screen. Normally this is displayed on the right side of the title bar in the dashboard.
  6. Click on the camera icon to take a snapshot of the current dashboard as a presentation slide.
  7. Repeat steps 3-6 as desired to create the slides that should be included in the presentation.
    Note: You can navigate to other eligible dashboards to add as slides to the same PowerPoint presentation.
  8. If you need to rearrange the ordering of the slides, you can drag and drop them as needed.
  9. If you need to delete all of the slides, click on the trash can icon to remove them and repeat steps 3-6 as desired to add the correct slides.  If you need to delete a single slide, drag and drop the slide on to the trash can icon.
  10. Click on the presentation icon button to create a PowerPoint presentation of the specified slides. Click on the file icon button to create a PDF presentation of the specified slides.



Report Builder Email Option

This feature allows the frontend user to email their newly created report to multiple individuals. Report Builder Email Option requires that the Report Builder feature is enabled and that the Portal is configured to send out emails.

To enable Report Builder Email Option:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Features" tab at the top of the main page content.
  6. Click to switch on the "Report Builder Email Option" setting under the "Action Button" section and click the "Save" button.

To configure the default bcc, subject, and body:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Layout" tab at the top of the main page content.
  6. Fill out the "Email BCC Addresses", "Email subject", or "Email body" files as desired, under the "Report Builder" section and click the "Save" button.

To send an email with the built report:

  1. Navigate to the frontend of the system (e.g. https://www.site.com).
  2. Log in if prompted.
  3. Navigate to a desired dashboard by using the navigation menu.
  4. Generate the images you want to use for your report.
  5. Click on the presentation icon at the top right portion of the screen. Normally this is displayed on the right side of the title bar in the dashboard.
  6. Click on the email icon to "Email presentation as PDF".
  7. Fill out the Email Address(es) field with the desired recipients. You can enter multiple email addresses by using commas to separate them.
  8. If you have the correct permissions you can edit the subject and body.
  9. Click the send button when finished.

Data Export

The system can allow users to export the data from a dashboard.

To enable data exports:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Features" tab at the top of the main page content.
  6. Click to switch on the "Export Data" setting under the "Action Buttons" section and click the "Save" button.


To download the data from a dashboard:

  1. Navigate to the frontend of the system (e.g. https://www.site.com).
  2. Log in if prompted.
  3. Navigate to a desired dashboard by using the navigation menu.
  4. Click on the export data icon at the top right portion of the screen. Normally this is displayed on the right side of the title bar in the dashboard.


Download Workbook

The system can allow users to download the Tableau workbook.

To enable workbook downloads:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Features" tab at the top of the main page content.
  6. Click to switch on the "Export Workbook" setting under the "Action Buttons" section and click the "Save" button.


To download the Tableau workbook:

  1. Navigate to the frontend of the system (e.g. https://www.site.com).
  2. Log in if prompted.
  3. Navigate to a desired dashboard by using the navigation menu.
  4. Click on the download workbook icon at the top right portion of the screen. Normally this is displayed on the right side of the title bar in the dashboard.


Share Workbook

The system can allow users to share the Tableau workbook.

To enable workbook sharing:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Features" tab at the top of the main page content.
  6. Click to switch on the "Share" setting under the "Action Buttons" section and click the "Save" button.


To share the Tableau workbook:

  1. Navigate to the frontend of the system (e.g. https://www.site.com).
  2. Log in if prompted.
  3. Navigate to a desired dashboard by using the navigation menu.
  4. Click on the share icon at the top right portion of the screen. Normally this is displayed on the right side of the title bar in the dashboard.


Custom Views

The system can allow users to save a custom view of a dashboard, which will include any applied filters and parameters, and then load it again at a later date.

To enable custom views:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Features" tab at the top of the main page content.
  6. Click to switch on the "Custom Views" setting under the "Action Buttons" section and click the "Save" button.


To create/load a custom view:

  1. Navigate to the frontend of the system (e.g. https://www.site.com).
  2. Log in if prompted.
  3. Navigate to a desired dashboard by using the navigation menu.
  4. Modify the filters, etc. as desired on the dashboard.
  5. Click on the custom views icon at the top right portion of the screen. Normally this is displayed on the right side of the title bar in the dashboard.
  6. Enter a name for the new custom view in the text box and click the "Create" button.
  7. To load a different custom view, select an existing view from the drop down and click on the "Apply" button.


