6 Replies Latest reply on Jun 29, 2016 11:54 AM by Bob Nims

List of workbooks open to Guest

Bob Nims Jun 29, 2016 10:39 AM

We would like to create a visual that shows which workbooks are using the 'All Users' group. This is a dual purpose effort. We are preparing to enable guest on our Tableau Server and need to be able to quickly tell who is still using the All Users group rather than the alternate group we are asking them to publish with. I am certain most of you know that once Guest is enabled it is inserted into the All Users group. The other purpose is once Guest is enabled we could offer up a list of open sites to our customer base. Basically we are advising our customers to always use groups to manage rights to their visual and if they want to make it open to others they can use the All Users group.

Is this doable?

1. Re: List of workbooks open to Guest

Toby Erkson Jun 29, 2016 11:04 AM (in response to Bob Nims)

The All Users group is present in all Projects. How the permissions are set on it will affect how reports end up being viewed.
You can specify permissions for Guest:

Guest access, from what I checked, will not allow users to get on the Tableau Server and start browsing around the various projects & workbooks because to get into that 'space' one needs to log in to the Tableau Server. Guest access will allow them to view a report should they arrive into it, say, from a hyperlink they clicked on.
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2. Re: List of workbooks open to Guest

Bob Nims Jun 29, 2016 11:25 AM (in response to Toby Erkson)
Thanks Toby. Good point on being able to add Guest into any group. That could be helpful to them in certain cases. The goal for us is to be able to have a managed list of Guest Accessible sites. We also want to monitor and communicate with our developers in case they put something out to All Users by mistake.

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3. Re: List of workbooks open to Guest

Andrew Macey Jun 29, 2016 11:37 AM (in response to Bob Nims)

Assuming you use auto-login to Tableau server (integrated Windows auth), I believe that up to an including 9.3, if a user is defined in site-A, then they cant access content as Guest in any other sites on that server (even if it's a link to a specific view). Also bear in mind that when users access content as Guest, you loose visibility to who they are.
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4. Re: List of workbooks open to Guest

Toby Erkson Jun 29, 2016 11:37 AM (in response to Bob Nims)

Bob,
You may find this report useful:
Who has seen this view? Workbook and View hits report-v2.

Also, to answer your initial question:
Getting permission settings from the Tableau Server
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5. Re: List of workbooks open to Guest

Bob Nims Jun 29, 2016 11:51 AM (in response to Andrew Macey)
Thank you Macey. We will test for that.

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6. Re: List of workbooks open to Guest

Bob Nims Jun 29, 2016 11:54 AM (in response to Toby Erkson)
Thank you Toby. We will check this out!

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