How to organize reports for consumption in tableau server?
Publishing reports to the web is the first step in effectively sharing information on tableau server. As your user base grows and reports proliferate, finding reports you're interested in requires organization. User security, group security, and site security were discussed in post “installing tableau server“. Tableau server provides two additional ways to organize reports, projects, and tags. Projects are virtual folders in which you publish workbooks and data sources. Tableau also provides built-in support for adding security to each project-allowing you to more easily manage security across multiple workbooks and data sources. Users can also tag particular workbooks or data source files with keywords. This provides you with a user-defined search term that is helpful for locating files when there are a lot of published workbooks. Defining a sensible framework for projects and tag recommendations might be helpful to your user base and provide some consistency across your enterprise Tableau. These could be defined in advance, but you may allow users to define additional tags that meet their specific needs as well.
For example, you may define projects by business unit or function-leveraging tags and adding context to each search. In a university setting, three different departments might be maintaining reports:
The admissions office might be concerned with tracking the number of students applying each year and whether they were accepted and enrolled. Financial aid would like to track the amount of aid offered and accepted. Career services might be interested in monitoring the progress of students that have graduated and are seeking employment. Setting up projects for each office could be advantageous because it will facilitate security while organizing the reports logically for the staff of each department.
Adding tags to each workbook could provide additional context regarding the details. Example, a university might include following tags:
Admissions-undergraduate, admissions, “accepted vs. denied,” enrolled, declined, graduate
Financial aid, grants, loans, scholarships, transfer scholarships, undergraduate, graduate
Career services-offers, accepted offers, max salaries, median salaries, undergraduate, graduate
And please look closely at the admission tag example “accepted vs. denied.” When tags include spaces, they must be wrapped in quotations. Notice the same tags being used in different projects and workbooks. This allows a user to search for similar analysis performed across different departments.
For example, if the dean of a college wanted to quickly find all the reports available by analyzing undergraduate students, the dean could search using the undergraduate tag and quickly access reports related to admissions, financial aid, and career services.