Pause/Resume Changes

The system can allow users to pause a dashboard so that multiple changes (e.g. applying multiple filters) can be made before the dashboard is refreshed.

To enable dashboard pausing:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Features" tab at the top of the main page content.
  6. Click to switch on the "Pause Dashboards" setting under the "Action Buttons" section and click the "Save" button.


To pause a dashboard:

  1. Navigate to the frontend of the system (e.g. https://www.site.com).
  2. Log in if prompted.
  3. Navigate to a desired dashboard by using the navigation menu.
  4. Click on the pause layout updates icon at the top right portion of the screen. Normally this is displayed on the right side of the title bar in the dashboard.
  5. Make any desired changes to the filters, parameters, etc.
  6. Click on the resume layout updates icon at the top right portion of the screen to apply all changes at once.


Story Narratives

If the dashboard's underlying view is a Tableau story, the system has the ability to display guided narratives for each story point.

To add narratives to stories:

  1. While editing the dashboard, specify that the view is a story at the bottom of the "Dashboard" tab and ensure a valid URL for the story has been entered into the "URL" field.
  2. A new "Story" tab should appear.  Click on that tab.
  3. Wait until the specified story is loaded.  Please note, you may be prompted to log in to the Tableau Server before the story can load.
  4. Under the "Story Point Narratives" section, add the same number of items as there are story points.  There is a status indicator under the "Story Points" section to tell when enough items have been added.
  5. Enter the desired narrative text for each story point narrative item that was added.  As you are entering text for a story point, the related story point will be shown as an aid.
  6. Click on the save button.




Advanced Dashboard Features

Filters

Filters are used to filter the underlying data in a dashboard. They can even be shared with more than one dashboard.

To create a filter:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Tableau" link at the top.
  4. Click on the "Filters" link on the left.
  5. Click the "New Filter" button.
  6. Enter the name of the filter you want shown in the portal in the "Display Name" field.
  7. The "Field Name" will be automatically copied from the "Display Name". This field text should be edited to match the field name in the data exactly. If there are any trailing whitespaces those will be removed on save so you will need to remove them from the data name.
  8. Select the filter type.
  9. Select the filter category if desired. See the Filter Categories Section for more information.
  10. If you want the filter value to be remembered from one dashboard to the next, turn on the sticky filter feature "Is Sticky Filter?".
  11. If you want to get the filter options from the dashboard's data, turn on the "get filter options from data" feature. Note that this will slow down the dashboard's load time if the dashboard contains a lot of data.
  12. Add blacklisted sheets to the "Sheet Blacklist" if you want certain sheets on a dashboard to ignore the filter. Needs to match the sheet name.
  13. Add filter options if not getting the options from the dashboard's data.
  14. Click the "Save" button.


To add a filter to a dashboard:

  1. While editing the dashboard, click on the "Misc" tab.
  2. Scroll to the Interaction Options section.
  3. Select the filter(s) that are applicable to the dashboard.
  4. Click the "Save" button.


To apply a filter:

  1. Navigate to the frontend of the system (e.g. https://www.site.com).
  2. Log in if prompted.
  3. Navigate to a desired dashboard by using the navigation menu.
  4. Open the filter menu on the right side of the screen.
  5. Select the value of the filter.


Parameters

Parameters are used for various purposes within a dashboard. The system provides a user friendly way to enter and change the parameter values for dashboards. Parameters can even be shared with more than one dashboard.

To create a parameter:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Tableau" link at the top.
  4. Click on the "Parameter" link on the left.
  5. Click the "New Parameter" button.
  6. Enter the name of the parameter you want shown in the portal in the "Display Name" field.
  7. Enter the name of the parameter from the dashboard in the "Parameter Name" field.
  8. Select the parameter type.
  9. Select the filter category if desired. See the Filter Categories Section for more information.
  10. If you want the parameter value to be remembered from one dashboard to the next, turn on the sticky parameter feature.
  11. If you want to get the parameter options from the dashboard's allowable values list, turn on that feature.
  12. If you want to get the parameter options from the dashboard's data, turn on the "get parameter options from data" feature. Note that this will be slow if the dashboard contains a lot of data.
  13. Add parameter options if not getting the options directly from the dashboard.
  14. Click the "Save" button.


