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Tableau: Downloading Tableau Data

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Info
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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

This page outlines how to download data from Tableau in different formats. Some Tableau dashboards contain multiple tabs that represent each worksheet in the dashboard. Data is only downloaded from the active worksheet. This does not apply to Views which contain the same data elements but organized differently.

UI Steps
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UI Step

Select the Download option,

The Download option is

located on the Tool Bar

which

. The Tool Bar is

either

displayed at either the top or bottom of the screen.

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

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UI Step

Select the file format for the data export. Refer to the additional instructions below for each specific file format. 

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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.

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UI Step

The additional instructions in the table below vary based on the option selected in the step above.

File Format

Output

Additional Steps

Image

Png. image file of the selected visualization.

N/A

DataUnderlying data in the Tableau workbook as a CSV file.
  1. Select Full Data.
  2. Check off the Show all columns box.
  3. Click on Download all rows as a text file.
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Crosstab Allows for the export of a particular Tableau visual to an Excel or CSV file.
  1. Click into the Tableau visual that you would like to download into Excel. If you have selected a visual, Tableau will default to having that sheet selected in the next step.
  2. Select the sheet you wish to download.
  3. Select CSV. 
  4. Select Download.
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Selecting Excel format can result in merged cells in Excel, which can pose challenges for data analysts.

PDFVisual(s) will be opened in a PDF file.
  1. Select the view(s) you would like to export.
  2. Adjust the scaling, paper size, and orientation as necessary.
  3. Select Download.
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PowerPointVisual(s) will be opened in a PowerPoint file. Each visual selected will have a separate slide.
  1. Select the view(s) you would like to export.
  2. Select Download.
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Tableau WorkbookEntire Tableau Workbook will be downloaded.
  1. Select the Tableau version you would like the workbook exported to. For most users, this will be the current version. Check for accuracy on this statement.
  2. Select Download.
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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.