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Overview

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

Downloading Data from Tableau Reports

The Download option is located on the Tool Bar which is either displayed at the top or bottom of the screen

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image2019-6-17_14-13-43.png


When you click on the download icon you will get the following choices:

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  • PDF: Allows users to select multiple views (tabs) and consolidate them into one report and print as a PDF
  • Crosstab: Downloads data as displayed in reports into excel, giving the same view as the tabular view (one view at a time)
  • Data: Downloads all underlying data used to create a tab into excel 
  • Image: Downloads a picture of the view, although usually not recommended


Tip

Some tabs have multiple worksheets on the same tab — Example in the NEIS Periodic Procurement Report, the Section 1 summary includes two worksheets. One worksheet is a summary table and the other has calculations of the competitive percentage. When working in a view like this, Tableau downloads the data that pertains to the worksheet that your cursor is in.  If you want to download the table itself, your cursor would have to be active in the table.


Sharing Data with External Stakeholders

There are two ways to share a Tableau project with an external Stakeholder such as a NYSERDA contractor, partner, or another state entity:

  • A URL for the project
  • A static file of the project



Pros

Cons

Notes

URL·

  • Automatically refreshes project data daily
·
  • Provides user with access to the underlying data

Not secure; Only PUBLIC information can be included in the project

  • Preferred method but can only be leveraged for PUBLIC information
  • 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 stakeholder are expensive.

Static File

Project can contain confidential information·

  • User must download and install a free version of Tableau Reader. ITS tenants can submit a ticket to ITS to get Tableau Reader installed on their machine. ITS has an install package in SCCM for Tableau reader software.
·
  • Data is NOT automatically refreshed; any updates to the data or project requires NYSERDA staff to send a new File to the external stakeholder
·
  • User cannot access the underlying data
  • Project can be shared securely through an external SharePoint site or other secure file transfer
  • Confidential information can be included in the Tableau Project (permission from Data Governance must be obtained prior to sharing any confidential information external stakeholders)


Note
titleRequired Actions
  • Complete a Service Desk request if you are interested in data visualizations.  Select “IT Support”, then “Data Sets, Maps and Visualizations”.
  • Contact Data Governance if you need to share Tableau project information that contains Confidential-Internal or Confidential-Private data.