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 analyze your site’s log and activity metrics. Although Admin Insights captures up to 90 days of data (365 days with an Advanced Management license), 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.

Focus: Sign-in activity
Connects to: TS Events (primary), TS Users (secondary)

Use this dashboard to explore trends in sign-in activity.

Using the “Select Events or Distinct Actors” selector on the left, you can see your site’s weekly, daily, and hourly sign-in-related activity. Because there are two data sources behind this dashboard, you can see sign-ins by all users, not just users with recent sign-in activity.

Do more with this dashboard: Duplicate the dashboard and keep only the “Login user breakdown.” Then change the filter on the “Last Login Date” to null to see a list of users who have never signed in to the site. You can also email them depending on what kind of action you want users to take.

Focus: Content access and usage
Connects to: TS Events

The information in the dashboards show you the following type of information:

• View access activity: When a view has been accessed and by whom.

• Data source access activity: When 1) a published data source has been connected to through Web Authoring or Tableau Desktop or 2) a user has viewed or published a workbook that uses the published data source.

• Workbook publish activity: When a workbook has been published and by whom.

• Data source publish activity: When a published data source has been published and by whom.

Do more with this dashboard: Using the “Project Name” selector in the upper-right corner, select a project on your site to filter on.

Note: This filter affects all sheets in the Admin Insights Starter.

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 select the View check 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 analyzing 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.

TS Users contains data about your users such as remaining licenses, site roles, and workbooks and views owned by a user.

Example: How many licenses are being used?

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

2. From the Data pane, drag "Measure Names" to the Rows shelf and "Measure Values" to the Columns shelf.

3. Right-click the Measure Names field in the Rows shelf and select Show Filter.

4. Click the Measure Names filter drop-down menu, and select Customize > Show Apply Button.

5. In the filter, select "Total Allowed Licenses" and "Total Occupied Licenses" check boxes, and then click Apply.

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 analyzing data from multiple Tableau Cloud sites, you must also join on "Site LUID = Site LUID".

• Join TS Users to Groups on “User LUID = User LUID”

• Join TS Users to TS Events on “User ID = Actor User Id”

• Join TS Users to Site Content on “User Email = Owner Email” or “User Email = Item Parent Project Owner Email”

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

Groups identifies the group membership of users. There is one row of data for each unique combination of group and user pairing. Groups without members, and users not in a group, will be included as a row of data with null values represented as "NULL".

Example: Which users are in a given group?

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

2. From the Data pane, drag "Group Name" to the Rows shelf.

3. (Optional) In the view, select the groups you want to explore, and then select Keep Only.

4. From the Data pane, drag "User Email" to the Rows shelf, placing it to the right of the Group Name field.

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 analyzing data from multiple Tableau Cloud sites, you must also join on "Site LUID = Site LUID".

• Join Groups to TS Users on "User LUID = User LUID"

For more information, see Join Your Data(Link opens in a new window) in Tableau Desktop Help.

Site Content provides essential governance information about the projects, data sources, flows, workbooks, and views on a site. The data provided about a content item may be unique to its item type. Item types with unique fields are in folders with titles that correspond to their Item Type.

Note: Users that connect to the Site Content data source will see data about all content items on the site, regardless of the permissions set for each item. Keep this in mind if you plan to distribute to non-administrative users.

Example: What percent of the site's published data sources are certified?

1. Connect to the Site Content data source using one of the procedures listed in Connect to Admin Insights data.

2. From the Data pane, drag "Migrated Data (Count)" to the Columns shelf.

3. From the Data pane, drag "Data Source Content Type" to the Filters shelf, remove the selection next to the All check box, and select the Published check box.

4. From the Data pane, drag "Data Source Certified" to Color on the Marks card.

5. Right-click the "CNT (Migrated Data)" field in the Columns shelf and select Quick Table Calculation > Percent of Total.

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 analyzing data from multiple Tableau Cloud sites, you must also join on "Site LUID = Site LUID".

