Y24-389 - Add Production Data Source to Tableau

[harrietc52]

User Story As a developer, I would like to add a “Data Source” to our Tableau Production instance for the MLWH, which can be used to connect via for the Sample Tracking, (and Billing?) Report.

Who are the primary contacts for this story @harrietc52 @sabrine33 @khelwood

Who is the nominated tester for UAT Laura H

Acceptance criteria To be considered successful the solution must allow:

• [ ] A Production data source is created in Tableau
• [ ] Publish the UAT and Production Data sources into the DNAP folder, but grant global access to them.
• [ ] Both the UAT and Prod dashboards use those published data sources.

Additional context

This came from a user not being able to test on UAT, because the UAT data source has been published as its own object with its own permissions. It's been put in the DNA Pipeline project so only those in the DNA pipeline group can access it. The workbook is in the public area so that means someone can open the workbook, but then get denied access to the data. I’ve added her to the access list for the data source so it now should work.

Some alternatives

• We remove the extra UAT Data Source entity, and have UAT connect directly to the DB like Production does
• We add a Production Data source entity, like UAT does
• We move the UAT Data Source entity to the Public folder, to where the View/Dashboards are
• We do nothing, but for every new user testing in UAT, they have to be added to the DNA pipeline group access list which isn’t ideal

Matt F’s opinion:

So, There are a number of ways to organise data and workbooks on the server depending on what you want to do.

A tableau workbook (.tbw) has a connection to some data. This is called a tableau data source and can either be embedded in the workbook, or published separately. The advantage of publishing separately is that you can then have multiple workbooks and dashboards connected to that same data source. This means that you only have one single data source to manage, keep up to date, and from the server admin point of view, one daily extract (or whatever schedule is used) running. We do that with the Tableau QC Data source that has information about thousands of npg data and has dozens of workbooks using it.

Then on the server we have projects. These allow us to group content together for both access and organisation. By default each team has their own area with the default permissions so that everyone in that group can see the content published in that project. However, when a creator publishes their content they have the option to grant permissions to anyone to that content.

So based on those two things, my suggestion/preference would be.

Publish the UAT and Production Data sources into the DNAP folder, but grant global access to them. That way its clear who owns the datasource ,but allows anyone outside of DNAP to access it. Then have both the UAT and Prod dashboards use those published data sources. This would also mean that Laura and others could see the published data source and build their own reports of it.

This means one change, give All Users View access to the UAT data source and then its all available.

There are load of different ways orgs set up server, this is the one that I decided to use as it’s the most flexible, has a light control but promotes data sharing, collab, conversation etc. So seemed like a good way to go.

I’ve made the change to the UAT data source to be viewable by anyone.

For the publishing of the data sources and then repointing the workbooks to use it, that can be done by the workbook authors. But I can give some help on how to do it if that would be useful. There are about 4-5 steps .

[SujitDey2022]

@harrietc52 need to confirm if this is already Done.