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Tableau Tutorials

Share and Collaborate on the Web – Tableau

Share and Collaborate on the WebShare projects in Tableau, workbooks, views, data sources, and flows directly with the other users or by copying the link to the content. For views, you can also copy the code to embed the view on a web page.

For accessing the content, you share with them, users must have permission to view that content in the Tableau Server or Tableau Online. If the users do not have permission, they can request access to projects, workbooks, and views upon by opening the link to the shared content.

How to share directly with other users?

When you have shared content directly with other users on your site, they will receive an email with a link to that content. The content will also be added to their Shared with Me page to find it later easily.

  1. Open Actions (…) menu for the content you want to share.
  2. Select the option Share from the menu.
Share menu option
  1. Under the option Share with people, enter at least one user name. When you type, then the names that match your text appears.
Share menu option
  1. Under the option Message, enter an optional note to your recipients.
  2. Click on the Share button.

How to copy a link to share?

Copy the link that is generated for a piece of content for sharing without sending an email to specific users.

  1. Open Actions (…) menu for the content you want to share.
  2. Select the Share from the menu.
  3. Click on the button Copy Link, then paste that link into an application to share it with others.
Share link dialog

How to share and embed views?

In addition to the sharing options that are listed above, views have unique options available when you click on the Share button on the toolbar for a view. You can also share a view that you have modified, and you can get the embed code for a view.

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View toolbar

Share modified or custom views:

Tableau captures all the modifications by generating a unique link when you click the Share button if you modify a view by selecting the marks or filters. This unique link will replace the link to the original view for sharing and embedding options. In that way, the people you share with will see exactly what you saw when you shared.

The link that is generated for a modified view either expires exactly two years after it was last accessed, or exactly two years after it was created if it had never accessed.

For sharing a custom view that you have saved, open the custom view, and use any sharing option.

How to embed views?

  1. Click on Share in the toolbar for the view you want to embed.
  2. Click on Copy Embed Code, then paste the embedded code into the source code for the page where you wanted to embed the view.
Copy embed code on share dialog

How to find content shared with you?

The Share with Me page, accessed from the navigation pane, stores the items that have been shared with you. The recently shared items also appear in the Share with Me channel available on the Home page. Each item will show who it was shared by, the date it was shared, and any message added by the sharer.

Shared with Me page

If an item has been shared multiple times, the information shown is for the most recent share. The views include additional information if multiple versions of the view have been shared. Custom views, modified views, and original view all will appear with unique details and links under Shared Versions.

List of shared versions

How to create a Subscription to a View or Workbook?

Subscriptions email you an image or a PDF snapshot of a view or a workbook at regular intervals without requiring you to sign-in to Tableau Server or Tableau Online.

How to set up a subscription for yourself or others?

When you will open a view in Tableau Server or Tableau Online, you can subscribe to only that view or the entire workbook if you see a subscription icon ( https://help.tableau.com/current/pro/desktop/en-us/Img/subscribe_icon.png) in the toolbar. You can subscribe to other users who can view the content if you own a workbook or if you are a project leader with an appropriate site role or an administrator.

  1. From the section Explore of your site, select the option All Workbooks or All Views, or open the project containing the view you want to subscribe to.
Content type menu
  1. Open a view by either directly or after opening the containing workbook.
  2. In the toolbar present above the view, click on Subscribe.
https://help.tableau.com/current/pro/desktop/en-us/Img/subscribe_toolbar.png
  1. Add the Tableau users/groups you want to receive the subscription. For receiving a subscription, users must have the View and Download Image/PDF permissions. If they are using Tableau Server, their accounts must also have email addresses.
  2. Choose whether subscription emails includes the current view or the entire workbook.
  3. Choose the format for snapshot: as a PNG image, a PDF attachment, or may be both.

If they are PDFs, choose the paper size and orientation you would like to receive.

https://help.tableau.com/current/pro/desktop/en-us/Img/subscription_paper.png
  1. When the workbook uses only one data extract on a published connection, you can pick a frequency:
  • When Data Refreshes: it sends only when data in the view or workbook is refreshed.
  • On Selected Schedule: you can pick a schedule for the subscription.
  1. If the frequency is not set to When Data Refreshes, pick a schedule:
  • For the Tableau Server, choose from subscription schedules established by your administrator.
  • For the Tableau Online and Tableau Server with custom schedules enabled (Link opens in a new window), click on the drop-down arrow to the current settings’ right.
https://help.tableau.com/current/pro/desktop/en-us/Img/subscribe_options_online_sched.png

Then specify a custom schedule that will send subscription emails according to you wish.

https://help.tableau.com/current/pro/desktop/en-us/Img/self_subscribe_topic.png

For changing the time zone, click the Time Zone link to go to your account settings page.

  1. For clarifying subscription emails, customize the subject line, and add a message.
  2. If the view contains data only when the high-priority information exists, select Don’t send if the view is empty.
  3. If you own the workbook, select the option Subscribe me.
  4. Click on Subscribe.

When you receives a subscription email, you can then select the image to be taken to the view/workbook in Tableau Online or Tableau Server.

How to update or unsubscribe from a subscription?

You can also unsubscribe from an existing subscription or make changes to a subscription’s format, schedule, or empty view mode.

  1. Access your Tableau Server/Tableau Online account settings by performing one of the following:
  • Click on Manage my subscriptions at the bottom of a subscription email.
https://help.tableau.com/current/pro/desktop/en-us/Img/subscribe_remove.png
  • Sign-in to the Tableau Server/Tableau Online. On the top of the page, select the user icon, and then select the option My Content.
https://help.tableau.com/current/pro/desktop/en-us/Img/subscribe_remove2.png
  1. Click on Subscriptions.
  2. Select the check box available next to the view you want to unsubscribe from, click on Actions, and then click on Unsubscribe, or select the subscription option you would like to change.

How to resume or delete suspended subscriptions?

Sometimes, subscriptions fails because of an issue with a workbook or problem loading the view. If the subscription fails more than five times, you will receive a notification email that your subscription has been suspended. There are a few more ways to resume a suspended subscription if you are a subscription owner or administrator:

  • From My Content area of Tableau web pages, an icon will appear in the Last update column for indicating that the subscription is suspended. Select … > Resume Subscription to resume.
  • From the Subscriptions tab of affected workbook, an icon will appear in the last update column for indicating that the subscription is suspended. Select … > Resume Subscription to resume.

You will receive an email notification while the subscription is working again.

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