Administrative Views

Data from the Tableau Server repository will be analyzed using default administrative views and custom administrative views. Administrative views are dashboards that are included with Tableau Server and help you understand how users are interacting with content so that you can proactively monitor server activity and other scheduled tasks. Server Administrators can view administrative views for all server activity; Site Administrators have access to Tableau Server’s default administrative views limited to their respective site.

BEST PRACTICE RECOMMENDATION:

Regularly spend time understanding the Tableau Server usage patterns and how the application is performing throughout the day. Keep a close watch on background tasks, such as extract refreshes and subscriptions, to make sure they are executing on time and during off-peak hours as much as possible. Isolating the Backgrounder processes to their own node is recommended for heavy extract workloads.

Brief descriptions of the default administrative views that are most applicable to Server Administrators are shown below:

  • Background Tasks for Extracts — Completed, pending, and failed extract task details with full details of why an error occurred.
  • Background Tasks for Non Extracts — Completed, pending, and failed non-extract background task details with full details on why an error occurred.
  • Background Task Delays — Difference between scheduled and actual start times of background tasks. Use the view to help you identify places you can improve server performance by redistributing task schedules and optimizing tasks. Background Task delays are an important metric to determine whether you should isolate Backgrounder processes and scale out to add additional capacity for data refreshes.
  • Stats for Load Times — View load times and performance history. Set data-driven alerts on long view load times using the version of the default admin views workbook you downloaded and published with extracted data sources. For workbooks with long-load times, use Tableau Desktop’s or Tableau Server’s Performance Recorder to dive deeper into the events and timing.
  • Stats for Space Usage — Space used by published workbooks and data sources, including extracts and live connections. Set data-driven alerts on the Stats for Space Usage view to identify which workbooks and data sources exceed the expected size limit. For example, if you set a standard that extract sizes should be less than 1 GB, then alert for anything larger.
  • Performance of Views — Overall distribution of view load times and slowest views in a given time period. Compare spikes in the number of sessions with spikes in slow load times to identify the times of day when high user traffic is slowing down the server.
  • Performance of Flow Runs – view to see the performance history for all the flows on a site
  • Server Disk Space — Current and historical disk space usage, by server node. Use the Server Disk Space view to see how much disk space is in use on the server(s) that run Tableau Server, where disk space refers only to the partition where Tableau Server is installed. You can also use this view to identify sudden changes in disk space usage.
  • Tableau Desktop License Usage — Summary of usage for Tableau Desktop licenses. Manage licenses efficiently and determine if you need more or fewer licenses.
  • Tableau Desktop License Expirations — Expiration information for Tableau Desktop licenses.

 

The following default administrative views will be monitored primarily by Site Administrators, which are covered in Measurement of Tableau User Engagement and Adoption

 

Custom administrative views are useful for deeper analysis of user behaviors and organization-specific KPIs that are identified. For example, if you define stale content as workbooks that have not been accessed in the last 90 days, you should create a custom administrative view showing the content that has not been accessed in the last 90 days. If these workbooks have data extract refresh schedules, they are consuming system resources but not providing value to your users.

BEST PRACTICE RECOMMENDATION:

You should publish and extract the default administrative views workbook to make it accessible to Site Administrators. After opening the administrative views in Tableau Server, you can copy the temp workbook to your computer, open in Tableau Desktop, and publish to Tableau Server for others to view. In Tableau Server 10.x to 2018.1, the location is “Tableau Server\data\tabsvc\temp”. In 2018.2 and later, it can be under any vizql server process. For example: Tableau Server\data\tabsvc\temp\vizqlserver_1.20182.18.0627.2230.

In the published admin views workbook, create data-driven alerts for Stats for Load Times and Stats for Space Usage according to your governing standards. For example, if you have a < 10 second load time standard, the data-driven alert will notify you of load times > 10 seconds. Similarly, if you have a 1GB standard for workbook or data source size, the data-driven alert will notify you of workbooks or data sources > 1GB.

For custom administrative views, you should use the default administrative views workbook as a starting point for customizations of existing dashboards and published/extracted community data sources to perform deeper analysis on your deployment. A full listing of the repository’s data dictionary is published in Online Help.

Both the default administrative views workbook and the community data sources have curated data models that can be connected to your own Tableau Server. Each of the community data sources contain the corresponding fields for their functional area with comments, and they’re organized into folders. Sample workbooks are also provided in the community post. The list of recommended published data sources is shown below:

  • TS Background Tasks — Primarily for analyzing Extract Refresh and Subscription tasks that are run on Backgrounder processes.
  • TS Events — A master audit data source showing events happening on Tableau Server. Users signing in, accessing views, publishing content, etc.
  • TS Web Requests — An audit of requests made through the Tableau Server web server component. Useful for understanding user interaction with content, as well as performance monitoring.
  • TS Data Connections — Maps both workbooks and Published Data Sources to their underlying data connections. Useful for answering questions on what workbooks connect to what data source, which then connects to what database(s)?
  • TS Content — High-level summarized data for each View, Workbook, and Published Data Source on Tableau Server.
  • TS Users — Aggregated information on what your users are up to on Tableau Server.
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