Use Admin Insights to Create Custom Admin Views

As a site administrator, you can get more visibility into your Tableau Online deployment by using Admin Insights. Admin Insights is a project that is pre-populated with two data sources and pre-built workbook of your site's data. Using the data sources or workbook, you can create custom views to help answer common questions you might have about your site: 

  • What's my Tableau Online adoption rate?

  • What are common trends around my site’s deployment?

  • What content is popular?

  • What are my users doing?

  • How should licenses be allocated?

Enable the Admin Insights project

Before you can begin using the Admin Insights project, your site must be activated for at least 30 days and have 5 or more users (purchased seats).

After the above criteria is met, you can enable the project.

  1. As a site administrator, sign in to Tableau Online and go to the Status page.

  2. Under Admin Insights, click the Create Project button to enable the Admin Insights project and begin the process of creating the project.

    Note: Creating the Admin Insights project can take up to two hours to complete. If, after two hours, you don’t see the new project on this page or from the Explore page, refresh the page.

After the project has been created, the Admin Insights content is visible to site administrators only. For more information about extending project permissions to non-site admins, see Set Permissions on Individual Content Resources.

What's included with the Admin Insights project

The Admin Insights project is comprised of the following:

  • TS Events—an extract data source that contains data about your site activity such as sign-ins, publishes, and accessed views.

  • TS Users—an extract data source that contains data about your users such as remaining licenses, site roles, and workbooks and views owned by a user.

  • Admin Insights Starter—a pre-built workbook that contains views based on the TS Events and TS Users data sources to help you get started analyzing your site's data.

    Note: After the Admin Insights project has been enabled, Tableau strongly recommends that you move the pre-built workbook to a different project or rename the workbook. Doing so helps ensure that your changes are preserved and do not get overwritten by periodic updates Tableau makes to the workbook. For more information, see Use Admin Insights to Create Custom Admin Views later in this topic.

Data freshness

The TS Events and TS Users data sources both contain up to 90 days' worth of data about your site on any given day. These data sources are updated once a day.

Because the Admin Insights Starter uses the TS Events and TS Users data sources, the data used by the workbook is always up-to-date. Periodically, Tableau updates the workbook itself. For more information, see Use Admin Insights to Create Custom Admin Views later in this topic.

Considerations when managing the Admin Insights project

While the Admin Insights project functions just like any other project on your site, Tableau recommends you consider the following while managing the project:

  • Move the Admin Insights Starter to a different location. If you plan to make updates to Admin Insights Starter, Tableau recommends that you either 1) move the workbook to a different project or 2) rename the workbook. Doing one of these tasks ensures that your changes are preserved and do not get overwritten by periodic updates that Tableau automatically makes to the workbook. For more information, see Use Admin Insights to Create Custom Admin Views.

  • Use caution when moving data sources. If you move the TS Events or TS Users data sources outside of the Admin Insights project, Tableau will be unable to refresh them. The data sources are also periodically updated by Tableau. To ensure the data sources are refreshed daily and your changes are preserved, keep the TS Events and TS Users data sources in the Admin Insights project.

    Note: You can always create new data sources based on the TS Events and TS Users data sources if you need to enrich the data sources with custom calculations or data from your organization.

  • Use caution when deleting the project. Deleting the project permanently removes the Admin Insights folder and all of its contents from your site. If you decide to enable the Admin Insights project again, Tableau creates two new data sources and a new workbook.

  • Designate other users, including users who are not site admins, to access and create content for the project. For example, allow a user to create new views based on the TS Events and TS Users data sources. For more information about changing project permissions, see Set Permissions on Individual Content Resources.

Admin views versus Admin Insights

The pre-built admin views (that you access from the Status page) and the Admin Insights project are both valuable tools for monitoring the health and activity of your Tableau Online site. One tool does not replace the other.

To determine which tool to use, Tableau recommends the following:

admin Views Admin Insights
  • General site activity, site performance, and disk space usage
  • Extract performance
  • Tableau Bridge traffic and extract-related activity
  • Troubleshooting
  • Site traffic, adoption, and reach
  • User roles and login activity
  • Publishing-related activity

Delete the Admin Insights project

If you no longer need the Admin Insights project, you can delete it from your site. Be aware that deleting the project permanently removes both data sources (TS Events and TS Users), the pre-built workbook (Admin Insights Starter), and all other workbooks and data sources that have been saved to the Admin Insights project. If you change your mind, however, you can create a new Admin Insights project at any time.

