Use Admin Insights to Create Custom Views

You can get more visibility into your Tableau Cloud deployment by using Admin Insights.

Admin Insights is a Tableau Cloud-only project that is pre-populated with carefully curated data sources and a pre-built workbook of your site's data. Using the resources available to you through the Admin Insights project, you can create custom views to help answer a range of common questions you might have about your site.

For example:

  • What's my Tableau Cloud adoption rate in my organisation?

  • What are common trends around the site’s deployment?

  • What content is popular?

  • What are my users doing?

  • How should licences be allocated?

Connect to Admin Insights data

If you're a site admin or someone who has been granted access to the Admin Insights project, you can access the Admin Insights data sources directly from Tableau Cloud using Web Authoring or through Tableau Desktop.

From Tableau Cloud

  1. Sign in to Tableau Cloud and navigate to the Admin Insights project.

  2. Select Create > Workbook and select one of the data sources to get started.

From Tableau Desktop

  1. Open Tableau Desktop, under Connect, select Tableau Server.

    Note: If you're not already signed in to Tableau Cloud, in the Tableau Server Sign In dialog, click the Tableau Cloud hyperlink. Enter your Tableau Cloud credentials and then click Sign In.

  2. In the search box, type the name of the data source you're looking for.

  3. Select a data source and click Connect to get started with your analysis.

Start creating custom views

As you think about how you want to approach the analysis of your site and user metrics, consider some of the following questions that organisations commonly ask:

  • What are the most popular views or data sources?

  • Who are the most active users (i.e., who are the power users)?

  • What are the most common tasks performed on the site?

  • How many licences are being used?

  • Who hasn't signed in to the site in more than 90 days?

Explore the pre-built workbook

To help you answer the previous questions (and more), go to the pre-built workbook, Admin Insights Starter, to see what kind of insights it can offer. The workbook serves as a template for creating more detailed dashboards and workbooks that address unique questions related to your site or organisation.

Starting in October 2024, localised versions of the Admin Insights Starter workbook are available as accelerators on Tableau Exchange(Link opens in a new window).

Focus: Site activity
Data source: TS Users

Use this dashboard to explore high-level site activity by user role.

This dashboard shows you some of the ways you can analyse your site’s log and activity metrics. Although Admin Insights captures up to 90 days of data (365 days with an Advanced Management licence), the “Last Publish” and “Last Access” dates can go back to as early as the date the site was created.

Do more with this dashboard:

  • Change the "Inactivity threshold" (yellow by default) using the parameter control in the upper-right corner.

  • Create URL actions that can email users based on their activity type. For example, email users when they haven’t signed in to the site, accessed content or published content in the last 90 days.

  • Create additional views for this dashboard that compares the last 90 days (default) of activity (sign in, access or publish) to the last 30 days, 60 days and all days.

Explore the data sources

Alternatively, you can connect to the Admin Insights data directly. Explore the data on your own by hovering over each field (both dimensions and measures) to read a description of the data that's being captured.

TS Events functions as a primary audit data source. It contains data about the various events happening on your site, including sign-ins, publishes and accessed views.

Example: What are the most popular views?

  1. Connect to the TS Events data source using one of the procedures listed in Connect to Admin Insights data.

  2. From the Data pane, drag Item Name to the Rows shelf and Number of Events to the Columns shelf.

  3. From the Data pane, drag Item Type to the Filters shelf, and tick the View box.

Do more with this data source: Using Tableau Prep, you can join Admin Insights data sources on the following fields to get more visibility into your site. If you're analysing data from multiple Tableau Cloud sites, you must also join on "Site LUID = Site LUID".

  • Join TS Events to TS Users on "Actor User ID = User ID"

  • Join TS Events to Site Content on "Item ID = Item ID" and "Item Type = Item Type"

For more information, see Aggregate, Join or Union Data(Link opens in a new window) in Tableau Prep Help.