To add a parameter to a dashboard:

  1. While editing the dashboard, click on the "Misc" tab.
  2. Scroll to the Interaction Options section.
  3. Select the parameter(s) that are applicable to the dashboard.
  4. Click the "Save" button.


To apply a parameter:

  1. Navigate to the frontend of the system (e.g. https://www.site.com).
  2. Log in if prompted.
  3. Navigate to a desired dashboard by using the navigation menu.
  4. Open the filter menu on the right side of the screen.
  5. Select or enter the value of the parameter.



Apply Button

Each Filter and Parameter change gets applied as soon as they are changed. When you have a lot of filter and parameters you want changed this can become time consuming. To alleviate this issue we are introducing the Apply button. This new button will not apply your changes until you click on it.

To enable the Apply Button:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Click on the "Tableau Server Settings" link on the left.
  5. Click the "General" tab at the top.
  6. Click to switch on the "Filters and Parameters Apply Button" under the "Filters and Parameters" section.
  7. Click the "Save" button.

           

Filter Categories

Filter Categories can group filters/parameters together under a specific category. When the dashboard filter pop out is rendered on the right side it will group all of the filters/parameters together under the filter category name. If there are no filters displayed using the filter category then it will not be rendered either.

To create a filter category:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Tableau" link at the top.
  4. Click on the "Filter Categories" on the left.
  5. Type in a display name in the "Name" field.
  6. Click the "Save" button.


Hidden Sticky Filters/Parameters

Hidden sticky filters and parameters are used to remember the filter/parameter values a user selects across the system, without showing up in the filters list on a dashboard.

You can blacklist sheets for the Hidden Filter to not apply to. The name should match the sheets' name in Tableau.

To create a hidden sticky filter/parameter:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Click on the "Tableau Server Settings" link on the left.
  5. Click the "General" tab at the top.
  6. Check the box next to "User Hidden Filters".
  7. Click to add a new item under hidden sticky filters or hidden sticky parameters section.
  8. Enter the name of the filter/parameter.
  9. Click the "Save" button.


Cache Filter/Parameter Options

The Portal has the ability to populate the filter and parameter options from the dashboard’s data by using the "Get Filter Options from data". This option is normally only enabled when you have a large amount of options to retrieve for the filter. The time to retrieve all these options can take a while if you have several hundred or several thousands of options. While we can't speed up the initial time, we can make subsequent requests faster. To do this enable "Cache filter/parameter options from data" after enabling "Get Filter options from data".

To enable Cache Filter/Parameter Options:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Tableau" link at the top.
  4. Click on the "Filters" or "Parameters" link on the left.
  5. Click to switch on the "Cache filter options from data" under the Display Options section.
  6. Select the desired cache time from the dropdown below the switch.
  7. Click the "Save" button.




Specify Filter Sheet

The Portal provides the ability to get your filter options from the data. This dynamic filtering looks at the first worksheet loaded. However, you man have multiple data sources compromising your dashboard or a slow-loading worksheet you want to avoid. This is when you'll want to tell the portal which worksheet to use to populate your dynamic filters.

To enable Specify Filter Sheet:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Content" link at the top.
  4. Click on the "Dashboards" link on the left.
  5. Click on the Dashboard you want to edit.
  6. Click the Misc tab.
  7. Toggle on the Specify Filter Sheet option in the Interaction Options section.

This will display two additional fields "Filter Worksheet" and "Use Summary Data". The "Filter Worksheet" field will allow you to specify the name of the worksheet to pull from. The switch for "Use Summary Data" uses a quicker API call that pulls from the Summary Data rather than all of the Underlying Data. To determine if what you're looking for is in the Summary Data you will need to View Data within your workbook on Tableau Desktop.


Tutorials

Tutorials can be used to explain how to use a dashboard, or for any other help documentation related to dashboards.

They can be shown every time a dashboard is viewed, a fixed number of times the dashboard is viewed, or only when clicked on by a user.

To create a tutorial:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Tableau" link at the top.
  4. Click on the "Tutorials" link on the left.
  5. Click the "New Tutorial" button.
  6. Enter the title and description of the tutorial in the appropriate fields.
  7. Enter the content of the tutorial in the content field. This field allows for fully formatted content, including images, links, etc.
  8. Enter the number of times the tutorial should be shown in the "maximum views" field.
    • Entering zero in this field means the tutorial will only be shown if the user clicks to see it.
    • Entering -1 in the field means the tutorial will be shown each time the user views the dashboard, until they click to not show it again.
  9. Click the "Create" button.


