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Automate Refresh Tasks

You can associate extract refresh tasks with schedules in Tableau Server to automate refreshing data extracts. You can also automate extract refreshes usingtabcmd, a command line utility that ships with Tableau Server and can be installed on a separate computer from Tableau Server. In particular, you can use the refreshextracts command in combination with other commands in your own script. For example:

tabcmd login - http://mytabserver -u jsmith -p P@ssw0rd!

refreshextracts --datasource salesq4 Handle Extract Refresh Alerts

If scheduled extract refreshes did not succeed, Tableau displays an Alerts menu in the upper right corner:

You will see the Alerts menu only if an extract refresh failed and you are:

l A system or site administrator.

l The author of the workbook or data source that couldn’t be refreshed.

l The author of a workbook that connects to a data source that couldn’t be refreshed.

When you open the Alerts menu you can see more information about the refresh failure(s):

When a Data source is listed as Embedded it means that the data source definition (which includes things like the data source credentials or the database name) is embedded, or resides, within the workbook itself, originally created in Tableau Desktop.

When a data source name or workbook name is listed as the Data source (for example, Data source: sales_data), it means that the data source is aTableau Server data source. The data source definition resides on Tableau Server.

In the Data window, you can identify workbooks or data sources that were originally created in Tableau Desktop. A Tableau icon instead of a database icon is displayed next to the data source name:

Resolving Extract Refresh Problems

You can resolve some extract refresh problems by clicking the Edit connection info link in the alert, and then entering the missing information, and clicking Save:

If the problem cannot be corrected by editing the data connection, you will need to resolve it in Tableau Desktop and republish the workbook.

Tip: Administrators can edit data connections at any time on the Data Connections page, accessible from the Admin tab.

Manage Subscriptions

A subscription is a regularly scheduled email delivery of a Tableau Server view or workbook to subscribed users. When subscribers click the snapshot of the view or workbook in their email, it opens on Tableau Server.

To access information about each subscription, such as the subscriber’s email address and name, the name of the view, and the delivery schedule, click Subscriptions on the Admin tab.

Requirements

For Tableau Server users to receive subscriptions, the following things need to be in place:

l Email settings configuration: As the system administrator, you configure the basic SMTP server settings for subscriptions on the Alerts and Subscriptions tab in the Configuration dialog box, which displays during Setup. This is the "from account"

Tableau Server uses to email subscriptions to server users. You can access this tab after Setup as well. SeeReconfigure the Server on page 22andConfigure Email Subscriptions on page 13for steps.

l Credentials embedded or not required: From Tableau Server's perspective, a subscription includes a workbook, data, and a schedule. To deliver the data piece, Tableau Server needs to be able to access the data with no end-user involvement. This can be accomplished by using either a workbook with embedded database credentials, a Tableau Server data source, or by using data that doesn't require credentials, such as a file that's included with the workbook at publish time. Workbooks that prompt for credentials for live database connections can't be subscribed to.

l User requirements: If a user can see a view or workbook onTableau Server and it has the subscription icon ( ) in the upper right corner, he or she cansubscribe to it. The ability to see a view or workbook is controlled by the View permission. A user must also have an email address. If Tableau Server doesn't already have an email address for a subscribing user, it prompts for one at subscription sign-up time. Users can change their delivery options, unsubscribe, or update their email address on theirUser Preferences page.

l No trusted authentication: If Tableau Server is configured for trusted authentication, subscriptions are disabled. Trusted authentication, in combination with Tableau's Local Authentication, creates a "sign-in free" yet authenticated experience for end-users. To create this same experience and use subscriptions, use Active Directory (withEnable automatic login) as the user authentication type instead. You choose the user

authentication type during Setup. SeeConfigure the Server on page 7for details.

Additional Subscription Settings

As long as subscriptions are configured on the Alerts and Subscriptions tab and Tableau Server is using its default settings, server users can subscribe to the views and workbooks they see. To prevent users from subscribing or to customize their subscription experience, here's where to go:

l Sites page: By default, subscriptions are enabled for every site, but you can use the Sites pageto disable subscriptions on a per-site basis or to customize it. For example you can enter a custom From address for subscriptions instead of the one you specified in the Configuration dialog box. You can also create your own footer for the subscription emails your users receive.

l Schedules page: Your users will need at least one subscription schedule to choose when they subscribe. Tableau provides two by default. As the system administrator, you can create additional schedules or remove the default ones. SeeCreate or Modify a Schedule on page 97for details.

l Subscriptions page: This page lists all the subscriptions on the server or, if you're a site administrator, on the site. System administrators can use this page to change a server user's subscription schedule or delete their subscription. See the topics below for details.

For steps on how to test whether you've configured subscriptions correctly, seeTest Your Subscription Configuration on the next page. If you're experiencing an issue with subscriptions, seeTroubleshoot Subscriptions on page 389.

Delete a Subscription

To delete a subscription, select the subscription you want to remove and click Delete:

Edit a Subscription Schedule

To change the schedule for a subscription, select the subscription, click Edit Schedule and select a schedule:

Test Your Subscription Configuration

As the administrator, you can test whether you've correctly configured subscriptions by doing the following:

1. Subscribe to a view.

2. On the Schedules page, select the schedule that contains your subscription.