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

Task: Replace an existing data source in Tableau Desktop using the OneDrive and SharePoint Connector.

Instructions

Step 1 - Open the appropriate workbook in Tableau Server

Step 2 - Download the workbook and open it in Tableau Desktop

Step 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

Step 4 - For the local copy you just created, review and note any data source relationships on the “Data Source” tab.

Example 1 - 

sheet 1 test sample

 

Example 2 -

tableau server extract

 

Step 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

Step 6 - Close the Tableau Server data source (the one with the Tableau logo)

  1. Right click the data source
  2. Click “Close”

Step 7 - Open any sheet (not a dashboard)

Step 8 - Click new data source

Step 9 - Connect to the appropriate data source using the OneDrive and SharePoint Connector which is located under the “To a Server” section

connect tableau page

 

Step 10 - Recreate any previous relationships that were on the local source on the OneDrive/SharePoint source, if any exist

Step 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

Step 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.

Step 13 - Close the local copy

  1. Right click the data source
  2. Click “Close”

Step 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

Step 15 - Rename the data source (if necessary)

  1. Right-click the data source
  2. Click “Rename”

Step 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

Step 17 - Close the workbook in Desktop

Note: 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)

 

Need additional help?

Please use this link to contact the Tableau Support Team. Use the “Request Support” button to enter a question or support request.  

 

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