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To access SIA Tableau reports please complete this access request form. Some Tableau reports may be owned by different teams:
For access to:
You will need to be on the campus network or the virtual private network (VPN) in order to gain access to the MI Gateway.  Further information on using the VPN is available at: http://www.york.ac.uk/it-services/connect/vpn/
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Introduction

This user guide is designed to support users in navigating Tableau Server to easily locate the workbooks they require.

For support on using workbooks please see Tableau Workbook Support.


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titleTableau Structure

Tableau’s structure is below:Image Removedconsists of sites, projects, workbooks and views.
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Sites
There are multiple different tableau Tableau sites managed by different teams (including granting access to workbooks). This training is focused on the SIA site. Using the navigation panel you can switch between different sites.


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Projects
Within a site there are multiple projects. These are a way of organising similar content on Projects are folders which allow organisation of similar content within a site. Within a project there will be multiple workbooks which all relate to that project. The project structure within the SIA Server Site mostly reflect the student life cycle. for example we have a folders called Applications, Attainment and Progression, Continuation and Completion, and Enrolments as well as projects called League Tables and Student Experience. When exploring reports in Tableau Server, use theses project names to help guide your search to relevant reports. 

Workbooks
A workbook sits within a project and will contain multiple views which will present various views of data on the same topic.Views
A view displays different ways of visualising data as well as allowing area. Workbooks are often referred to as reports so these terms are used interchangeably. 

Views
Views are the individual dashboards contained within a workbook. They visualise data and allow for interaction via filters.

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titleSIA Projects

Below is a list of SIA Projects, depending on your access level you may not be able to view all of these projects on Tableau Server. If you require access please complete this access request form

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titleNavigation - Explore Page

The Explore page allows you to navigate between different projects to search for specific workbooks. There are various features to help you narrow down your search:

  • Switching between list view/grid view
  • Sorting workbooks/projects into different orders
  • Filtering using keywords/dates/details

Depending on your level of access, different projects will appear on the explore page. 

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  • Site: this displays the site currently being viewed. The site can be changed using the arrow which displays a drop down menu
  • Navigation pane: this allows navigation to different sections of Tableau
  • Search box: this can be used to search for specific views, workbooks or projects
    • View mode: use this to change the view mode of the explore page from a list to a grid

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    Once you're in a workbook you can navigate back to the explore page using the breadcrumb trail.

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    2.

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    1. Breadcumb trail: this shows which project the workbook you're viewing belongs to. It can also be used to navigate back to the project to view other workbooks
    2. Favoutie: clicking this star will favourite a workbook. If a star is grey (as it appears in the screenshot) then this workbook has been added to your favourites
    3. Extract Refresh date: this displays when the data extra was last refreshed
    4. Views: this displays the different views within the workbook
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    titleWorkbook
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    titleViews
    Search Bar

    As well as using the Explore page you can use the search bar to find a view or workbook. The search panel will show the most relevant results ordered by how many views they've had recently to help you find the most relevant report. Please note that both workbooks and views are show in the search panel so make sure you're selecting the correct result: 

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    You can also search for 'tags' within the search bar. When workbooks are published, members of SIA assign them tags made up of relevant keywords (for example, the NSS Analysis workbooks would have the tags 'Survey' and 'Students'). If you're unsure of the workbook name, try searching for possible tags and review the workbooks that are returned in the search panel. 


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    titleFavourites

    Projects, workbooks and views can all be added to your favourites. This , this is a useful way of saving workbooks that you’ll use often your most used workbooks all in one place. Favourites can be accessed using the navigation pane (they are also displayed on the home page). It is recommended that workbooks, rather than views, are added to favourites rather than views due to the titles of workbooks being more descriptive.

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    titleSites

    Navigate between sites using the navigation panel.
    Image RemovedTo favourite a workbook click the star next to the workbook title. Once you've added a workbook to your favourites it can be accessed using the navigation panel, they are also displayed on the home page. 

    To remove a workbook from your favourites click the star again.

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    Favourites can also be accessed while in another workbook using the favourites menu. This has a search function to easily find the workbook you're looking for.

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    titleExplore

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    Collections
    Collections can be created allowing you to group workbooks differently to their allocated projects. Collections don't alter the project structure, they just create a new way of accessing a workbook for you. You can access collections via the navigation panel, where you can create new collections and edit existing ones. To add a workbook to a collection use action button.

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    Collections are private unless you choose to share them. To share a collection use the three dots in the action column and enter the names of the people you'd like to share the workbook with. They will then be able to view the collection however the collection can only be edited by the owner.
    Please be aware that in a collection, people can only see the workbooks they have permission to access.

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    titleDownloads
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    titleDownloadsRecents

    Using the 'Recents' menu can be a really helpful way of finding a report you’ve used recently, especially if it’s not already in a collection or one of your favourites. 

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    If you have any questions or require further support please contact: 

    business-intelligence@york.ac.uk