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Tableau Server: Everybody's Install Guide 
> Tasks > Alerts, Monitoring, and Tuning

Alerts, Monitoring, and Tuning

So you’ve finished setting up users and extracts and Tableau Server seems to be humming along—now you can relax, right? Almost. This chapter describes how to monitor the health of Tableau Server. In theory, the steps in this chapter are optional: you don't have to set up alerts or keep your finger on the server's pulse. But we really recommend that you spend the effort to do so, because it will go a long way toward ensuring that things keep humming along and will provide useful information that you can use to tune server performance.

In this chapter

Alerts: Get notifications for server events

Alerts are email notifications that you receive when something happens on Tableau Server. You can set up alerts for when the server is running out of disk space and for when server processes stop or start. These conditions often mean that there is an immediate problem.

Note: We discuss alerts in this section as a tool for getting information about server health. But as an entirely separate benefit, users can also make use of alerts. After you set up alerts, your users can subscribe to views to periodically receive a snapshot of views they are interested in on a recurring basis.

To send alerts, Tableau Server must connect to a mail server, also known as a Simple Mail Transfer Protocol (SMTP) server. An SMTP server is a service that you can send outbound email messages to. It then relays the messages to whoever they're addressed to. (It doesn't handle incoming email.) To set up alerts, you must configure Tableau Server to communicate with your SMTP mail server.

SMTP information you'll need

Many organizations already have an SMTP server in-house. Before you continue, ask your IT department if there is an SMTP server that you can use.

Here's the SMTP server information that you need from your IT department:

  • The server address. This is often something like smtp.example.com or mail.example.com, but other addresses are also possible.

  • The port. This is 25 for most servers.

  • A user name.

  • A password.

Some servers don't require a user name or password because they are only meant for internal use.

You'll also need to decide on a from address for the alerts that the server sends. When people receive an alert email from Tableau Server, this is the name that's on the from line of the message. Because alerts are simply informational, you generally don't need to worry about who's on the from line, so people use addresses like no-reply@example.com or tableau-admin@example.com.

After you get the SMTP server information from your IT department, you can use the Tableau Server Configuration utility to set up alerts. This is the same utility you used during the installation process and when you set up SSL (if you did).

Step 1: Stop the server

  1. Stop Tableau Server. (In the Windows Start menu, search for Stop Tableau Server.)

  2. In the Windows Start menu, search for Configure Tableau Server.

Step 2: Configure SMTP information for Tableau Server

  1. In the Tableau Server Configuration utility, click the SMTP Setup tab.

  2. Enter the information that you received from your IT department.

  3. In the Send email from box, enter the email address that you want all server emails to be sent from. For example, you might enter tableau_admin@example.com or no-reply@example.com.

  4. In the Send email to box, enter the email address or addresses that you want server-health emails to be sent to. For example, you might enter your own email address and the email address of your IT person.

  5. Click OK.

  6. Start Tableau Server (in the Windows Start menu, search for Start Tableau Server.

Step 3: Set up alerts

In the Tableau Server Configuration utility, click the Alerts and Subscriptions tab. We recommend that you select all the checkboxes on this tab to enable all alerts. You'll know that alerts are working when you restart Tableau Server and receive an email.

.If you do select all the check boxes, here are the alerts that get activated.

Subscriptions to views

Users can periodically receive a snapshot of views that they're interested in. This can be useful if your users want to see information about views on a recurring basis. For example, users can get a view in their inboxes every week.

See the Additional resources section at the end to read more about how users can set up subscriptions.

Server component events

For installations of Tableau Server on a single computer (as described in this guide), you can receive a notification when Tableau Server processes stop or start. Because part of the server must be running to send an alert that processes have stopped, you only see notifications when the data engine, repository, and gateway processes stop. However, you see notifications for all Tableau Server processes that start. For installations of Tableau Server on multiple computers, which we're not covering in this guide, this setting also lets the administrator get notifications when individual Tableau Server processes stop responding.

Anytime that server processes stop or that the server restarts unexpectedly, you should investigate the cause of the restart. For example, you may discover that the Windows Server computer is configured to restart automatically after Windows updates—in which case you may want to schedule updates for off-peak hours.

Low disk space

You can receive a notification when the disk space on the server computer falls below a threshold that you specify. As a general rule, we recommend that the server computer maintain at least 20% free disk space. The farther that the disk space falls below this threshold, the more likely that the server's performance will be affected. Eventually, the server may even stop responding.

Step 4: Restart the server

On the Windows Start menu, click All Programs > Tableau Server 10.2 > Start Tableau Server. If alerts are configured correctly, Tableau Server sends an email titled "Multiple services on your-server are UP."

Monitoring: Keeping tabs on server health

When you monitor a server, you keep an eye on the parts of a server that signal whether the server is performing badly or running into problems. These things that you keep an eye on are often called performance counters, and include things like how many resources are being used by the server, how much your users are interacting with the server, and more. For example, if you notice that your server is using 100% of its CPU capacity for long periods of time, you know that there is a problem.

