How to publish dashboards in tableau server?

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Using Tableau Server to facilitate fact-based team collaboration

Tableau server promotes information sharing and team collaboration by generating interactive dashboards and views accessible to authorized individuals via any of the popular web-browsing software tools available today. Reports can be precisely consumed via IOS (Apple) or Android tablets. Beginning with TABLEAU SERVER VERSION 8, authorized staff can also edit existing reports or create a completely new analysis using the tableau server.

Authorized tableau server users can also share metadata including joins, groupings, sets, name aliases, and other customized data by publishing Tableau data source files to the server. You will learn how to take advantage of these features and more in this post.

Publishing Tableau Dashboard

You can share your dashboards by publishing them to Tableau Server. In order to help users, you can organize dashboards into projects, tag them, and even choose which worksheets to display and hide.

After the tableau server is installed, those creating reports and analyzing were granted publishing rights. A staff that will be consuming reports is acknowledged with access rights. Once you’ve created a workbook incorporating at least one worksheet, you can publish that information to the tableau server. Workbooks containing many different worksheets and dashboards can be presented in full, or by selecting any combination of worksheets and dashboards. The tableau desktop menus used for publishing to the tableau server are shown in figure 10.1.

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Publishing dashboards

Figure 10.1 Publishing from tableau desktop to the server

  • Publishing a workbook requires three steps:
  • Open the workbook which you wish to publish.
  • Select the server menu and click on publish the workbook.
  • Enter the server URL, your user name, and your password, then click OK.

The publish workbook to tableau server dialog box will appear as shown in figure 10.2.

Using this menu, you define when, how, and what details will be published to the server. If your workbook’s data source is a tableau data extract (tde) file, you can also schedule regular data updates using the scheduling and authentication button at the bottom of figure 10.2.
Tableau formulates and secures published workbooks using a variety of methods:

  • Project folders for grouping workbooks
  • Name-naming workbooks
  • Tags-allowing for user-defined tagging of workbooks
  • Permissions-controlling what users are permitted to do
  • View-hiding or sharing specific views
Related Article: What is the right way to build a dashboard in tableau

Publishing dialog

Figure 10.2 Publishing dialog

By Creatively combining these entities, it facilitates to have secure access to the appropriate level for individuals, teams, workgroups, and projects. The specific purpose of each is explained in more detail below

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Projects are nothing but folders for organizing your reports and regulating access to these reports. The server comes with one default project folder. Persons with administrative rights can create additional projects. As an administrator, you can create projects to collect and organize related content. The Content in Tableau Online refers to workbooks, views, and data sources, and the projects that contain them.

You access projects from the Content page in Tableau Online.
As an administrator, you can do the following five projects:

  • Create projects
  • Rename projects
  • Change project owners
  • Set permissions for projects and default permissions for their content
  • Lock content permissions

Figure 10.2 shows an additional project called demo dashboards, which was added to hold the reports which are being published.

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You can accept the name assigned to the workbook when it was created on the tableau desktop or you can choose to define a new name that will appear in the tableau server when the workbook is published. You can define new workbook names using the name field seen in figure 10.2


Tagging published workbooks are optional, but it provides another way to search for reports. They can be advantageous if you publish a large number of reports. Enter each tag separated by a comma or space. If the tag you are entering contains a space, surround the tag by using quotation marks (e.g., “production benchmarks”).

View permissions

These are authorized to optionally add, edit, or remove permissions for all users, groups, or individual users through the view permissions tool. When editing permissions, another dialogue box opens, which looks like the one shown in figure 10.3. This box allows you to edit permission types for different roles (viewer, interactor, editor, or custom).

User edit window

Figure 10.3 Adding and editing users and permissions

Views to share

The view-to-share option allows you to select specific sheets you wish to share. Any sheets that are not selected are hidden on the tableau server, but these are still available within the workbook if it is downloaded.


Appearing at the bottom of the publishing dialog box is more optional selections, that restrict the appearance of what is being published.

Checking the shows sheets as the tabs option will generate tabs when the report is published to the tableau server hence facilitating navigation between worksheets and dashboards in the published workbook. The show selections option allows selections you’ve made on a worksheet or dashboard to persist when the workbook is published to the server and will be displayed to users who are consuming the workbook.

If the data source that you are using for the report being published comes from an external database or file, you will also see a checkbox for the inclusion of external files; checking that option generates a copy of the source file on the tableau server. Custom image files used in any view will also be saved. If you have a live database or an extract file is being utilized by the workbook, you should also see a button in the lower-left for scheduling and authentication.

Selecting that button allows you to set the refresh schedule for data extract sources or to change how a live database connection is authenticated on the tableau server. Details regarding  scheduling updates and authentication are covered in depth later in this post under the sections “sharing connections, data models, and data extracts” and “using subscriptions to deliver reports via E-mail.”

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Select the publish button seen at the bottom of figure 10.2 to initiate the uploading to the tableau server. Upon completion, a pop-up will emerge displaying the newly published workbook.

If your tableau server instance is configured for multiple sites, you will also see a select site dialog box to define on which server site you wish to publish the workbook. The tableau’s default is just a single site. Multiple sites are partitioned on the same physical server.

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Last updated: 04 Apr 2023
About Author

As a Senior Writer for Mindmajix, Saikumar has a great understanding of today’s data-driven environment, which includes key aspects such as Business Intelligence and data management. He manages the task of creating great content in the areas of Programming, Microsoft Power BI, Tableau, Oracle BI, Cognos, and Alteryx. Connect with him on LinkedIn and Twitter.

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