Good question, We have done all of the above:
- Removed the report altogether and republished when the data is fixed
- Added a header on the report saying "watch out...etc."
- Changed the permissions on the report so that only the team(s) responsible for the report have permissions to view it
- Added messages to our custom portal alerts that indicates that there are reports with bad data to watch out for. Unless you have established a custom portal already for other reasons, this one may not really be worth it
P.S. I believe with 10.5, there is the ability to rename reports to whatever you want: (i.e. Company Financials - watch out, untrustworthy, etc.)
Thanks Jeff. Is there one of those methods you prefer over the others?
You're right about 10.5 which is what we're running, so that's looking like our best option. I probably won't rename the reports, I will just add a text disclaimer.
Most often we change the permission on the report and then add a message onto our portal saying that the report is temporarily disabled because of ...
Makes sense if you have a portal. We're going to toss around ideas and I'll post back with what we decide to do.
I'm leaning towards editing the title and/or adding a text box with a message.
I think there's only 1 method from what you've described above that will work for all scenarios, and that's making a visual change on the report itself to indicate an 'alert' (you may need to apply to every tab though if you can't guarantee the entry route every user takes).
If you did have a portal, there may still be a chance a user has bookmarked the report and has navigated directly, so will have missed a message.
If you change permissions, so they can't access, you may then end up with support queries asking why their report won't work.
If you rename as in v10.5, it still might not be obvious if a user navigates directly and isn't taking notice of the URL...
Thanks Donna. I agree that making a visual change on the report seems like the best option. That's what we landed on as well.
Good discussion. I'll leave open for a while longer for more input.
We can take out the access ( take a screenshot of current groups / people having access before taking out) and if you have active directory authentication and using AD Groups , you can also send out a broadcast email to all the impacted users/ groups so that they are aware about the issue and don't raise unnecessary support ticket.
May be not applicable to all reports but if you have control check over bad data via calculation then we can dynamically display that @ the title by inserting Calc field there
Here I am expecting to have data of present year (just an example)---Sample Superstore is having till 2017 only so I need to dynamically display the same at the title
I created a Calc field as below
It displays Error Message when there is no data of Present year
We do use AD groups, so this could work. Thanks for the suggestion. Would be great if we could email from Tableau Server!
Yes, not always applicable, but a great method for when it is. Thanks for sharing.
I guess what you want to achieve related to sending an email is : Email should be sent from admin or server account kind of so that it gives an impression that this mail has come from System / Platform admin and it's authentic.
You can ask your IT Infra / Network team to create a service account ( faceless ID account ) for you which you can use to configure SMTP on your Tableau Server.
Any email alerts going from Tableau Server will go from this service account / admin account.
I hope this should work for you.
Thanks for the tips Arun. I was more speaking about the ability to actually send emails from the Server interface itself. For example, in this case I could select the groups with permissions to the view and then "send email to these users". Would be a neat addition to Server!