Control Access to Explain Data

Your access to Explain Data will vary depending on your site role and content permissions. Explain Data is always available to authors in Tableau Desktop. Authors with appropriate permissions can run Explain Data in editing mode in Tableau Online and Tableau Server.

Authors can also 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.

Who can access Explain Data

Explain Data is enabled by default at the site level. Server administrators (Tableau Server) and site administrators (Tableau Online) can control whether Explain Data is available for a site. For more information, Disable or Enable Explain Data for a Site.

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 who have the Run Explain Data permission capability 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 the Run Explain Data permission capability and 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 also can 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

A combination of settings must be enabled to make Explain Data available in editing mode and viewing mode in Tableau Online and Tableau Server.

Editing mode

Requirements for authors to run Explain Data or edit Explain Data settings in editing mode:

  • Site setting: Availability of Explain Data set to Enable. Enabled by default.
  • Site role: Creator, Explorer (can publish)
  • Permissions: Run Explain Data capability set to Allowed. Allowed by default.

Note: The Download Full Data capability for a Creator or Explorer (can publish) controls whether they see the View Full Data option in Extreme Values explanations. Viewers are always denied the Download Full Data capability. However, all users can see record-level details when the Extreme Values explanation type is enabled in Explain Data settings.

Viewing mode

Requirements for all users to run Explain Data in viewing mode:

  • Site setting: Availability of Explain Data set to Enable. Enabled by default.
  • Site role: Creator, Explorer, or Viewer
  • Permissions: Run Explain Data capability set to Allowed. Allowed by default.
  • Workbook setting: Allow Explain Data to be used in this workbook when viewed online selected in the Explain Data Settings dialog box. Not allowed by default.

Important: To allow all users (including Viewer site role) to run Explain Data in viewing mode, the workbook author must select the option Allow Explain Data to be used in this workbook when viewed online in the Explain Data Settings dialog box. For more information, see Enable Explain Data in viewing mode in published workbooks and dashboards.

Creators and Explorers with editing permissions and the Run Explain Data permission capability 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 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 the Explanation Types tab.
  2. Select Allow Explain Data to be used in this workbook when viewed online.



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

  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.

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 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 the settings icon. Or, click the Edit button in the Analyzed Fields view.



  2. In the Explain Data Settings dialog box, click the Fields tab.
  3. In the list of fields under Include, click 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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