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Having trouble?

Use this guide to help answer your common questions about using Tableau Reports

 

Featured Question(s)

I want to download the data I see in a report...

Solution 1:

  • Use the "Download" button in the top-right hand corner of the report
  • This option is available on both Public and Campus reports

Tableau Download Button Example

 Click here for instructions on using the "Download" button...

The Download option offers five formats:

  • Image
  • Data
  • Crosstab
  • PDF
  • Tableau Workbook

Tableau Download Menu Example

Format Descriptions:

ImageDownloads an image of the view in .png format
DataOpens a preview of the data in a new window/tab with an option to download a .csv file.  May include more information than what is displayed in the report.  If are authorized to see "Full Data," the option to do so will be available as a tab in the preview window.
CrosstabDownloads a formatted .csv file
PDFDownloads a PDF of the dashboard or selected sheets.  Additional options are available when selecting PDF.
Tableau WorkbookNot available on most reports

Download Tips:

  • The Data and Crosstab options are designed to export the information form one report element (graph or table) at a time, even though a report can hold multiple elements.  Make sure you are exporting data from the element that you want.
  • If the Data or Crosstab options are not available (greyed out), make sure that you have selected a report element.  If no report element is selected, Data and Crosstab will be unavailable.
  • When downloading a PDF, you can change the "Include" option from "This View" to "Specific Sheets" and select one, multiple, or all sheets at the same time.
  • When downloading a table with a scrollbar, downloading a PDF of just the "Table" sheet will include the entire table across multiple PDF pages.

Solution 2:

  • Use the "View Data" button that appears in the pop-up menu
  • This option is only available on Campus reports.  It is not available on Public reports.

Tableau View Data Button Example

 Click here for instructions on using the "View Data" button...
View Data View Data Button Example Mini
  • The View Data option is similar to the Data option described in the Download section above.
  • When selecting View Data, a preview window/tab is opened with an option to download a .csv file. If are authorized to see "Full Data," the option to do so will be available as a tab on the preview page.
  • The most important thing to understand about the View Data option is that it provides the data for exactly what you have clicked on, down the specificity of a single cell.  For this reason, it is important to be aware of what you have selected. 
  • If you want to select an entire table, for example, you would need to carefully click in a place that highlights the entire table, or use Ctrl+Click and/or Shift+Click methods to select each and every row or column.

Notes:

  • This solution is only for downloading the data you see on the report page.
  • This is different than wanting to download the data "behind" or "underlying" the report.
  • For these additional data needs, see the section on "Drill-Down" below.


Getting the most out of Tableau

 I want to mark a report as a "favorite"

Solution: Click the "star" (star) icon next to the project name in the "Tableau Server View" (a.k.a. "Power User View"). If you are in the default "Campus Report Navigator View", you will need to click on the "View in Tableau" button with the Tableau Logo first in order to switch to the Tableau Server view.

Notes: We recommend that you use the star at the Workbook level, not the tab-view level. This way the name of the workbook is saved to your favorites list (e.g. "University Employees"), not the tab name (e.g. "Graph", "Table", etc.)


Click the image to expand

 I want to share my report including the filters I'm using

Solution: Save your view using the instructions in the next section, then use the "Share" button to share your view.

Notes: The "Share" button does not capture your filters exactly as they appear when you click the share button, instead, it captures your filters as they were the last time you saved your view. Changes you make between saving your view and clicking the share button will not be saved. If you do not save your view at all, the share link will simply display the default report.

 I want to save my report filters as a custom "view"

Solution: Use the "View" button in the top toolbar to name and save your view.

Notes:

  1. Change a filter or option on the report you are viewing
  2. Select the "View" button in the top toolbar
  3. Name your view
  4. Make it your default view if desired (optional)
  5. Save your view

Please don't make your view public to the entire university. You can still share your view using the share link.

Use the "View" button again to switch between views, or to reset to the default view.


Click the image to expand 

 I want to view definitions for the data included in a report and/or the report itself

Solution: Click the "Report Definition" tab in Tableau or visit www.datadocs.umd.edu.


Click the image to expand 

Access, navigation and troubleshooting

 Campus reports are not loading!

Issue:

  • When you are trying to log-in to Campus Reports from reports.umd.edu, you see a blank page or browser error message.
  • This could be due to your VPN connection.
  •  Users who are not on a campus network (wired or wireless) must use VPN.

Blank Page Example

Blank Page Example

 Firefox Loading Error

 Firefox Loading Error

Chrome Loading Error

Chrome Loading Error

Solution: Solution:

  1. If you are already connected to the Cisco AnyConnect VPN, first disconnect from the VPN. 
  2. Then connect using the following instructions:  
    1. Click "connect" on the Cisco AnyConnect VPN tool.  Select any "Group" from the drop-down box.
    2. You will be required to send a MFA "push" to your DuoMobile app on your phone, or enter a code from the DuoMobile app or MFA token.

