Notify Owners When Extract Refreshes Fail

A scheduled extract refresh can fail to complete for a variety of reasons, such as outdated embedded credentials or file path. For scheduled refreshes that run directly from Tableau Online, after a refresh has failed five consecutive times, Tableau Online suspends the schedule until a site admin or the data source owner takes an action to address the cause.

A site admin can enable Tableau Online to send email to the owner of a data source when its scheduled extract refresh does not complete successfully. The data source owner can then opt out individually in their account settings.

The email contains the following information:

  • Extract or workbook name.

  • The date and time of the last successful refresh. Or, if the last refresh was longer than 14 days ago, the email shows “not in the last N days.”

  • The number of consecutive times the refresh has failed.

  • A suggested action to take to address the cause of the failure, such as updating embedded credentials or a file path, and a link to Tableau Online to take the action.

When receiving email about data sources refreshed by Tableau Bridge, there will be some differences. For more information, see Differences for Tableau Bridge refreshes later in this topic.

Enable refresh failure emails

As a site admin, you have the ability to enable (or disable) refresh failure emails for your site using the procedure below. If you opt in, each user can potentially opt out from receiving refresh failure emails from his or her individual account.

  1. Sign in to Tableau Online as a site admin and click Settings.

  2. Under Refresh Failure Notification, select or clear the Send email to data source and workbook owners when scheduled refreshes fail check box.

Differences for Tableau Bridge refreshes

For extract data sources that are refreshed through Tableau Bridge, notifications vary in the following ways:

  • In addition to refresh failure emails, data source owners will receive email warnings for the following two scenarios:

    • Tableau Bridge client is not running: When an upcoming scheduled refresh can't start because the client associated with the extract data source is not running.
    • Incomplete refresh: When a scheduled refresh hasn't completed after a specified amount of time. For more information, see Configure email alerts for incomplete extract refreshes.
  • For a particular extract data source, Tableau Online sends email about the first five consecutive refresh-related issues (i.e., refresh failures, alerts because the client is not running, or alerts because the refresh hasn't completed yet) on the first day. If the extract data source continues to have refresh issues after the first day, Tableau Online sends one email per day.

  • A data source owner can received up to 10 emails, one email per extract data source with active and consecutive refresh issues, in one day. The time period of one day is 24 hours starting at the time of the first refresh issue.

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