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Tableau Help > Tableau Server Help > 
Site Administrator Guide > Manage Content Access > Set Web Edit and Related Access on Content

Set Web Edit, Save, and Download Access on Content

If you’re enabling web authoring functionality on your site, you can configure more precisely which users on the site have access to this functionality. Using site roles and permissions rules at the content level, you can grant or deny Web edit, Save, or Download capabilities on projects, workbooks, and data sources.

Note: This document strives to use the phrase Web edit only to specify the name of the capability in permissions rules, and web authoring to refer to the general functionality of creating and modifying workbooks on the server. However, you might otherwise see these two phrases used interchangably.

Why allow users to work on the server directly

As an administrator, your initial thought about allowing people to populate a site with content, seemingly indiscriminately, might be one of skepticism. However, with a few controls, you can limit where this is done, while providing important benefits that centralized content management offers both you and your users.

Web authoring pros and cons

For publishers and business users, some benefits of web authoring include the following:

  • It provides analyst teams who work collaboratively with a central location in which to provide input.

  • It enables people who do not have Tableau Desktop to connect to data sources and create workbooks.

  • It enables people to access content when they are away from their Tableau Desktop computer or VPN, whether on a computer or a hand-held device.

  • It can provide a framework for enabling consistency across Tableau reports.

    By making template workbooks available on the server, analysts can download or create new workbooks with data connections, branding, and formatting already in place.

For administrators, benefits can include the following:

  • Fewer Tableau Desktop deployments to manage and support.

  • Fewer computers that need to have database drivers installed.

  • Capacity to govern content.

  • More accurate monitoring of what people are doing with Tableau.

Some disadvantages to web editing include the following:

  • For analysts, web editing functionality is not as extensive as in Tableau Desktop (although it continues to evolve toward that parity).

  • For administrators, more people working on the server might mean upgrading systems.

  • Without publishing guidelines, content proliferation on the server is expected.

    This can confuse the people who rely on published Tableau dashboards and data sources, degrade server performance and data quality, and potentially affect data security.

Managing permissions to help users avoid content proliferation

To help users to avoid content proliferation on the server, many Tableau administrators use projects to allow varying levels of access to content. For example, one project can allow all users to edit and save workbooks; another can allow only approved publishers to save new content.

To get a better idea how this works, see the following resources:

Coordinate edit and save capabilities with site roles for the appropriate level of access

To edit, save, and download workbooks, users must have a site role that allows those actions, along with the capabilities—defined in permissions rules—that grant or deny editing-related access.

Site role access

  • When the appropriate permissions are set at the content level, the Publisher site role allows both Save (overwrite) and Save As/Download.

    Publishers can save (overwrite) only workbooks that they own. If a publisher edits a workbook owned by another user, only the Save As command is available, and they can save the workbook with a new name.

  • The Interactor site role allows downloading but not saving (neither overwriting existing nor saving changes to a new workbook).

Capabilities set on content

These capabilities coordinate with the site role to allow levels of editing and saving.

  • Web Edit determines whether users can edit workbooks directly on the server.

  • Download/Save As determines whether users have access to the Save As option while they are editing a view.

    Save As allows users to save changes they’ve made to an existing workbook as a new workbook on the server. It also determines whether they can open a workbook on the server from Tableau Desktop.

    Tableau treats saving like publishing, so to save new workbooks, users must have a site role of Publisher.

  • Save determines whether users can save changes to an existing workbook on the server (overwrite a workbook).

    To overwrite a workbook with changes made on the server, a user must have a site role of Publisher.

Configure site roles and permissions

Use the tables in the following sections to coordinate the site role with saving and editing capabilities.

Set these capabilities at the project level, using permissions rules.

Allow publishers to edit, save changes to, and download existing and new workbooks

Apply these capabilities to users who have the Publisher site role.

Capability For the project For specified workbooks in the project
Web Edit -

Allowed

Download/Save As -

Allowed

Save

Allowed

Allowed

Allow publishers to edit, save changes to, and download new workbooks, but not overwrite existing workbooks

Apply these capabilities to users who have the Publisher site role.

Capability For the project For specific workbooks in the project
Web Edit

-

Allowed

Download/Save As

-

Allowed

Save

Allowed

Denied

Important: In the “save but not overwrite” case above, allowing Save access at the project level is required for publishers to be able to publish workbooks from Tableau Desktop. To deny overwriting existing workbooks, you must deny the Save capability explicitly on each relevant workbook, and not lock permissions to the project. If project permissions are locked, permissions set on the project apply to all workbooks in it.

Allow interactors to download workbooks

Apply these capabilities to users who have the Interactor site role.

Capability For the project For specific workbooks in the project
Web Edit

-

Allowed

Download/Save As

-

Allowed

Save

-

-

The Save and Save As capabilities will be denied by the Interactor site role, even if you allow them on the content.

See also

Set Permissions on Individual Content Resources

Set Users’ Site Roles

Permissions Reference