TABLEAU SERVER

QUICK START GUIDE

October 2, 2015

Heidi Hiemstra, PhD

Need an account? http://go.uky.edu/GetTableau

(CON department code is E7100)

Request a new workbook: Heidi.hiemstra@uky.edu

More training and resources: http://www.uky.edu/nursing/faculty-research-

practice/faculty/faculty-governance-resources/tableau
In short

HANA is a repository of university data.

Tableau is the primary reporting tool for HANA.

Data generated by UKs Integrated Resources Information Systems (IRIS)

Student Life Cycle Management (SLCM)

Financials (FI)
Grants Management (GM)
HR/Payroll (HR)
Procurement/Materials Management (MM)
Supplier Relationship Management (SRM)
Plant Maintenance (PM)

Are collected in a data warehouse (SAP BW)

and accessed through: Some SLCM data from SAP BW has

moved to the HANA data repository
BW Web Reporting with more to come.

HANA data are then accessed through:

The university is slowly migrating the reporting functions for all IRIS systems from BW Web Reporting to
Tableau over the next few years.

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Getting into Tableau

1. Open any web browser and navigate to

https://analytics.uky.edu

2. Enter your windows/linkblue user name and password

as directed. ** If you are on the medical campus (mc)
domain, put an mc\ in front of your username **

3. Tableau will open to the screen below. Most CON

users will have access to the four projects listed
below, which function like folders in windows.

College of Nursing contains high- CON Administration contains

level summary reports with no
identifying student data. These
reports can be viewed in meetings
and presentations.
detailed reports which display
identifying student data. Only those
with job responsibilities requiring
access to student-level data have
access.

These two projects are maintained by university Advanced Analytics staff, and
have not been adapted for CON use.

** USE AT YOUR OWN RISK **

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Navigating Projects, Workbooks and Views

Clicking on the title

of a Project opens it
and displays the
Workbooks (reports)
in the Project

Clicking on a Workbook
opens the views (pages)
inside. Some workbooks
only have one view

Use the
breadcrumbs at
the top of the
page to navigate
to another
Workbook or
Project.
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Finding a Workbook or View

1. Use the search feature at the top of the Tableau window. You can navigate directly to one of the views or
workbooks listed, or click on See all X views to view thumbnails of all related views.

2. Use the filters located on the right-hand side of most screens.

a. Tags are keywords added to a workbook when it is published to
the server. The Tag dropdown is not very helpful because it lists
all tags used across the university.

3. Add a workbook or view to your favorites

a. Hover over a thumbnail to view the white star below and to the
right of the thumbnail
b. Click on the star to turn it orange

c. The workbook or view will be available

at the favorites list the top right of
every screen.

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Exp
portingDa
atafromaListVie
ew(Table
eorCrossstab)

Alistt,graphic,dasshboardorvie
ewcanbeexportedeitherrasanMSExxcelfiletomaanipulateorshare,orasaprintablePDF
F
report.
1 heexporticonatthetop,centerofthe
1. Clickonth eview.






2. Theexporrtmenuhasffouroptions.Onlythelasttwo,Crossta bandPDF
2
arerecom
mmended.


3
3. CrosstabiisusefulforggeneratinglisttsinExcel.
a. ClickontheC
Crosstaboption,andtheEExportDialoggboxwillopeen:





b. ClickingonDo
ownloadwillopenthedo
ownloaddialoogbox:





c. OpenorSavet
O the.csv
file,whichshould
openautomaticallyin
MSExcel.Bes
M sureto
saaveitasanExxcel
workbookbefo
w ore
manipulatingo
m or
fo
orwardingthe
elist!

d. NotethattheExport
only
Crosstabwillo
workontabula
w ar
viiews.

Exp
portingGraphicalV
Views

1
1.Toexportaadashboardo
orothergraph
hicalview,selectthePDFFoption

e. AExportPDFdialogboxw
willopen.




b.ClickonExp
porttogeneeratea
PDFfilefordownload.

c.ThenselecttDownload

d.Youwillggetthesamedownload
dialogboxxtoopenorssavethePDF..




2
2.Thereareseveraloption
nsonthefirsttExportPDFd
dialogbox.
f. Laayoutallowsttheselectionofpageorien
ntation
g. Paapersizedete
erminesthessizeofpaperthegraphicw
willfitonto,andhowlargeethePDFwillprint.
h. Sccalingallowsthegraphictobeprintedsmallerorlarrger,ortobefitautomaticcallyontooneeormore
pieceofpaperr.
i. ContentandSheetstoExpo
ortallowsanentiredashbooardorindiviidualssheets(views)tobeeexported.

3.ToprintanattractivePD
3 DFreportfrom
mTableau,exxperiment!Foorinstance,tthisDEWtren
ndsreportdid
dnotlook
ggoodwiththe
ePortraitorie
entation,butLandscapeworkedwell(s eenextpage).


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CON15002
9/17 7
Exp
portingth
heDataU
UnderlyingaGraph
hicalView
w

Whattifyouneedthedetaileddatabehindaasummarytaableor
graph
hic?Thiscan
neasilybeexp
portedintoexxcel.

1
1. Leftclicko
onacellornumberthatin
ncludesallthe
ecases
youwanttoexport.Asmallwindow
wwillpopup
pwith
ncludingadattatableicon..
actions,in

2 wwillopenasbelow.Thiswindow
2. Theviewdatawindow
hastwotaabs:
a. Su
ummarythiistabwillsho
owthesamessummary
in
nformationassintheoriginalview.
b. Underlyingthistabwilldisplaytheund
derlying,detaaileddataonwhichthereportwasbuilt.

3
3. Clickonth
heUnderlyinggtab,andyou uwillnoticetthatonlythe fieldsdisplayyedonthesummaryviewareincluded..
Sometime ouneed,butyoucanalsodisplaytheeentireunderlyyingdatatableforallstudeents(units)
esthisisallyo
includediintheviewbyyclickingtheShowallcollumnsbox.

4
4. Onceyouhavethedattayouwant,cclickonDow wnloadallrowwsasatextfilleandopenorsaveitasabove.

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5. Caution:MostTableaureportslinkkdirectlytoH
HANAtables,w whichareverrylarge.Dow
wnloadingallcolumnsof
theunderrlyingHANAd
datacanresultinaverylargefilethatttakesalongtiimetodownlloadandmayycontain
hundredsoffieldsyou donotwant.
Sharing Views with Tableau Users

It is easy to share a worksheet or view with other Tableau users.

When a view or dashboard is open, there is a Share option at the
top left of the window.

A hyperlink is then generated that can be

copy and pasted into an email or document.

The embedded html option is not

recommended for public-facing websites, as
reports on Tableau Server are not publically
accessible. Access to Tableau Server is
restricted to authorized users, so most web
visitors will dead-end at a login screen they
cant use.

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