Management information is primarily provided through Tableau Server. All data contained within Tableau is for internal use only and must not be shared outside the University. If you believe that data has been shared inappropriately or a security breach has occurred, you should follow the method statement on data loss and information security breach management.
If you believe access to management information will support you in your role, you should first agree this with your line manager or Head of Department (HOD). To apply for access to Tableau, please submit a Tableau request form.
Default access is provided to projects (read folders) in Tableau, which mostly reflect the student life-cycle. Some data requires additional security. If you require access to Athena Swan data, for example, please contact business-intelligence@york.ac.uk.
There can be a number of reasons that you cannot access a Tableau Workbook. The most common are:
Increasingly, people are picking up mail off campus on a mobile device or from home. To be able to remotely access secure areas, a user has to be connected to the VPN.
Solution: As part of communications, emphasise that a member of staff needs to be either on campus or using the VPN and point them to the instructions provided by IT Services.
This is author error so it is always worth getting another person to test a URL.
Solution: Ask a colleague to check a memo/web page prior to it going live.
Sometimes if an email is passed between clients, the address can get chewed up and an address gets split over 2 lines within an email with the result that the web link no longer works.
For example, www.bbc.co,uk ends out as:-
Solution: If a Workbook address is long, give the address on a web page. It is also possible to use a URL shortener like bit.ly.
For example, it is agreed that a communication is sent out exclusively to all HODS so all HODS are given access to the Workbook in advance.
Once the communication goes out, a HOD forwards the message to all members of his/her department. However, members of the department will not be able to see it.
Solution: As part of the communication, indicate that the Workbook is locked down and if other people require access, they should complete the Tableau access request form.
Solution: It may be that the workbook you’re interested in is managed by another team, such as HR or Admissions. Contact the relevant teams to request access. It may also be that the workbook in question requires additional permissions to view, for example, the Athena Swan data. Please contact business-intelligence@york.ac.uk to request additional permissions.
Solution: Ask the person to shut down ALL their web browser sessions and restart their browser. N.B. They need to shut down all sessions - sometimes a browser window can sit behind an Excel sheet etc.
Restarting the browser should eliminate any caching issues and they will have access.