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Tableau: Sharing Data with External Stakeholders

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Under certain circumstances, Tableau allows users to share downloaded reports externally. This page describes the two methods of sharing data with external stakeholders. Contact Data Governance if you need to share Tableau project information containing data with a classification rating of moderate for confidentiality. Complete a service desk request if you are interested in data visualizations: select IT Support, then Data Sets, Maps and Visualizations, then document your needs and requirements in the ticket. 

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System Instructions

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Introduction

Tableau allows users to configure data and save it locally. Additionally, users can download reports and share them internally, and under certain circumstances, externally.

Instructions

There are two ways to share a Tableau data with external stakeholders:

PUBLIC 
MethodProsConsNotes
URL

  • Automatically updates data daily.

  • Provides access to underlying data.

  • Only

 

  • public information can be shared this way as this is

a

  • not a secure method.

  • Preferred method

  • Only data with a classification rating of low for confidentiality that has been approved for the public domain can be published on Tableau.

  • Projects published to the external space on NYSERDA’s server are vulnerable to discovery by public.
  • Under existing Tableau server structure for NYSERDA, projects must be published to external space on NYSERDA servers.
  • Solutions to add/modify servers to securely share projects with external stakeholders are expensive.
Static File

  • Can contain confidential information.

  • User must download and install a free version of Tableau Reader (ITS tenants can submit a ticket to ITS for installation support).
  • Data is
NOT
  • not automatically refreshed.
  • Cannot access the underlying data.
  • Can be shared securely through an external SharePoint site or a secure file transfer.
  • Confidential information can be included in the Tableau Project (permission from Data Governance must be obtained prior to
sharing 
  • sharing any
 confidential
  •  confidential information external stakeholders).
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  • Complete a Service Desk request if you are interested in data visualizations.  Select IT Support, then Data Sets, Maps and Visualizations, then document your needs and requirements in the ticket.
    • Contact Data Governance if you need to share Tableau project information containing data with a classification rating of moderate for confidentiality.