Share a Tableau workbook

Sharing Tableau workbooks without exposing Tallyfy data

Disconnect your Tallyfy Analytics data sources before sharing a Tableau workbook - recipients get all your visualizations and dashboard layouts, but connect their own credentials. Your connection details stay private.

Sharing methods at a glance

Method	Best for	Data protection
Data source disconnection	One-time sharing	Medium - structure visible, data removed
Filtered data extract	Recurring sharing	High - only selected data included
Tableau Server / Tableau Cloud	Team collaboration	High - centralized permission control
PDF/PNG export	Quick, read-only sharing	Complete - no data connectivity at all

Before you start

• Tableau Desktop installed
• Working Tallyfy Analytics connection in Tableau
• Visualizations and dashboards already built

Method 1: Disconnect data sources

This approach strips your data while preserving the workbook structure. Recipients reconnect with their own credentials.

Prepare your workbook

Confirm your Tableau workbook contains all the visualizations and dashboards you want to share.

Disconnect the data sources

1. In the Data pane, right-click each data source
2. Select Close to remove the connection

Alternatively, you can redirect the connection instead of closing it:

1. Go to the Data Source tab

2. Click the dropdown for each data source

3. Select Edit Connection

   

4. Change the connection path to a non-existent location

   

Save and share

1. Select File > Save As to preserve your original workbook
2. Give the copy a descriptive name (e.g., “Dashboard - no data”)
3. Share the saved .twb file with your recipients

What recipients see when they open it

Recipients will see connection errors when they open the workbook - that’s expected:

They can click to see full error details:

To reconnect their own data:

1. Click Yes when prompted to connect to data

   

2. Select Edit Connection and enter their own Tallyfy Analytics credentials

   

3. If Edit Connection doesn’t work, remove the existing connection and create a new one

   

4. Once connected, the dashboard populates with their data

Fixing data types after reconnection

After reconnecting, date fields like due_by and completed_on sometimes need their data types reset. This takes about two minutes:

1. Open the Data Source tab

2. Find the date fields (e.g., due_by, completed_on)

3. Right-click the field and select Change Data Type > Date & Time

   

4. Repeat for any other date fields

5. Verify that date-based calculations and comparisons work correctly

Other sharing methods

Method 2: Share a filtered data extract

Want to include some data but not everything? Create a filtered extract:

1. Create a Tableau Data Extract (.hyper file)
2. Apply filters to limit which rows and columns are included
3. Save and share the workbook with the embedded extract

Method 3: Publish to Tableau Server or Tableau Cloud

For enterprise-grade sharing with role-based access control:

1. Publish the workbook to Tableau Server or Tableau Cloud
2. Set user permissions to control who sees what
3. Recipients access dashboards through their browser
4. Enable or disable download capabilities as needed

Method 4: Export as PDF or PNG

For a quick, read-only share with no data connectivity:

1. Select Dashboard > Export
2. Choose PDF or Image format
3. Share the static file

Best practices

• Remove unnecessary sheets and dashboards before sharing
• Document which data sources recipients need and how to connect
• Test the reconnection process yourself before sending
• Strip out sensitive calculations or parameters
• Consider including sample data so recipients can verify the layout works

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