VPN Example

Click the image to expand

Tips:

  • Once connected, your connection should hold for at least 24 hours unless you turn off your computer or put it to sleep.
  • If you're making a presentation off-campus or using a different computer than you normally use (such as equipment at a podium), don't assume the Cisco AnyConnect VPN tool will already be installed. Bring your computer or a recording/slideshow as a backup.
  • Visit the Support: VPN & MFA page for more information.
 I get an error (or nothing appears) when visit Campus Reports (i.e. when I click "Proceed to Executive Reports")

Solution:  


After you click "Proceed Executive Reports"

 -

If you are on the correct VPN, you should either see a fully loaded page or a blue button.




 -

If you see a blank page, or browser error message, you are most likely on the wrong VPN.  See the FAQ for VPN & MFA page for more information.


 -

In rare situations, you may see an error message with an orange button advising you to "Sign In" or "Try Again".  However, clicking these orange options creates a loop between the "Sign In" and "Try Again" options, and does not actually let you log in.  In this case, you should close your browser completely, use another browser, or use your browser's "Private" or "Incognito" mode to log-in.


(Click the images to expand)


 I'm new to the Campus Report Navigator page

Solution:

  1. Use the “house” button in the upper right to navigate back to the Terms of Service campus landing page.
  2. Use the Tableau logo button to navigate to tableau.umd.edu – the full Tableau Server site for Power Users.
  3. Hover over the "I" button for general information.
  4. Use the drop down box under “Content Area” to identify the general report subject. A list of reports will populate click a report to see its details in panel #5.
  5. Report description, including direct links to the report. When you click any report link, the report will open in a new tab.
  6. Reports you have identified as a "favorite" (using the star icon in Tableau).
  7. Top 5 reports:
    1. Your top 5 viewed
    2. Campus top 5 viewed
    3. Campus last 5 updated

Click the image to expand


 I want to find an old Profiles report

Solution: 

 I don't know what all those symbols around the report mean

Solution: Use the image below to help discover common Tableau actions.

Click the image to expand


 I want to get back to reports.umd.edu from Tableau Server

Solution 1: If you still have the Report Navigator open after Tableau Server was opened in a new window, close the new Tableau Server window and/or navigate back to Report Navigator window.

Click the image to expand


Solution 2: Type in reports.umd.edu into your browser. The Tableau logo and "Home" link in the breadcrumb trail both go back to the Tableau Server home page.

Click the image to expand


Solution 3: Save the "Report Navigator" Workbook as a favorite. You can then access the Report Navigator from within Tableau Server.

Click the image to expand


 I want to open Report Navigator links in the same tab

Solution:  

  • Links from the Report Navigator are designed to open in a new tab/window so that you can compare multiple reports side-by-side.

Notes:

  • Once you are in the Tableau Server view, links will open in the same tab/window.
 

Drill-Down

 What is drill-down & how do I use it?

Solution:  

The drill-down feature allows authorized users to view the underlying data that was used to generate a report.  This generally includes information beyond what is displayed in the report.  In conjunction with the Data Docs information embedded in the Report Description tab, the drill-down view can be useful to help understand the report, to validate that it is showing you the information you expected, or to quickly get an additional piece of information. 

Note: Drill-down is not designed to be a full ad-hoc query tool to extract any conceivable piece of information on a topic.

To access the drill-down view, find the "Full Data" option via the instructions in the "I want to download the data I see in a report..." topic. The "View Data" method is shown in the video below.


 What is included and not included in the drill-down view?

Solution:  

  • Drill-down includes two sets of information.  All users can view and download a summary of the fields they selected.
  • Authorized users only can access a second tab of information called “Full Data” that displays all the underlying data that was used to generate the report, beyond what is displayed on the report.

Notes:

  • If you use the View Data option, the drill-down/Full Data view only shows you information for the fields, columns, or rows you selected.
  • The Full Data view is not filtered by college, department, or other criteria.  If you have access to student data, for example, you will be able to see the underlying student data for a given report for the entire university in the Full Data view.
  • The Full Data view does not include every conceivable piece of information on a particular topic.  For example, if student names were not needed to generate a particular report, student names may not appear in the full view.

  • You may need to click “Show all columns” in the Full Data view to see additional information.


(Click to enlarge image)

 How to request additional information to be included in the drill-down view

Solution:   If there is particular data that you feel would be useful in a drill-down view, please contact reportsupport@umd.edu.  For example, “Name” is a commonly requested field that users like to use to scan for when review the underlying data, even when it is not displayed in the report itself.

Note: The drill-down view is not designed to be a full ad-hoc query tool, and not all relevant information can be included in the drill-down view.

 What do the field prefixes mean in the Full Data view?

Solution:  Most fields use the name drawn from the original warehouse field.  In addition, the following prefixes are used:

  • TXT_ – This prefix indicates that the field was typed in directly by the report writer, and not drawn from any system.
  • CALC_ – This prefix indicates that the field is calculated by the report writer based on other data.

  “Drill Down” vs. “View Data” in Tableau

Solution:   Due to an unfortunate naming coincidence, Tableau also has a feature called “Drill Down” that allows you to split a year heading, for example, into quarters, and quarters into months.  This is generally not recommended, as it can crowd too many columns into a report that was only designed to show 5-10 year columns at a time, and may show date slices that do not have any data associated with them.


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