To select a default tutorial for all dashboards:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Click on the "Portal Settings" link on the left.
  5. Click on the "Layout" tab at the top.
  6. Select the desired tutorial in the "Global Tutorial" field.
  7. Click the "Save" button.


To set a tutorial for a specific dashboard:

  1. While editing the dashboard, click on the "Misc" tab.
  2. Scroll to the Interaction Options section.
  3. Select the desired tutorial.
  4. Click the "Save" button.


To view the tutorial:

  1. Navigate to the frontend of the system (e.g. https://www.site.com).
  2. Log in if prompted.
  3. Navigate to a desired dashboard by using the navigation menu.
  4. If configured to be automatically shown, the tutorial should appear in the middle of the screen.
  5. If not configured to be automatically shown, click on the tutorial icon at the top right portion of the screen.


Loading Screens

Loading screens can be used to show text or animations while a dashboard is loading.

To create a loading screen:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Tableau" link at the top.
  4. Click on the "Loading Screens" link on the left.
  5. Click the "New Loading Screen" button.
  6. Enter the title of the loading screen in the title field.
  7. Enter the content of the loading screen in the content field. This field allows for fully formatted content, including images, links, etc.
  8. Click the "Create" button.


To select a default loading screen for all dashboards:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Click on the "Tableau Server Settings" link on the left.
  5. Click on the "General" tab at the top.
  6. Check the box next to "Custom Loading Screen"
  7. Select the desired loading screen in the "Default Loading Screen" field.
  8. Click the "Save" button.


To display the dashboard thumbnail while loading for all dashboards:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Click on the "Tableau Server Settings" link on the left.
  5. Click on the "General" tab at the top.
  6. Check the box next to "Show Dashboard Thumbnail During Load"
  7. Click the "Save" button.


To set a loading screen for a specific dashboard:

  1. While editing the dashboard, click on the "Misc" tab.
  2. Scroll to the Look/Feel section.
  3. Select the desired loading screen.
  4. Click the "Save" button.


To view the loading screen:

  1. Navigate to the frontend of the system (e.g. https://www.site.com).
  2. Log in if prompted.
  3. Navigate to a desired dashboard by using the navigation menu.
  4. The configured loading screen will be shown while the dashboard is loading.


Mark Commenting

The system can allow collection of arbitrary comments or data via a predefined form when a mark is selected by a user.

This functionality requires that data management is enabled and at least one data group has been created.  See the Data Manager section for more information.

To enable mark commenting on a dashboard:

  1. While editing the dashboard, click on the "Mark Commenting" tab.
  2. Select the data manager group to use as the data collection form.
  3. Add a new item under the "Mark Details" section for each field name in the underlying Tableau view that should be stored when a mark is selected.  The field names must match exactly.
  4. Click the "Save" button.


Link Target

This setting helps you control where the links you set up in Tableau Desktop are loaded. For more information on this check out this Tableau article. The different settings we provide are Self, Parent, Blank, and Default. Self will load the link in the current Iframe. Parent loads the link in the current tab/window. Blank will load the link in a new window/tab. Default will load the link as defined in Tableau Desktop.

To set the link target:

  1. While editing the dashboard, click on the "Advanced" tab.
  2.  Scroll to the Embedded Options section.
  3.  Select the desired Link Target.
  4.  Click the "Save" button.


Search Keywords

You can associate a dashboards with a desired keyword. These keywords are utilized in the Search feature when pulling in results.  A keyword page can be setup that will pull in all dashboards tagged with the keyword. To create a keyword page check out our section on Navigation link types.

To add a search keyword:

  1. While editing the dashboard, click on the "Misc" tab.
  2.  Scroll to the Interaction Options section.
  3.  Select the Search Keywords field.
  4.  Type in the text for the first keyword.
  5.  Hit enter, tab, or click outside the field to complete the keyword.
  6.  Click the "Save" button.


Hidden Dashboard

Sometime we have dashboards that we don't want to display on the front page or in our search results. In these cases we can enable the Hidden switch. When hidden the dashboard should only be accessible from direct links and if they have Tableau Server permissions to view the dashboard. This does not hide it from the navigation so if you created a menu link then you will need to remove it.

