Control Access to Explain Data

Explain Data is always available to Creators and Explorers in authoring mode. Authors can control whether Explain Data is available in viewing mode in published workbooks and which explanation types are displayed in the Explain Data pane.

Be aware that Explain Data can surface values from dimensions and measures in the data source that aren't represented in the view. As an author, you should run Explain Data and test the resulting explanations to make sure that sensitive data isn't being exposed in your published workbooks.

Because Extreme Values explanations display record-level details, workbook authors must explicitly select an option to display Extreme Values explanations in published workbooks. For more information, see Show or hide Extreme Values explanations in viewing mode.

Who can access Explain Data

Your access to Explain Data will vary depending on how you interact with Tableau workbooks and whether you are viewing or editing a published workbook.

Mode Who Can Access

Viewing mode

When an author makes Explain Data available in viewing mode in a published workbook, Tableau Viewers, Explorers and Creators can run and explore Explain Data explanations in viewing mode.

Editing mode

 

Tableau Creators can run Explain Data when editing a view in Tableau Desktop, Tableau Online or Tableau Server. Explorers who have editing permissions can run Explain Data when editing a workbook in Tableau Online or Tableau Server.

Creators and Explorers who have editing permissions can open new worksheets for further analysis.

They can also use Explain Data Settings to control who can use Explain Data and what they can see.

Control who can use Explain Data and what they can see

Creators and Explorers who have editing permissions can access Explain Data Settings, which provide options for controlling:

These options are set for the entire workbook and can only be set in the Explain Data Settings dialog box.

Open the Explain Data Settings dialog box

  1. From the Data menu, select data-source-name > Explain Data Settings. For example:



    Or, in the Explain Data pane, click on the settings icon (bottom right).


Enable Explain Data in viewing mode in published workbooks and dashboards

By default, Explain Data is not available in viewing mode. To turn Explain Data on for viewing mode, authors must do the following:

  1. In the Explain Data Settings dialog box, click on the Explanation Types tab.
  2. Select Allow Explain Data to be used in this workbook when viewed online.



    Alternatively, leave this option unticked to return to the default setting and make Explain Data unavailable in viewing mode. Creators and Explorers who have editing permissions will still be able to run Explain Data when editing a workbook.



    This image shows the default settings for the Explanation Types tab
  3. Click OK.

Test the setting by saving and closing the published workbook, and then open a view from the workbook in viewing mode. Select a mark, and then run Explain Data to check the explanation results.

Show or hide Extreme Values explanations in viewing mode

The Extreme Values explanation type includes record-level details. When editing a workbook, Creators and Explorers can always see Extreme Values explanations and record-level details. However, in viewing mode for published workbooks, Extreme Values explanations are hidden by default.

Note that only Creators and Explorers with Download Full Data permissions can see the View Full Data option for Extreme Values explanations.

If you have sensitive data in your workbook, you can keep the Extreme Values explanation type hidden for viewing mode.

To show Extreme Values explanations in viewing mode in published workbooks

As an author, if you want Extreme Values explanations to be displayed in viewing mode, do the following:

  1. In the Explain Data Settings dialog box, click on the Explanation Types tab.
  2. Select Allow Explain Data to be used in this workbook when viewed online.
  3. Make sure that the Extreme Values explanation type is selected.
  4. Select Allow all users to see Extreme Values explanations with record-level data.


  5. Click OK.

Test the setting by saving and closing the published workbook and then opening a view from the workbook in viewing mode. Select a mark that typically has Extreme Value explanations, and then run Explain Data to check the explanation results.

To hide Extreme Values explanations and record-level details in viewing mode (published workbooks)

By default, Extreme Values explanations and record-level details are not available in viewing mode. Use these steps to return to the default state.

  1. In the Explain Data Settings dialog box, click on the Explanation Types tab.
  2. Make sure that the Extreme Values explanation type is selected (allows Creators and Explorers to see these explanations in editing mode).
  3. Select the option Do not show Extreme Values explanations to hide Extreme Values explanations and record-level details from all users in viewing mode.



  4. Click OK.

Test the setting by saving and closing the workbook, and then opening a view from the workbook in viewing mode. Select a mark that typically has Extreme Value explanations, and then run Explain Data to check the explanation results.

Include or exclude explanation types displayed by Explain Data

Creators and Explorers who have editing permissions can choose to exclude (or include) explanation types displayed for all workbook users.

  1. In the Explain Data Settings dialog box, click on the Explanation Types tab.
  2. In the list of explanation types, select or clear an explanation type.


  3. Click OK.

Test the setting by saving and closing the published workbook and then opening a view from the workbook in viewing mode. Select a mark that typically has Extreme Value explanations, and then run Explain Data to check the explanation results.

Include or exclude fields used for statistical analysis

Creators or Explorers who have editing permissions can choose to exclude (or include) fields that are eligible for analysis.

  1. In the Explain Data pane (bottom right), click on the settings icon. Or, click the Edit button in the Analysed Fields view.



  2. In the Explain Data Settings dialog box, click on the Fields tab.
  3. In the list of fields under Include, click on the drop-down arrow and select Automatic to include an eligible field every time Explain Data runs for that workbook.

    Note that fields must have less than 500 unique values to be included in the analysis.



    Select Never Include to explicitly exclude the field.
    Select Include None to run a statistical analysis on the data without considering fields.
    Select Reset to return to the default settings.

  4. Click OK.

Test the setting by saving the published workbook. Select a mark, and then run Explain Data to check the explanation results.

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