Managing permissions in Tableau Server and Tableau Online is crucial for ensuring that the right users have the appropriate access to data and visualizations. This section will cover the following key concepts:

1. Understanding Permissions
2. Permission Roles
3. Setting Permissions
4. Best Practices for Managing Permissions
5. Practical Exercises

Permissions in Tableau control what users can see and do with the content on Tableau Server or Tableau Online. Permissions are set at different levels, including:

• Project Level: Controls access to all content within a project.
• Workbook Level: Controls access to individual workbooks.
• View Level: Controls access to individual views within a workbook.

Permissions are a combination of capabilities (such as view, edit, delete) and roles (such as viewer, editor, publisher).

Tableau provides several predefined roles that simplify the process of assigning permissions:

Permissions can be set through the Tableau Server or Tableau Online interface. Here’s a step-by-step guide:

1. Navigate to the Content: Go to the project, workbook, or view for which you want to set permissions.
2. Open the Permissions Dialog: Click on the "Permissions" option from the menu.
3. Add Users or Groups: Add the users or groups you want to assign permissions to.
4. Assign Roles: Select the appropriate role for each user or group.
5. Customize Capabilities: If needed, customize the capabilities for more granular control.

• Use Groups: Assign permissions to groups rather than individual users to simplify management.
• Least Privilege Principle: Grant the minimum permissions necessary for users to perform their tasks.
• Regular Reviews: Periodically review permissions to ensure they are still appropriate.
• Document Permissions: Keep a record of who has what permissions and why.

Task: Set up permissions for a project called "Marketing Analytics".

1. Navigate to the "Marketing Analytics" project.
2. Add the group "Marketing Team".
3. Assign the "Explorer" role to the "Marketing Team".
4. Customize capabilities to allow "Web Edit".

Solution:

1. Navigate to the "Marketing Analytics" project.
2. Click on "Permissions".
3. Add the group "Marketing Team".
4. Assign the "Explorer" role.
5. Customize capabilities to allow "Web Edit".

Task: Review and modify permissions for a workbook called "Q1 Sales Report".

1. Navigate to the "Q1 Sales Report" workbook.
2. Review the current permissions.
3. Change the role of the user "John Doe" from "Viewer" to "Publisher".

Solution:

1. Navigate to the "Q1 Sales Report" workbook.
2. Click on "Permissions".
3. Find the user "John Doe".
4. Change the role from "Viewer" to "Publisher".

Managing permissions in Tableau is essential for maintaining data security and ensuring that users have the appropriate access to content. By understanding the different levels of permissions, using predefined roles, and following best practices, you can effectively manage permissions in Tableau Server and Tableau Online. The practical exercises provided will help reinforce these concepts and prepare you for real-world scenarios.