To hide a dashboard:

  1. While editing the dashboard, click on the "Misc" tab.
  2.  Scroll to the Look/Feel section.
  3.  Flip the switch labeled Hidden.
  4.  Click the "Save" button.


Featured

The landing page typically shows an assortment of many different dashboards from the site. These displays will show favorited and featured dashboards first before others. While Favorited dashboards is a feature that is driven by the user we provide the ability to bump certain dashboards to the top using the Feature switch (requires a tiled homepage). The dashboards that are shown will only ever be dashboards the user has permission to see.

To feature a dashboard:

  1. While editing the dashboard, click on the "Misc" tab.
  2.  Scroll to the Look/Feel section.
  3.  Flip the switch labeled Featured.
  4.  Click the "Save" button.


Content Management

Navigation Menus

The system allows for complete customization of the navigation links and organizational of the navigation menus.

To customize the navigation:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Content" link at the top.
  4. If needed, click on the "Nav Menus" link on the left.
  5. Add, modify, or delete links as desired from the "Edit Links" page.
  6. Change the structure of the navigation menus by dragging and dropping them as desired from the "Reorder Links" page.


Link Types

Dashboard
The dashboard type is used to link to existing dashboards.  See the Embedded Tableau Server Views section for more information.
Data Manager
The data manager type is used to link to a front-end enabled data manager page. See the Data Manager section for more information.
Dropdown Placeholder
The dropdown placeholder type is used to create a grouping or level in the multilevel navigation. Doesn't contain a link and only displays text.
File
The file type links to a file that has been uploaded to the site. See the File section for more information.
Keyword
The keyword type is used to create a link to a listing of content tagged with a specified keyword.
Mixed Content Pages
The mixed content pages type is used to create a link to a mixed content static page. See the Mixed Content Pages section for more information
Project
The project type is used to automatically create links to any tableau server workbooks which exist in a specific project folder.
Static Page
The page type is used to link to a static page.  See the Static Pages section for more information.
Tag
The tag type is used to automatically create links to any tableau server workbooks which have been tagged with a specific name.  See the Tagged Workbooks section for more information.
Web Edit
The web edit type is used to create a link to the tableau server web editor for a specified dashboard.
Workbook
The workbook link type imports in all of the dashboards from a workbook as menu items. It will also automatically pull in future dashboards added to the workbook.
Workbooks
The workbooks link type imports in all of the dashboards from all workbooks in a project as menu items. It will also automatically pull in future dashboards added to the project.
Custom URL
This link type is used to create a link to a custom URL. Extra options are provided to customize this like opening the link in a new tab or the same tab.
External URL
This link type is used to create a link to a external URL. This is a slimmed down version of the Custom URL.


Site Switcher

Some Tableau Servers have different sites with different dashboards associated with those sites. The site switcher allows a frontend user to filter the dashboards in the navigation by Tableau Site from a dropdown.

To enable:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Features" tab at the top of the main page content.
  6. Click to switch on the "Site Switcher" setting under the "Usability" section and click the "Save" button



Files

The system supports adding downloadable files and linking to them using the regular navigation menu process. File access can be restricted based on Groups from the Tableau Server.

To manage files:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Content" link at the top.
  4. Add, modify, or delete files as desired from the "Files" link in the left navigation.


Static Pages

The system supports adding custom pages and linking to them using the regular navigation menu process. These pages use a WYSIWYG editor to make changes to the body. You can also toggle on Unrestricted HTML to enable even more customization of a page. The Header tab allows for page specific CSS and JS additions to provide even greater customization.

To manage custom pages:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Content" link at the top.
  4. Add, modify, or delete pages as desired from the "Static Pages" link in the left navigation.


Mixed Content Pages

The system supports combining several static pages, files, dashboards, etc. on a single page and linking to it using the regular navigation menu process.

To manage mixed content pages:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Content" link at the top.
  4. Add, modify, or delete pages as desired from the "Mixed" link in the left navigation.




Data Manager

The data manager functionality allows for the creation of arbitrary web forms to collect data from users.  The fields of the forms are in stored in a single catalog so they can be reused across the forms.