  1. As a site administrator, sign in to Tableau Online and go to the Status page.

  2. Under Admin Insights, click the Delete Project button to permanently remove the current Admin Insights project from your site.

Connect to Admin Insights data

If you're a site admin or someone who has been granted access to the Admin Insights project, you can access the Admin Insights data sources directly from Tableau Online using Web Authoring or through Tableau Desktop.

From Tableau Online

  1. Sign in to Tableau Online and navigate to the Admin Insights project.

  2. Select Create > Workbook and select one of the data sources to get started.

From Tableau Desktop

  1. Open Tableau Desktop, under Connect, select Tableau Server.

    Note: If you're not already signed in to Tableau Online, in the Tableau Server Sign In dialog box, click the Tableau Online hyperlink. Enter your Tableau Online credentials and then click Sign In.

  2. In the search box, type "TS Events" or TS Users" and press Enter or Return.

  3. Click the sheet tab to get started.

Start creating custom admin views

As you think about how you want to approach your analysis of your site and user metrics, consider some of the following questions that site admins commonly ask about their sites:

  • What are the most popular views or data sources?
  • Who are the most active users (i.e., who are the power users)?
  • What are the most common tasks performed on the site?
  • How many licenses are being used?
  • Who hasn't signed in to the site in more than 90 days?

Explore the pre-built workbook

To help you answer the above questions (and more), go to the pre-built workbook to see what kind of insights it can offer.

Explore the data sources

Alternatively, you can connect to the Admin Insights data directly. Explore the data on your own by hovering over each field (both dimensions and measures) to read a description of the data that's being captured.

You can then follow the example procedures below to start creating your own custom views.

Example 1: What are the most popular views?

  1. Connect to the TS Events data source using one of the procedures listed above in Connect to Admin Insights data.

  2. From the Data pane, drag "Item Name" field to the Rows shelf and "Number of Events" field to the Columns shelf.

  3. From the Data pane, drag "Field Type" to the Filters shelf, remove the selection next to the All check box, and select the Data Source check box.

Example 2: How many licenses are being used?

  1. Connect to the TS Users data source using one of the procedures listed above in Connect to Admin Insights data.

  2. From the Data pane, drag "Measure Names" to the Rows shelf and "Measure Values" to the Columns shelf.

  3. Right-click the "Measure Names" field in the Rows shelf and select Show Filter.

  4. Click the Measure Names filter drop-down menu, and select Customize > Show Apply Button.

  5. In the filter, select "Total Allowed Licenses" and "Total Occupied Licenses" check boxes, and then click the Apply button.

Get updates to the Admin Insights Starter

Periodically, Tableau makes updates to the Admin Insights Starter. The updates are automatically applied to the Admin Insights Starter workbook in the Admin Insights project. Updates can include new fields or field descriptions, new views, updates to existing views, and more.

To make sure you get the latest updates to the Admin Insights Starter and none of the changes you make to the workbook are overwritten, follow the steps described below.

Step 1: Prepare for updates

In order to preserve the changes you make to your workbook and avoid these changes from being overwritten by Tableau, Tableau recommends that you do one of the following tasks:

  • Move the workbook to a different project
  • Rename the workbook

To maintain both your changes and Tableau's latest workbook improvements, you'll need to repeat one of the above tasks after each update that Tableau makes.

Step 2: Check for updates

As part of its update process, Tableau recreates and then adds the Admin Insights Starter to your Admin Insights project.

If you've moved or renamed the workbook, a new "Admin Insights Starter" is added to your Admin Insights project. You can verify the new workbook by its modified date or by its publish date in revision history. The site administrator that owns your Admin Insights project is listed as the owner of the revision.

Step 3: Use Revision History to undo changes (optional)

If you were unable to move or rename the workbook before Tableau replaced the Admin Insights Starter or you don't care for the update, you can use revision history to revert the changes. For more information about revision history, see Work with Content Revisions in the Tableau User Help.

Step 4: Manually make or move your changes to the latest Admin Insights Starter

To ensure that your changes are reflected in the same workbook as the changes made by Tableau, you'll need to follow the procedure below.

  1. In the latest version of the Admin Insights Starter workbook, you do can do one or both of the following:

    • Manually make the changes that you made in your version of the workbook to the latest version of the workbook.
    • Export the sheet from your version of the workbook and save it to the latest version of workbook. For more information about exporting sheets, see Export and import sheets between workbooks in the Tableau User Help.
  2. Move or rename the latest workbook again so that any new updates Tableau makes to the Admin Insights Starter does not overwrite your changes.

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