Creating workflows for Tableau users

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You'll get visibility of your Tableau users by creating configurable workflows to automate tasks such as:

• • Onboarding and offboarding users.
  • Deleting users, such as inactive or underutilized users
  • Retrieving detailed user information, including the user’s last login and role.

Contents

1. Before you start
2. Creating workflows
   1. Create user workflows
   2. Creating Saas User workflows

Before you start

Before you create workflows, you need to have added your Tableau credentials to Oomnitza. Follow the steps in Adding your Tableau credentials to Oomnitza.

We recommend that you also create an extended integration for Tableau users. You can use the information retrieved in this integration to trigger workflows that can create, update, and deactivate users.

Creating workflows

Create user workflows

To create a user workflow, you must complete these steps:  

1. Click Configuration > Workflows 
2. Click Add  and select Users from the Objects list.
3. Drag and drop the API block onto the Sandbox.
4. Click Edit on the API block and enter Tableau in the search field. 
5. Select a preset:
   • Tableau Delete User from Site
   • Tableau Get User Info
   • Tableau Create / Add User to a Site
   • Tableau Update User
6. Enter the credentials you created in Adding your Tableau credentials to Oomnitza.
7. Your URL and API version is derived from the global variable you created in Adding your Tableau URL and Server Site ID as a global variable.
8. Select Advanced Mode.
9. Select the Information tab. Review and ensure that the properties referenced in this location, such as {{tableau_user_id}}, exists in Oomnitza and are populated with information before you run this workflow. You do not need to populate the {{cred_site_id}}as this is automatically populated for you.
10. Select the Response tab. You can access the complete response by inserting {{response}} in the Response field, and then selecting the Oomnitza field or variable that you want to map to. See Mapping positive and negative responses.
11. Click Save and connect the blocks
12. Edit the Begin block.
    1. From the Actions dropdown, select when your workflow is triggered. You can trigger workflows to run when a new record is added and when a record is edited or archived. You can also configure the schedule to run at a specific time by selecting Schedule.
    2. Optional. In the Rule criteria section, you can add a rule to trigger the workflow. For example, the Status is set to Active, or the Email address is [e-mail].
13. Validate the workflow and Activate it so that the workflow is live in your system.

Using the API block

Fig: Mapping the Create User response.

Using the Tableau Delete User from Site preset

The Delete User preset enables you to delete a Tableau user, by Tableau ID. This API can only be called by server administrators and site administrators.

The user to be deleted is referenced in the Advanced Mode > Information tab in the property{{tableau_user_id}}.You do not need to populate the {{cred_site_id}}as this is automatically populated for you.

You can’t remove a user from the server if they own content on any site on that server. You can remove a user from a site if they no longer own content on the site. For further information, refer to the Tableau API Documentation: Remove user.

Warning
If successful, this workflow returns a204 No Contentresponse code. Do not map a response in Advanced Mode > Response, as it will cause the content to fail due to no content.

Using the Tableau Get User Info preset

The Get User Info preset enables you to fetch a Tableau user, by Tableau ID. This API can only be called by server administrators and site administrators.

The user to be deleted is referenced in the Advanced Mode > Information tab in the property{{tableau_user_id}}.You do not need to populate the {{cred_site_id}}as this is automatically populated for you.

For further information, refer to the Tableau API Documentation: Query User on Site

Using the Tableau Create / Add User to a Site preset

The Create / Add User to a Site preset enables you to add a Tableau user to a site. This API can only be called by server administrators and site administrators.

When you select this preset you need to supply the user's username and role. 

You can assign the following roles: Creator, Explorer, ExplorerCanPublish, SiteAdministratorExplorer, SiteAdministratorCreator, Unlicensed, or Viewer.

There are different requirements for using this API depending on whether you use Tableau Server (local authentication and Active Directory) or Cloud. 

For example, if Tableau Server is configured to use local authentication, the information you specify is used to create a new user in Tableau Server. You can supply any name when creating the preset.

On the other hand, if Tableau Server is configured to use Active Directory, the user you specify is imported from Active Directory into Tableau Server. The name you supply must be the name of an existing user in Active Directory

If you are using Cloud, you need to supply the email address that the user will use to sign in to Tableau Cloud. This is then used to send an invitation link to the user.

It is recommended that you consult the API documentation before running this preset. See Tableau API Documentation: Add User to Site

Using the Tableau Update User (Tableau Server only)

The Update User preset enables you to update a Tableau Server user. This API can only be called by server administrators and site administrators (with some limitations for site administrators). Refer to Tableau API Documentation: Update user.

The user to be updated is referenced in the Advanced Mode > Information tab in the property{{tableau_user_id}}.You do not need to populate the {{cred_site_id}}as this is automatically populated for you.

There are different requirements for using this API depending on whether your Tableau Server is configured to use local authentication or Active Directory.

If Tableau Server is configured to use local authentication, you can update the user's name, email address, password, or site role.

If Tableau Server is configured to use Active Directory for authentication, you can change the user's display name (full name), email address, and site role. However, if you synchronize the user with Active Directory, the display name and email address will be overwritten with the information that's in Active Directory.

It is recommended that you consult the API documentation before running this preset. For further information, refer to the Tableau API Documentation: Update user.

Reference articles for workflows

• Mapping positive and negative responses
• Troubleshooting workflows 
• Using the API block

Creating Saas User workflows

Complete the following steps to configure the SaaS User Role block for Tableau. Configuration of this SaaS User Role block will allow you to capture the Tableau site role and last login in Oomnitza.

Prerequisites

Before you create a SaaS user workflow, you should have already run your extended user integration and selected User plus SaaS User to populate the Tableau software entry in the Software > SaaS menu.

To create a Saas User workflow using the Tableau User Role preset, complete the following steps:

1. Click Configuration > Workflows > Saas Users from the menu.
2. Click Add (+). The Begin and End blocks are automatically added to the sandbox.
3. Enter the name and a description of the workflow. 
4. Edit the Begin block by adding the rules that will trigger the workflow. For further information see SaaS User Roles.
5. Click the Blocks tab, and drag and drop the SaaS User Role retrieval block onto the canvas.
6. Click the Edit icon.
7. Enter Tableau in the search field and choose the Tableau User Role preset
8. Click the right arrow >.
9. Enter your Credentials.
10. Your Tableau information should be derived from the global variables you created in Adding your Tableau global variables or can be entered manually.
11. Select the Deactivate User checkbox to deactivate the SaaS user in SaaS > Tableau > Users if they are not found in your Tableau instance.
12. Click SAVE.
13. Connect the blocks.
14. Save, validate, and activate your workflow.

To view active Tableau users in the SaaS Users UI, complete the following steps:

1. Click Software from the menu.
2. Select the SaaS tab, and select your software entry for Tableau.
3. Click Users in the side pane. 
4. The Role and Last activity column will be populated with the user details to confirm that this user has been found in your Tableau SaaS.

Reference articles for creating workflows

• Creating SaaS user workflows.
• Offboarding SaaS users.