To enable the data manager:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Features" tab at the top of the main page content.
  6. Click to switch on the "Data Manager" setting under the "Functionality" section and click the "Save" button.


To create forms:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Data Manager" link at the top.
  4. Create the form fields as needed using the "Data Attributes" page on the left.
  5. Create the form itself using the "Data Groups" page on the left. You can also toggle on the "Allow Front-End Access" setting here to expose the form to users.


To enter data:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Data Manager" link at the top.
  4. Add data as needed by clicking on the "New Item" button at the top of the "Manage Data" page on the left.



User Commenting

User Commenting provides the option to allow comments on individual dashboards, pages, and mixed content pages. The Data Manager must be enabled to use the "User Commenting" feature. To enabled for dashboards:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Content" link at the top.
  4. Scroll the left navigation to click on the "Dashboard" link.
  5. Select the dashboard you want to enable "User Commenting" on.
  6. Click on the "Misc" tab.
  7. Click to switch on the "Allow User Commenting" setting under the "Interaction Options" section and click the "Save" button.

Security

The system can use the Tableau Server REST API to integrate with a Tableau Server.


Basic HTTP Authentication

Basic HTTP Authentication provides a secondary browser-level authentication system. Usually used to secure non-production setups.To enable the Basic HTTP Authentication:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Features" tab at the top of the main page content.
  6. Click to switch on the "Basic HTTP Authentication" setting under the "Security" section and click the "Save" button.


Force SSL

Force SSL (https) will force all http request to be https instead. This will require you to set up SSL certificates first before enabling the feature. Otherwise the site will run into issued. To enable Force SSL (https):

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Features" tab at the top of the main page content.
  6. Click to switch on the "Force SSL" setting under the "Security" section and click the "Save" button.



Password Change

The Password Change feature allows frontend users to reset their password through the portal. NOTE: This only works if you have chosen Portal Users or Tableau Server as your Authentication Type in your portal backend Tableau Server Settings.

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Features" tab at the top of the main page content.
  6. Click to switch on the "Password Change" setting under the "Security" section and click the "Save" button.



Password Reset

Some users want the ability to reset their Tableau Server account password from the portal. The Password Reset feature can address that issue but will require some additional setup. To use this it is required that you enable Tableau Server REST API, setup/configure a SMPT Server, enter the SMPT information into the portal, and that the Tableau Server user has an associated email address on their Tableau Server account.

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Features" tab at the top of the main page content.
  6. Click to switch on the "Password Change" setting under the "Security" section and click the "Save" button.




REST API Integration

The system can use the Tableau Server REST API to integrate with a Tableau Server. You will need the username and password to a Tableau Server Admin or Site Admin account. This is required due to the level of permissions the account requires for some API calls.

Enabling the REST API

To enable the Tableau Server REST API:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Tableau Server Settings".
  5. Click on the "Connectivity" tab at the top of the main page content.
  6. Click on the "Accepts REST API?" check box.
  7. Enter the server URL, username, and password, and select the appropriate version.
  8. Click on the "Save" button.


Authentication Methods

The system can use multiple different methods to authenticate users to the frontend. You can also whitelist pages that you want exempt from authentication requirements.

To set the authentication method:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Tableau Server Settings".
  5. Click on the "Authentication" tab at the top of the main page content.
  6. Select the desired authentication type.
  7. If you have the Tableau Server REST API enabled, re-enter the password on the "Connectivity" tab for security reasons.
  8. Click on the "Save" button.


Pass-Through
This turns off authentication to the frontend and makes all links and pages public.  The user is still required to authenticate directly to the Tableau Server for any underlying views in a dashboard which requires a login.
Active Directory
This allows user accounts to authenticate to an enterprise Microsoft Active Directory user source.
SAML
This allows user accounts to authenticate to another identity provider via SAML.
Tableau Server
This allows user accounts to authenticate directly with a Tableau Server.  This option is only available if the Tableau Server REST API is enabled.  See the Enabling the REST API section for more information.
Portal Users
This allows users to be created and stored locally on the site. For Tableau Online customers you can use the portal as your SAML Host (IdP), in which case you would set up your Tableau Server to look at the portal for SAML authentication.


Trusted Ticket Authentication

This functionality requires that the Tableau Server REST API is enabled.  See the Enabling the REST API section for more information. You will also need to make sure your web server is trusted by the Tableau Server. For more information on setting this up check out Add Trusted IP Addresses or Host Names to Tableau Server.

