In this section, we will explore how to schedule extracts in Tableau Server and Tableau Online. Scheduling extracts is crucial for ensuring that your data is up-to-date without manual intervention. This is particularly useful for dashboards and reports that rely on frequently updated data sources.
Key Concepts
- Extracts: Extracts are snapshots of data optimized for aggregation and loaded into system memory to be quickly recalled for visualization. They can be scheduled to refresh at specific intervals.
- Scheduling: Scheduling allows you to automate the refresh of your extracts, ensuring that your data remains current without manual updates.
- Tableau Server and Tableau Online: Both platforms support scheduling extracts, but the interface and some functionalities might differ slightly.
Steps to Schedule Extracts
- Publishing a Data Source with Extracts
Before you can schedule an extract, you need to publish a data source with an extract to Tableau Server or Tableau Online.
**Step-by-Step: Publishing a Data Source with Extracts** 1. **Open Tableau Desktop** and connect to your data source. 2. **Create an Extract**: - Go to the `Data` menu. - Select `Extract Data`. - Configure the extract settings (e.g., filters, aggregation). - Click `Extract`. 3. **Publish the Data Source**: - Go to the `Server` menu. - Select `Publish Data Source`. - Choose your Tableau Server or Tableau Online. - Follow the prompts to publish the data source.
- Scheduling the Extract Refresh
Once the data source is published, you can schedule the extract refresh.
**Step-by-Step: Scheduling the Extract Refresh** 1. **Log in to Tableau Server or Tableau Online**. 2. **Navigate to the Data Source**: - Go to the `Explore` section. - Find and select your published data source. 3. **Schedule Refresh**: - Click on the `...` (more options) next to the data source. - Select `Extract Refreshes`. - Click `New Extract Refresh`. 4. **Configure the Schedule**: - Choose the frequency (e.g., daily, weekly). - Set the time and time zone. - Select the appropriate schedule. - Click `Create`.
- Managing Scheduled Tasks
You can manage and monitor your scheduled tasks to ensure they are running as expected.
**Step-by-Step: Managing Scheduled Tasks** 1. **Log in to Tableau Server or Tableau Online**. 2. **Navigate to the `Tasks` Section**: - Go to the `Tasks` tab. - Here, you can see all scheduled tasks. 3. **Monitor and Edit Tasks**: - Check the status of your scheduled tasks. - Edit or delete tasks as needed. - Review task history for any errors or issues.
Practical Example
Let's walk through a practical example of scheduling an extract refresh for a sales dashboard.
Example Scenario
You have a sales dashboard that relies on daily sales data. You want to ensure that the data is refreshed every morning at 6 AM.
**Step-by-Step: Scheduling Daily Sales Data Refresh** 1. **Publish the Sales Data Source**: - Open Tableau Desktop and connect to your sales data. - Create an extract and publish it to Tableau Server. 2. **Schedule the Extract Refresh**: - Log in to Tableau Server. - Navigate to the published sales data source. - Click on `...` and select `Extract Refreshes`. - Click `New Extract Refresh`. - Set the frequency to `Daily`. - Set the time to `6:00 AM`. - Click `Create`. 3. **Monitor the Task**: - Go to the `Tasks` tab. - Ensure the task is scheduled and monitor its status.
Common Mistakes and Tips
Common Mistakes
- Incorrect Time Zone: Ensure you set the correct time zone for your scheduled tasks.
- Overlapping Schedules: Avoid scheduling multiple tasks at the same time to prevent server overload.
- Insufficient Permissions: Ensure you have the necessary permissions to schedule and manage extracts.
Tips
- Use Incremental Refreshes: For large datasets, consider using incremental refreshes to update only the new or changed data.
- Monitor Task Performance: Regularly check the performance of your scheduled tasks to identify and resolve any issues promptly.
- Communicate with Team: Keep your team informed about the schedule to avoid conflicts and ensure data consistency.
Conclusion
Scheduling extracts in Tableau Server and Tableau Online is a powerful feature that ensures your data remains current and accurate. By automating the refresh process, you can save time and reduce the risk of errors. In the next section, we will explore how to collaborate with Tableau Online, enhancing your team's ability to work together on data projects.
Tableau Course
Module 1: Introduction to Tableau
- What is Tableau?
- Installing Tableau
- Tableau Interface Overview
- Connecting to Data Sources
- Basic Data Types and Structures
Module 2: Basic Visualization Techniques
- Creating Your First Visualization
- Using Marks and Cards
- Building Basic Charts
- Filtering Data
- Sorting and Grouping Data
Module 3: Intermediate Visualization Techniques
- Using Calculated Fields
- Creating Dual-Axis Charts
- Using Parameters
- Creating Maps
- Using Table Calculations
Module 4: Advanced Visualization Techniques
- Advanced Chart Types
- Using LOD Expressions
- Creating Dashboards
- Dashboard Actions
- Storytelling with Data
Module 5: Data Preparation and Transformation
Module 6: Advanced Analytics
Module 7: Performance Optimization
- Optimizing Workbook Performance
- Extracts vs Live Connections
- Reducing Load Times
- Performance Recording
- Best Practices for Performance
Module 8: Tableau Server and Online
- Introduction to Tableau Server
- Publishing Workbooks
- Managing Permissions
- Scheduling Extracts
- Collaborating with Tableau Online