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

• Join Site Content to TS Users on “Owner Email = User Email” or “Owner Email = Item Parent Project Owner Email"

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

Viz Load Times contains the load time information for views on your site to help content authors better understand the user experience when loading views.

Example: Which views take the longest to load?

1. Connect to the Viz Load Times 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 "Duration" to the Columns shelf.

3. From the Data pane, drag "Status Code Type" to the Filters shelf and select the Success check box.

4. In the Columns shelf, right-click "Dimensions" and select Measure (Count) > Median.

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 analyzing data from multiple Tableau Cloud sites, you must also join on "Site LUID = Site LUID".

• Join Viz Load Times to TS Events and Site Content on “Item Repository URL = Item Repository URL”

• Join Viz Load Times to TS Events and Site Content on “Item Type = Item Type”

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

Job Performance contains events and runtime information for background jobs on the site. Jobs include extract refreshes, Bridge refreshes, and flow runs.

Example: How many extract refreshes and flow runs occur on the site?

1. Connect to the Job Performance data source using one of the procedures listed in Connect to Admin Insights data.

2. From the Data pane, drag "Item Name", "Item Type", "Owner Email", and "Job Type" to the Rows shelf.

3. In the Rows shelf, right-click "Item Name" and select Sort.

4. In the Sort window, select Sort By > Field and Field Name > Job ID. Close the window.

5. From the Data pane, drag "Started At (local)" to the Columns shelf.

6. In the Columns shelf, right-click "Started At (local)" and select Exact Date. This converts the dimension to a measure.

7. From the Data pane, drag "Job Result" to Color and "Job Execution Duration (Days) to Size on the Marks card.

Example: What is the average job queued duration?

1. Connect to the Job Performance data source using one of the procedures listed in Connect to Admin Insights data.

2. From the Data pane, drag "Started At" to the Columns shelf and "Started At (local)" to the Rows shelf.

3. In the Columns shelf, right-click "Started At" and select Day from the second set of values (i.e., May 11, 2022). This converts the field to a measure.

4. In the Rows shelf, right-click "Started At (local) and select More > Hour from the first set of values (i.e., 9).

5. On the Marks card, select Square from the Shape drop-down menu.

6. From the Data pane, drag "Job Queued Duration" to Color on the Marks card. Right-click the field and select Measure > Average.

7. From the Data pane, drag "Job ID" to Size on the Marks card. Right-click the field and select Measure > Count (Distinct).

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 analyzing data from multiple Tableau Cloud sites, you must also join on "Site LUID = Site LUID".

• Join Job Performance to Site Content on "Item ID = Item ID"

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

Permissions contains the effective permissions for all users and content on the site. Administrators can use the data source to identify gaps in permissions security and ensure that only the appropriate users can access content items.

Note: Site roles determine the maximum capabilities a user can have. For example, a Viewer can’t web edit, even if they are allowed in a user or group rule. Based on the order that permissions are evaluated, users may have different capabilities than listed in the data source. For more information, see Effective permissions.

Example: Which users and groups have access to content?

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

2. From the Data pane, drag "Item Type", "Item Name", "Item Parent Project Name", and "Controlling Permissions Project Name" to the Rows shelf. This creates a hierarchical view of your site content and shows how permissions are determined, for example, if permissions are set at the project level or on individual pieces of content.

3. From the Data pane, drag "Grantee Name" and "Grantee Type" to the Rows shelf. Adding these dimensions shows the users and groups with access to the content.

4. From the Data pane, drag "Capability Type" to the Rows shelf. The capabilities for users and groups are displayed.

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 analyzing data from multiple Tableau Cloud sites, you must also join on "Site LUID = Site LUID".

Joining Permissions with other Admin Insights data sources may result in large data sets if the site has more than 1000 users or if you assign permissions to multiple large groups on individual content assets. A large group contains hundreds of members.

• Join Site Content to Permissions on "Item LUID = Item LUID" (left join)

• Join Permissions to TS Users on "User LUID = User LUID"

• Join Permissions to Groups on "Grantee LUID = Group LUID" (right join)

Tip: To streamline analysis, delete the All Users group rule or edit the rule to remove permissions.

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