This section focuses on only the most important performance counters of a Tableau Server installation. These counters provide enough information that you can be reasonably sure that your server will continue to run without problems, and they also provide insight into how you can tune the performance of your server. In both cases, we advise that you focus on understanding what is normal for your particular server environment rather than on trying to follow rigid guidelines.

Administrative views

Administrative views are views that are built into Tableau Server and that provide an easy way for you to start understanding activity on Tableau Server—whether the activity comes from users or from server tasks like extracts.

  1. Sign in to Tableau Server as a server administrator.

  2. Click Status. Tableau Server displays a list of administrative views.

Here are the most important administrative views that you should look at when monitoring Tableau Server:

Traffic to views

Use this view to identify peak hours for user traffic. (This is easier if you use the Time Range filter. For example, in the screenshot below, the filter is set to Last 3 months.) If you know when users need your server most for their work, you can make sure that you schedule things like extract refreshes (which can take up server resources) for when usage is lightest.

For example, in the screenshot, you can see that peak hours are between 1 PM and 3 PM. You can also tell that there is less traffic in the mornings than in the afternoons, and that traffic drops sharply outside of business hours. Conclusion: if this were your data, you'd want to set your extract refresh schedule for the period between 11:00 PM and 6:00 AM.

Background tasks for extracts

Use this view to identify times of the day when extract refresh tasks take longer than usual and to identify extract refresh tasks that did not complete. If there are peak times for extract refresh tasks, distribute the extract refresh schedule so that fewer extracts run at the same time.

Alternatively, if individual extracts are taking a long time, see if you can use Tableau Desktop to reduce the amount of data pulled into the extract—for example, you can sample rows, hide unused fields, and aggregate data for visible dimensions.

If you notice that there are particular extract refresh tasks that do not complete, try to connect to the data source from outside of Tableau Server to confirm that the connection information is correct and that the data source is available.

For example, in the screenshot you can see that many extracts are failing, but you can also see that the failed extracts had very short runtimes. This might indicate that the data source for those extracts is unavailable.

Stats for load times

Use this view to identify which views are loading slowly. This helps you pinpoint workbooks that are very processing-intensive for the server—inefficient workbooks are one of the most common reasons for poor server performance. (We list some resources later that can help you optimize and troubleshoot workbooks.)

Alternatively, it may be that a view is not processor-intensive but takes a long time to load because of data source constraints. You can use some of the suggestions we provide later in the Windows performance monitoring section to see whether there's a spike in CPU usage while a view is loading. If there isn't a spike, the view is not processor-intensive and you should examine the data source. You can also use extracts to avoid making live requests to a slow data source.

For example, in the administrative view below, you can use the exact load times for views to see that the top views load significantly more slowly than the rest.

Windows performance monitoring

So far the monitoring information that we’ve looked at has been gathered by Tableau Server. However, you can also use the Windows Performance Monitor (PerfMon) included with Windows Server to monitor server processes and resource utilization.

You can use PerfMon to gather very detailed information about every part of a server installation, including how often the computer is using the CPU, how much memory is being used, and even information about each Tableau Server process. For those who are new to PerfMon, it works by taking a snapshot of selected processes at regular intervals.

The first step in using PerfMon is to set up a data collector set, which is how PerfMon stores the data that it collects. To collect information about Tableau Server processes with PerfMon, Tableau Server must be running when you create the data collector set.

Step 1: Create a new data collector set

  1. Click the Windows Start menu and search for "performance".

  2. Right-click Performance Monitor and then click Run as administrator.

  3. In the left pane, click Data Collector Sets.

  4. In the right pane, right-click User Defined, click New, and then click Data Collector Set.

  5. In the Create new Data Collector Set wizard, enter a name for the data collector set. For example, you might enter Tableau Server Performance.

  6. Select Create manually (Advanced) and then click Next.

  7. Under Create data logs, select Performance counter, and click Next.

Step 2: Select performance counters

  1. Set the sample interval to 30 seconds.

  2. Click Add.

  3. Select performance counters from the list.

    The following table lists some performance counters that we recommend for tracking Tableau Server performance.

    Category Performance Counters Notes

    Logical Disk

    Current Disk Queue Length

    Disk Read Bytes/sec

    Disk Write Bytes/sec

    The number of outstanding write requests and the amount of bytes read and written to the server’s hard disk. Select these counters for the disk on which you installed Tableau Server (referred to as the instance in PerfMon).


    % Committed Bytes in Use

    Available MBytes

    The percentage of virtual memory in use, and the amount of memory available in megabytes.
    Processor Information

    %Processor Time

    % Processor Utility

    The percentage of time that the processor spends active, and the percent of processing capacity being used by the processor.


