I'd be interested to see how many fields are duplicated across your 5 workbooks. I think you could make a lot of gains by creating only 1 extract and then using that in each workbook. So, my answers would be:
1. Yes, 1 extract with 5 workbooks referencing the same extract.
2. Simply create the extract and in each workbook reference the same extract. You can't use "hide unused fields" when you're creating the extract, but you should do that manually to figure out what fields you can remove.
3. Can you aggregate the data at all ? ie you probably don't need 40 million rows, so aggregate the data so that the worksheets and dashboards show the same data, yet the record count is smaller and the extract will be smaller.
Let me know if you need more help, this sounds like an easy thing to improve and get it working better for you
Chris, thank you very much for your answer.
So I should creat an extract from one of my workbooks, then in other 4 workbooks I choose this extract as a data source, then I should refresh only this one extract once a week. Right? Can I make somehow the automatic refreshment of the extract once a week?
About aggregation. My row in data base is one position from every invoice. Normally while analysis I compare week by week sales. But in some of the reports I may show the information from the exact invoice. How should I make aggregation in this case? Or may be it does not influence at all?
No need to aggregate if you need down to the invoice amount
You can automate the refresh a few ways, but publishing to Tableau Server and setting up there is the easiest.
And what are the other ways to automate the refresh?
Returning to my first question. I created extract from one of my packaged work books. I opened another packaged work book and changed the data source to that newly created extract. I clodes the former data source. The packaged work book has Live connection to it, and the icon of a data source is a single keg, not a double (which is a sign of an extract). So my last packaged work book understands this extract as an ordinary data base, not an extract and what should I do to refresh it as the button Refresh extract is not active? Should I open the first packaged work book from which I created it and do it there?
I am sorry for being annoying.
You could script it a few different ways on your machine, do you have Tableau Server because that's an easier "no code" solution
Hmmm you're right. I hadn't noticed that it's now a single keg :O .... don't worry, it's still a TDE.
Yes, I'd use the first workbook to do it seeing that understands that it created the extract.