To enable trusted ticket authentication:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Tableau Server Settings".
  5. Click on the "Connectivity" tab at the top of the main page content.
  6. Click on the "Use trusted ticket authentication?" check box.
  7. Re-enter the password for security reasons.
  8. Click on the "Save" button.




Custom Integration

The system can allow for custom integration with other processes.

To enable custom integration:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Features" tab at the top of the main page content.
  6. Click to switch on the "Integration" setting under the "Functionality" section and click the "Save" button.


Commands

You can set up custom commands to run by the site. This requires the "Integration" setting to be enabled. To create a command to be run on a schedule or ad hoc:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Integration" link at the top.
  4. Click on "Manage Commands" in the left navigation.
  5. Click on the "New Command" button at the top of the main page content.
  6. Enter the name, description, and command type, arguments, schedule etc. as needed and click "Create".


Scripts

You can set up custom scripts to run by the site. This requires the "Integration" setting to be enabled. To create a custom script to be run on a schedule or ad hoc:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Integration" link at the top.
  4. Click on "Manage Scripts" in the left navigation.
  5. Click on the "New Script" button at the top of the main page content.
  6. Enter the name, description, and schedule of execution of the script, and select the appropriate script language.
  7. Enter the script details as appropriate
    • For EDT, the full path to the EDT console runner must be specified and the EDT plan must be uploaded.
    • For powershell and python, the script code must be typed or copy and pasted in.
    • If additional arguments need to be passed to the command which runs the script (i.e. powershell.exe, etc.), enter those in the arguments field.
  8. Click on the "Create" button.




System Administration

System Updates

We provide two easy ways to update the portal. You will always know if there is a new update when you first sign into the backend. The "Portal Status" will have a text that changes from a green "Software is up to date" to a yellow "Pending software updates".

To update from the backend landing page:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Hover over to the "Portal Status" widget and click the update text.

To update the system:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Upgrade".
  5. If needed, update the license key by clicking on the "Update key" link near the top of the page.
  6. Click on the "Start Upgrade" button.  Note: ensure that the operating system user which runs the portal system has appropriate access.



Disable Portal Upgrades

A portal can be set up on a server that does not have access to outside networks. When you have this setup it is advised to Disable Portal Upgrades. This will prevent any issues if someone accidentally clicks the upgrade button when the Portal can't reach an out of network connection.

To enable Disable Portal Upgrades:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Features" tab at the top of the main page content.
  6. Click to switch on the "Disable Portal Upgrades" setting under the "Functionality" section and click the "Save" button.


Manual Updates

For any Portals that are cut off from internet access we provide the Manual Update option. These Portals require the Disable Portal Upgrades to be enabled so you can preform a Manual Upgrade.

To enable Allow Manual Portal Upgrades:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Settings".
  5. Click on the "Features" tab at the top of the main page content.
  6. Click to switch on the "Allow Manual Portal Upgrades" setting under the "Functionality" section and click the "Save" button.

To Manually Upgrade the Portal:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Portal Upgrade".
  5. Click on the "Manual Upgrade" button at the top of the main page content.
  6. Use the link provided to get the updated code in a zip file.
  7. Click "Choose File" to browse to the folder you saved the zip file to and click the "Submit" button.



Backend Users

Backend User accounts are separate from Tableau Server users and only exist on the portal. Permissions can be customized for a backend user to allow for a range of access. New permissions become available as you enable "Features" and must be enabled for older users if applicable. To manage backend users:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Backend Users".
  5. Click on the "New Backend User" button to create a new user, or click on an existing user to modify user details or permissions.


Frontend Users

If using the portal as the authentication source (or SAML IdP), the system will enable administrators to manage the frontend portal users.

To enable management of frontent users:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Tableau Server Settings".
  5. Under the "Authentication" tab, select "Portal Users" for the authentication type.
  6. Click on the "Save" button.


To manage frontend users:

  1. Navigate to the backend of the system (e.g. https://www.site.com/backend).
  2. Log in if prompted.
  3. Click on the "Settings" link at the top.
  4. Scroll the left navigation to the "Tableau" section and click on "Frontend Users".
  5. Click on the "New Frontend User" button to create a new user, or click on an existing user to modify user details or permissions.