    % Processor Time

    Private Bytes

    The percentage of processing capacity being used by a particular process, and the amount of memory reserved for the process. Select these counters for the following processes (referred to as instances in PerfMon):

    • backgrounder (Backgrounder)
    • dataserver (Data server)
    • redis-server (Cache server)
    • tdeserver (Data engine)
    • vizqlserver (VizQL Server)

    To select each performance counter:

    1. Double-click to select a category in the drop-down list.

    2. Select the performance counter or counters that you want to use.

    3. Under Instances of selected object, if appropriate, select the process (or instance) that you want to collect information about.

    4. Click Add.

    5. Click OK and then click Next.

Step 3: Save the data collector set

  1. Browse to the directory where you want to store the data, and then click Next.

    Important: You must store the data in a place that's accessible by Tableau. For example, you might want to store the data on a network drive. If you don't have a network drive mapped, right-click This PC and select Add a Network Location.

  2. Click Finish.

  3. In the left pane of the main Performance Monitor window, select the data collector set that you created.

  4. In the right pane, right-click the performance counter DataCollector01 and then click Properties.

  5. Select Comma separated as the log format and then click OK.

Step 4: Run the data collector set

In the left pane, right-click the name of the data collector set that you created and click Start. The Windows Performance Monitor tool starts monitoring your server and storing information in the location that you specified.

Step 5: Analyze the data

Finally the moment that you’ve been waiting for! Open the log file for the data collector set in Tableau Desktop and start analyzing.

The following section provides some guidelines and recommendations for how to improve server performance based on the data that you collect.

Tuning: Tweaking the server for better performance

Because no two server environments are identical, we can't provide hard and fast rules for tuning server performance. Instead, we recommend that you look for patterns in the data that you collected from the administrative views and from Windows Performance Monitor.

For example, are there recurring spikes? Do any of the patterns that you notice in the administrative views correspond to similar patterns in Windows Performance Monitor? Try to foster a philosophy of observing, testing, and incremental tuning.

In the end, most performance tuning for Tableau Server boils down to two general approaches:

  • Optimizing for user traffic. This tunes the server to be responsive to users who are publishing and (especially) viewing workbooks.

  • Optimizing for extract refreshes. This tunes the server to put its horsepower to work in updating data extracts from a database or other source.

Rendering views and refreshing extracts generate the most load on the server, so you should optimize for the task that your organization is most interested in.

Optimize for user traffic

Here are some signs that you should optimize for user traffic:

  • During peak traffic hours, overall resource utilization for the processor and memory are consistently high.

  • The VizQL server process has a high percent processor time and large amount of private bytes dedicated.

  • Spikes in user traffic noticeably affect view load times.

If you're seeing evidence of this type of activity, try making the following changes one at a time and observing how they affect performance.

Refresh the cache less often

If your users do not always need the most up-to-date data, you can improve the performance of views by configuring Tableau Server to cache and reuse data as much as possible.

  1. Stop Tableau Server and open the Tableau Server Configuration utility.

  2. Click the Data Connections tab.

  3. Select Refresh less often as the caching option.

  4. Click OK.

  5. Restart Tableau Server.

Increase the number of VizQL server processes

The VizQL server process is responsible for loading views and responding to user interaction, so adding more processes may help when dealing with many users. Because VizQL server processes can consume a lot CPU and memory, though, adding too many processes could end slowing down the server. Start by adding one server process at a time and measuring the effect with more performance monitoring.

  1. Stop Tableau Server and open the Tableau Server Configuration utility.

  2. Click the Servers tab.

  3. Click Edit.

  4. Increase the number of VizQL server processes by one.

  5. Restart Tableau Server.

Optimize for extract refreshes

Here are some signs that you should optimize for extract refreshes:

  • Extracts are failing or taking a long time to finish.

  • The backgrounder process consistently has a high percentage of processor time.

  • The VizQL server process has a low percentage of processor time and small amount of private bytes dedicated, even during peak traffic hours.

If you're seeing any of these things, try the following.

Adjust the extract refresh schedule

Use the administrative view for extracts to identify optimal times for running extracts. In addition to running extracts in off-peak hours, you can distribute the running of extract refreshes to minimize concurrent server load. If extract refreshes continue to cause problems, reduce the frequency of extract refreshes as much as possible.

  • Schedule extracts for times when the server isn't busy. (Use the administrative view to check traffic.)

  • Reduce the frequency of refreshes.

Configure extract refreshes to run in parallel

When you create an extract refresh schedule, ensure that the refresh runs in parallel execution mode.

Increase backgrounder processes

  1. Stop Tableau Server and open the Tableau Server Configuration utility.

  2. Click the Servers tab.

  3. Click Edit.

  4. Increase the number of Backgrounder processes by one.

  5. Restart Tableau Server.

Continue to Open for Business!

Additional resources