Replacing Data Sources - Existing to OneDrive and SharePoint Connector

Summary

The intended audience for this article is for Tableau Developers. This article outlines the process for replacing an existing data source in Tableau Desktop using the OneDrive and SharePoint Connector. 

How-To

Instructions

1. Open the appropriate workbook in Tableau Server
    
2. Download the workbook and open it in Tableau Desktop
    
3. Create a local copy of the data source you are looking to replace
   1. Go to a sheet
   2. Click on “Data” in the toolbar
   3. Hover over the data source
   4. Select “Create a local copy”
   5. Save wherever you store your local copies
       
4. For the local copy you just created, review and note any data source relationships on the “Data Source” tab.

Example 1:

Example 2:

5. Replace server data source with local copy
   1. Go to “Data”
   2. Click “Replace data source"
   3. Ensure the local copy is the replacement
       
6. Close the Tableau Server data source (the one with the Tableau logo)
   1. Right click the data source
   2. Click “Close”
       
7. Open any sheet (not a dashboard)
    
8. Click new data source
    
9. Connect to the appropriate data source using the OneDrive and SharePoint Connector which is located under the “To a Server” section

10. Recreate any previous relationships that were on the local source on the OneDrive/SharePoint source, if any exist
     
11. Replace local copy with the OneDrive/SharePoint version
    1. Go to “Data”
    2. Click “Replace data source"
    3. Ensure the local copy is the current
        
12. Review the data in the sheets to ensure that the data is correctly connected
    1. If not, review the data in the local copy to see how it's classified/connected/etc.
    2. If any fields were renamed, calculated fields were created, hierarchies created, etc. in the original source, you will have to rename or recreate these fields on the OneDrive/SharePoint source
       1. If you see fields in red on the OneDrive/SharePoint source, this means there are errors in finding those fields. Note any of these fields and refer to them on the local source to see how they are recorded and make the changes to the OneDrive/SharePoint source.
           
13. Close the local copy
    1. Right click the data source
    2. Click “Close”
        
14. Create an extract
    1. Go to “Data”
    2. Hover over the data source
    3. Click “Extract”
    4. Remove the filter(s)
    5. Click “Extract”
    6. Save wherever you store your extracts
        
15. Rename the data source (if necessary)
    1. Right-click the data source
    2. Click “Rename”
        
16. Publish the data source
    1. Go to “Server”
    2. Click “Publish data source”
    3. Review the location to ensure the folder is a Tableau Production Data folder in Server under the appropriate "Project". If not, change the correct one.
    4. Ensure the name is appropriate
       1. If there is an error message warning you that one with this name already exists, it’s okay to overwrite it
    5. Add a description, if necessary
    6. Choose a refresh schedule, if needed
    7. Review/Update the Authentication section
    8. Check checkbox named “Update workbook to use…”
    9. Click “Publish
        
17. Close the workbook in Desktop
    1. Do not save

Outcome

Your data should now be connected using the OneDrive and SharePoint Connector.
 

Further Readings 

Adding embedded credentials for OneDrive and SharePoint on Tableau Server
Read more from Tableau about the OneDrive and SharePoint connector 
The OneDrive and SharePoint connector allows Developers to connect to a their own data or a scheduled WebI report (Read More About Scheduling)

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