Reminder

All sessions are recorded and saved to the OneDrive link above.

What should I use to show the date time the user ran the report?

Now() is showing 1/1/1900 12:00:00.000 = Sarah will open a ticket with

Today() is showing just the date

Tableau Date Functions: https://help.tableau.com/current/pro/desktop/en-us/functions_functions_date.htm?_gl=1*g2dpmk*_ga*MTA0NTAwMzY0OS4xNzI4NDIzNDQ1*_ga_8YLN0SNXVS*MTczMjEyNTgyOS4xNi4xLjE3MzIxMjU5MDQuMC4wLjA.#now

Why is Tableau displaying the word ‘Null’?

when you use an if/then/end equation without telling Tableau what to display when the criteria doesn’t match Tableau will display Null

You can use if/then/else/end to tell Tableau what to display

Demo of Blending Data in Tableau

See recording for details

First data source added to a Sheet is the driver for that sheet.

Create 2 sheets and start with a different data source per sheet to see how Tableau works.

Data sources with 1 row per person blended with multiple rows per person with either need more filters and/or the sheet needs to start with the data source that has more rows.

How can I hide ‘Null’ from the filter my customer’s pick from?

Options

1. Create a copy of the field and exclude null in the filters, then update the original filter to only show relevant values

2. Create a copy of the field and exclude null on the data source tab, use with caution

3. Create a copy of the field and use calculation ifnull(Field, ‘No Value’) which will move the null to a new position alphabetically

https://tarsolutions.co.uk/blog/null-functions-in-tableau/

Reminder

All sessions are recorded and saved to the OneDrive link above.

How to find specific rows in EAH-Workforce-View?

EAH-Workforce-View Quick Start Guide

Name vs Name Current

For Name fields, Current and non-Current will always show the same.

AH Name fields show Lived Name as of Today (midnight) when the Lived Name is provided. If there is no Lived Name provided then the Legal Name will be displayed. This is true for all AHs and all Person Name Fields (First, Middle, Last, Display, Full).

There are restricted views that show Legal and Lived name at the same time but the data steward must approve and grant you access. Email busintel@ucsd.edu for further information.

P4 Data = https://security.ucop.edu/policies/institutional-information-and-it-resource-classification.html

EAH Current vs As Of

Current = Today or Most Recent Value

As Of = the value seen on a specific date, use with the associated date field (history)

Job Action Effective Date

SAH Current, First, Term Based

Current = Today’s Term or Most Recent Value

First = First Term Enrolled/Admit/Accepted at UCSD

Term Based = the vales seen during a specific term (history)

EAH Questions?

Best place to get support is bah.ucsd.edu > https://bah.ucsd.edu/hr-payroll/index.html > Ask Question/Report Issue link

How to share Tableau twb files

Best Practice:

• Shared drive location to save the .twb files

• Team DEV folder on Tableau Prod so you can download anything in progress

AH Field List Report

https://tableau.ucsd.edu/#/views/ActivityHubFieldList/CoreViews?:iid=2

Check out the Core Views tab vs the Restricted Views tab

Search for a keyword rather than a full field name

Download the crosstab of data to see all the fields in a view

Restricted Views and P4 fields required additional approval for access, so while they are on the list you may not be able to see them

Reminder

All sessions are recorded and saved to the OneDrive link above.

Tableau bookmarks

If you have bookmarks pointing at Tableau webpages they may be broken as Salesforce is converting the Tableau webpages to the Salesforce URL.

Just discovered today so BIA will be updating our impacted links.

Repointing Workbooks

AH User Acceptance Testing (UAT)

Tableau data connections

Data Guidelines: https://blink.ucsd.edu/technology/bi/data-guidelines.html#Data-Connection-Policies

3rd Party Vendors (often for cloud connections) - often don’t work or cannot be supported by BIA

Explore these alternatives:

1. Data loads into an Activity Hub

2. Cognos

3. Not available to all teams - use your local server

List of supported data connectors for Tableau & Cognos can be found here: Interim Solution - Adding Data to Cognos or Tableau

Irvin - year ticket

Will do further testing, Irvin will provide exact date fields for Fiscal Year start.

Does UCSD support Tableau Prep?

Nope. UCSD supports data correction in data source or new fields / grouping

Tableau Prod Security

Developer = Same as Consumer + Can publish, rename, move, download workbook, edit, delete

Consumer (default)= Can view, interact, comment, download summary data (HTML, PDF, Excel)

Consumer Restricted = Can view, interact, comment, NO downloading data

Tableau Prod > All UCSD Consumers

Developer = Same as Consumer + Can publish, rename, move, download workbook, edit, delete

Consumer (default)= Can view, interact, comment, download summary data (HTML, PDF, Excel)

Consumer Restricted = Can view, interact, comment, NO downloading data

Tableau download issue

Has anyone downloaded a workbook that became blank on download?

Row level security? Issue with Tableau connection?

Open a ticket with busintel@ucsd.edu next time for further troubleshooting.

Reminder

All sessions are recorded and saved to the OneDrive link above.

License maintenance errors

1. Make sure your Tableau desktop matches the version of our Tableau Server (2023.1.x)

2. Contact software@ucsd.edu to request confirmation from Saleforce that your license has been renewed.

   1. Be sure to include your Tableau license key

   2. You can look up your license key online in the Tableau customer portal: https://customer-portal.tableau.com/s/

How to Share with All Users

If ‘All Users’ is only UCSD folks:

1. BIA can make your folder available to all at UCSD*

2. BIA can create you a folder within the ‘Public’ project in Tableau Prod so everyone at UCSD can see it*

*The UCSD person must existing in Tableau

If ‘All Users’ is the entire world

1. You can request to have a folder created on Tableau Public (https://tableaupublic.ucsd.edu/#/signin)

Rules

a. Can only publish extracts, no live connections.

b. In the workbook, only include summary data that is displayed.

https://public.tableau.com

Tableau Public: https://blink.ucsd.edu/technology/bi/tools/tableau/Public.html

Owned and operated by Salesforce/Tableau

Anything you publish becomes the property of Salesforce/Tableau

Do NOT publish UCSD data here.

What to do when troubleshooting

1. Open Cognos or a brand new workbooks to see if the data is there

   1. https://tableau.ucsd.edu/#/views/AH-DataLoadStatusReport/Status?:iid=1

2. Check your filters:

   1. In a new workbook, add the fields that you are using w/out your filters

   2. Remove your filters 1 by 1 to see if the results change

   3. Confirm the values in your filter

   4. Confirm the filter field is the one you want

3. Are there issues with your calculations?

   1. Functions: Trim, Upper, Lower

   2. Check for Null, empty string and just a space.

   3. Other data quality issues?

   4. Is there an expected character limit?

4. What are you expecting to see?

   1. What data source are you validating with?

   2. What was the original request? Does the request need to be updated?

   3. Has the business need changed?

   4. AH are designed to match the original data source and not data warehouses.

5. Is there an issue with the tool?

   1. BI tools do exactly what they are told so we have to learn to speak their preferred language

Troubleshooting Tips

1. If you have frequent issue with certain data, have a validation workbook saved on the side to check common issues

2. If you have frequently used prompts or fields have a personal template saved on the side