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Use Admin Insights to Create Custom 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 you 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: Enabling 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 projects is comprised of the following two data sources and workbook:

  • 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.

  • A workbook—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.

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.

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:

  • 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. To ensure the data sources are refreshed daily, keep the TS Events and TS Users data sources in the Admin Insights project.

  • 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.

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 , and any 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.

  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 Tableau Online in more than 90 days?

Explore the data sources and pre-built workbook

To get started answering some of these questions (and more), connect to the Admin Insights data, explore the data by hovering over each field (both dimensions and measures) to read a description of the data that's being captured, and then start creating your own custom admin views.

Alternatively, 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.

Stay in touch

After you enable and start using the Admin Insights project and data sources, sign in to the Early Feedback site to share your thoughts and ideas for improvement.