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Set Project Default Permissions and Lock the Project

As an administrator or project leader, you can organize a related workbooks and data sources in projects. You can then set a project’s permissions—including the default permissions that will be set on child projects you create under that project, and workbooks and data sources published anywhere in that project hierarchy. You can further lock the top-level project, at which point only administrators and project leaders can change permissions, and only at the top-level project.

Administrators and users with the Project Leader permission can lock permissions to a project. For more information, see Permissions in Project Hierarchies.

In this article

Prerequisite

The remaining sections in this article assume that you have already created your user groups. For a best practice recommendation for creating groups, see Steps to coordinate projects and groups in the topic Configure Projects for Managed Self-Service.

For related information, see the topics listed at the end of this article.

Set the default permissions for a project

These steps focus on our recommended practice of assigning permissions to groups; however, you can assign permissions to individual users the same way.

Before you can complete these steps, you must create your groups, as mentioned in Prerequisite.

  1. While you’re signed in to Tableau Server as an administrator or project leader, select Content > Projects.

  2. In the Projects page, on the actions menu (. . .) for a project, select Permissions.

  3. Click Add a user or group rule, select Group, and then select the group or name from the list.

    For an existing group, open the actions menu, and then select Edit.

  4. Select a permissions role for Project, Workbooks, or Data Sources, and then click Save.

    To create a custom set of capabilities, select the Project, Workbooks, or Data Sources labels to expand the permissions view. Click capabilities to set them to Allowed, Denied, or Unspecified. Click Save.

    The following image shows how to set project permissions. The same general steps apply for workbooks and data sources.

    Note: To change the settings after saving, open the group’s or user’s actions menu (. . .), and then select Edit.

  5. View the effective permissions:

    Select a group name or user name in the permission rules to see the resulting user permissions.

    Expand the Project, Workbooks, or Data Sources permissions views to see individual capabilities.

    Hover over a capability box to see a tooltip with details on whether a capability is allowed or denied.

  6. Follow the same steps to configure additional permission rules for more groups.

Lock or unlock permissions on a project

  1. Sign in to your Tableau Server site as an administrator or project leader, in the Projects area, click a project’s Actions () menu, and then select Permissions.

  2. Click Edit Content Permissions.

    Image: Edit Content Permissions button on the Permissions page

  3. In the Content Permissions in Project dialog box, select Locked to the project, and then click Save.

  4. To unlock content permissions for the projects, click Edit Content Permissions again, and select Managed by owner.

    The default permissions are reapplied to workbooks and data sources in the project, and their permissions are now editable.

Permissions roles you can set at the project level

Permissions roles are built-in templates that assign a common set of capabilities on content. You can assign them only at the project level, for the project itself, and the workbook and data sources in it.

Template Description

Project Leader

Allows the user or group full access to the project, its child projects, and content published into that project hierarchy.

Editor

Allows the user or group to connect to, edit, download, delete, and set permissions for data sources or workbooks in the project.

They can also publish data sources, and as long as they are the owner of a data source they publish, can update connection information and extract refresh schedules. This permission is relevant for views when the view they access connects to a data source.

Publisher

Allows the user or group to publish workbooks and data sources to the project.

Connector

Allows the user or group to connect to data sources in the project.

Viewer

Allows the user or group to view the workbooks and views in the project.

None

Sets all capabilities for the permission rule to Unspecified.

Denied

Sets all capabilities for the permission rule to Denied.

Capabilities you can set for a project

The three capabilities you can set specifically for a project are: View, Save, and Project Leader.

Capability Description

View

Allows the user or group to view the workbooks and views in the project. The View capability must also be allowed for the individual workbooks and views in the project.

Save

Allows the user or group to publish workbooks and data sources to the server and overwrite content on the server. The Save capability must also be allowed for the individual workbooks and data sources in the project.

When allowed, the user with a site role that supports publishing can re-publish a workbook or data source from Tableau Desktop, thereby becoming the owner and gaining all permissions.

Subsequently, the original owner's access to the workbook is determined by that user's group permissions and any further permissions the new owner might set.

This permission also determines the user's or group's ability to overwrite a workbook after editing it on the server. For related information, see Set Web Edit, Save, and Download Access on Content.

Project Leader

Allows the user or group to set permissions for all items in the project, lock project permissions, and edit default permissions.

See also

Content Permissions and Ownership

Use Projects to Manage Content Access

Configure Projects, Groups, and Permissions for Managed Self-Service