Schedule Flow Tasks

Note: Starting in version 2020.4.1, you no longer need the Data Management Add-on to publish flows to the web. As a Creator, you can also create and edit flows directly on your server. If you want to schedule flows to run on your server, the Data Management Add-on is required. For more information authoring flows on the web, see Tableau Prep on the Web.

To schedule flows to run at a specific time or on a recurring basis you can create scheduled tasks. Scheduled tasks rely on pre-configured schedules. In Tableau Server, schedules are created by the System Administrator. For information about how to create schedules on Tableau Server, see Step 3: Create Schedules for Flow Tasks(Link opens in a new window).

In Tableau Online, to assign a flow to a schedule, select one of the pre-defined schedules provided with Tableau Prep Conductor. New schedules cannot be created in Tableau Online.

Starting in version 2021.3, you can now link flow runs together when scheduling tasks to run flows one after the other. See Schedule linked tasks in this topic.

Schedule a flow task

  1. From the Scheduled Tasks tab, click New Task.

    If the output step isn't assigned to a task, you can also create a new task from the Overview page. On that page, in the Schedules field, click Create new task.

  2. In the New Task dialog, on the New Task tab, select a schedule from the drop-down list.

    Tableau Server

    Tableau Online

  3. Select one of the following options:

    Note: Starting in version 2020.2.1 and later, if one input is configured to use incremental refresh and it is associated with multiple outputs, those outputs must be run together and must use the same refresh type. Otherwise the flow will fail.

    • Automatically include all output steps for this flow:(default) Select this option to include all current and future output steps for this flow in the scheduled task. As new output steps are added to the flow over time, they are automatically included in the schedule when it runs.

    • Select the output steps to include in this task: Select this option to manually select the output steps to include in this scheduled task. Then select the output steps to include in the flow task.

      To include all output steps in the flow task, select the check box next to Output Steps. This area can't be edited if the Automatically include all output steps for this flow radio button is selected. Select the other radio button to enable this section.

  4. (version 2020.2.1 and later) Select a Refresh Type. For more information about these settings, see Refresh Flow Data Using Incremental Refresh .

    • Full refresh (default): Refresh all data and create or append data to your table based on the flow output setting.

    • Incremental refresh: Refresh only the new rows and create or append data to your table based on the flow output setting. The incremental refresh option is only available when the flow is configured to use this refresh type.

      Note: Tableau Prep Conductor runs a full refresh for all outputs regardless of the run option you select if no existing output is found. Subsequent flow runs will use the incremental refresh process and retrieve and process only your new rows unless incremental refresh configuration data is missing or the existing output is removed.

  5. Click Create Task to create the scheduled task.

Schedule linked tasks

Supported in Tableau Server and Tableau Online version 2021.3.0 and later.

Note: Server Administrators must enable this functionality on the Settings page and linked tasks must be enabled on flow schedules in the Schedules dialog. Site administrators can turn off this functionality for individual sites on the Site Settings page. See Step 2: Configure Flow Settings for your Tableau Server and Step 3: Create Schedules for Flow Tasks.

Use the Linked Tasks option to schedule up to 20 flows to run one after the other. Easily set up your flow list by selecting your schedule, then select downstream flows to run in the order you choose.

Flows run in the order specified in the list. Use the menu to move flows around in your list or add new upstream or downstream flows to the list at any time.

Select the outputs that you want to include in the flow run and configure the settings to tell Tableau what to do with remaining flows in the schedule when the previous flow run fails.

 

  1. From the Scheduled Tasks tab, click New Task.

    If the output step isn't assigned to a task, you can also create a new task from the Overview page. On that page, in the Schedules field, click Create new task.

  2. In the New Task dialog, on the Linked Tasks tab, select a schedule from the drop-down list. Only schedules that are enabled for linked tasks are shown.

    Tableau Server

    Tableau Online

  3. Click the Select output steps drop-down to select the flow outputs to run. By default, all flow outputs are included. To select specific outputs, clear the Include all current and future output steps for this flow check box.

    The flow where the task is initiated is automatically set as the first flow to run, but you can use the menu to change the run order after you add other flows to your list.

  4. Select your refresh type from the following options:

    Note: If one input is configured to use incremental refresh and it is associated with multiple outputs, those outputs must be run together and must use the same refresh type. Otherwise the flow will fail.

    • Full refresh (default): Refresh all data and create or append data to your table based on the flow output setting.

    • Incremental refresh: Refresh only the new rows and create or append data to your table based on the flow output setting. The incremental refresh option is only available when the flow is configured to use this refresh type. For more information, see Refresh Flow Data Using Incremental Refresh

      Note: Tableau Prep Conductor runs a full refresh for all outputs regardless of the run option you select if no existing output is found. Subsequent flow runs will use the incremental refresh process and retrieve and process only your new rows unless incremental refresh configuration data is missing or the existing output is removed.

  5. Set your flow failure options:

    • Add data quality warning: Select this option to set a warning message on the flow so that users of the data are aware of issues. The message remains until the flow runs successfully. If the flow already has a data quality warning, this option shows selected and can't be turned off.

      Click the Flow run monitoring icon to open the Data Quality Warning dialog and enter your text.

    • Stop remaining tasks: Select this option to prevent the downstream tasks in the list from being queued to run.

    • Email me: Email notifications are automatically sent to the flow owner when the flow fails, is suspended, or is canceled.
  6. Click the drop-down for the 2nd task to add your next flow. Flows that use the previous flow's outputs are shown automatically or click View all flows to see all available flows. Select one or more flows and click Add.

    You can also click the Add Next Task button to add more flow run tasks to your list.

  7. Click the Edit icon next to your new flow to expand the Options pane and repeat steps 3-5 to configure your flow run options.
  8. (Optional) Click the drop-down next to any numbered task to open the menu to change the order of your flow tasks or insert new tasks between existing tasks.

  9. Click Create Tasks to create the scheduled linked tasks.

Who can do this

  • The Server administrator can do this on all sites on the server. The Site administrator can do this on sites they have access to if the site settings to allow users to publish and schedule tasks is enabled.
  • For linked tasks, the Server administrator can do this on all sites where the server settings to allow users to schedule linked tasks is enabled. The Site administrator can do this on sites they have access to if the site settings to allow users to schedule linked tasks is enabled.
  • Flow owners and project leaders can create flow tasks for flows or projects that they own respectively.

For more information, review the following articles:

Site administrators, flow owners, project leaders, can create flow tasks for the flows and projects that they own respectively.

For more information, see Set Users' Site Roles(Link opens in a new window) and Content Ownership and Permissions(Link opens in a new window)

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