Image created by ChatGPT
Admin Insights Overview
Admin Insights is a Tableau Cloud project that includes curated data sources and pre-populated workbooks using your site's data. Here, we are focusing on the data sources so we can use them to create our own custom workbooks that meet our needs.
In general, the Admin Insights data sources show data from the last 90 days, although exactly what this means can differ depending on the data source and field.
For example, in TS Events, each row of data is one event performed by one user at a specific datetime (Cecily Santiago Published a Workbook on 2024-11-06 13:52:45), so this data source represents all the events that occurred on the Tableau Cloud Site in the 90 days before the data was pulled.
However, the TS Users table provides a snapshot of all the users on the Tableau Cloud Site at the time the data was pulled and stats about them aggregated over the past 90 days, although some of the fields may contain data from more than 90 days ago. Here are some examples of fields and how the date comes into play:
“User Creation Date” will remain populated and static, even if the user was created more than 90 days ago.
“Last Login Date” will show the most recent time the user logged in to the site as of when the data was pulled even if that login was more than 90 days ago.
“View - Last Access Date” will show the most recent time the user accessed a View if they accessed a view in the last 90 days. Otherwise, it will show NULL, whether they ever accessed a view or not.
“Access Events - Views” will show the cumulative number of times the user accessed a view in the last 90 days.
Now let’s dive into each of these three datasets. What I’m presenting is my best guess at a data dictionary. I investigated to confirm my understanding when possible, but there could still be errors. Due to the scope of my project, I am able to present a more detailed understanding of TS Events and TS Users than of Site Content.
TS Events
In this dataset, one row of data represents one event. The event types are Access, Create, Delete, Publish, Send E-Mail, and Update and an event occurs when an Actor (site user) performs one of these actions. Each event has a datetime. The unique identifier in this table is “Event ID,” which is a ten digit number.
Joining TS Events to TS Users and Site Content
These are the most common joins you would perform, although others are possible depending on what questions you want to answer.
Join TS Events to TS Users on "Actor User ID = User ID" to bring in details of the Actor for each event.
Join TS Events to Site Content on "Item ID = Item ID" AND "Item Type = Item Type" to get details of the item being acted upon in each event.
TS Events Data Dictionary
Please note that I have created this data dictionary based on my best understanding of the data. I have verified field meanings when I was able to, but have not checked everything. There may be errors or misinterpretations. I have included a "Confidence Level" for each field to show how sure of my interpretation I am. If you find an error, please reach out to me so I can correct it.
Field Name | Data Type | Meaning | Notes | Confidence Level |
Site Luid | String | Unique identifier for the tableau cloud site - only matters if you have more than one site | The same in each row | High |
Historical Project Name | String | The original name of the project that holds the item being acted upon when the project was first created | Moderate | |
Site name | String | Name of your tableau cloud site | The same in each row | High |
Actor User Id | Integer | The User ID of the user doing the action | High | |
Target User Id | Integer | If the action affected another user (i.e., Delete User), this is the User Id of that user | High | |
Actor User Name | String | The User Name of the user doing the action | High | |
Event Name | String | The type of action and what type of object it is acting on | Examples: Update Flow, Publish View, Access Data Source | High |
Event Type | String | The six types of actions | All Possible Values: Access, Create, Delete, Publish, Send E-Mail, Update | High |
Event Id | Integer | The unique identifier for rows in this table | High | |
Event Date | DateTime | DateTime of the event in UTC | High | |
Actor License Role | String | The type of license of the Actor | All Possible Values: Creator, Explorer, Viewer | High |
Actor Site Role | String | The assigned site role of the Actor | All Possible Values: Creator, Explorer, Explorer (can publish), Site Administrator Creator, Unlicensed, Viewer | High |
Item Type | String | The type of item the action is acting on. It is NULL when the action acts on a user, project, flow, etc. | All possible values: Null, Data Source, View, Workbook | High |
Item Id | Integer | The id of the item being acted on | High | |
Item LUID | String | The "Locally Unique ID" of the item being acted on | High | |
Item Name | String | The name of the item being acted on | High | |
Workbook Name | String | The name of the workbook the item being acted on is in, if applicable | High | |
Historical Item Name | String | The original name of the item being acted upon when it was first created | Moderate | |
Project Name | String | The name of the project where the item being acted upon is stored | High | |
Item Owner Id | Integer | The user id of the user who owns the item being acted upon | High | |
Item Owner Email | String | The email address of the user who owns the item being acted upon | High | |
Item Repository URL | String | Low | ||
Historical Item Repository URL | String | Low | ||
Admin Insights Published At | DateTime | DateTime this data was pulled | Seems to be local time - unsure | High |
Count of Distinct Actors | Integer | Number of actors doing the action | It’s always 1. Probably there to be used for counts | Moderate |
Event Date (local) | DateTime | Local DateTime the event occurred | Local to the user or where the cloud site is hosted? | High |
TS Users
In this dataset, one row of data represents one current user of the Tableau Cloud Site. This includes “Unlicensed” users but not deleted users. A user who owns content cannot be deleted, but they can be unlicensed, which means they will remain a listed user but will not have access to the site. “User ID” or “User LUID” can be used as unique identifiers in this table. This is a snapshot of the users and their info from the past 90 days.
This dataset also contains some global information about the site that is not user specific–various breakdowns of number of licenses at the time the data is pulled, the site version at the time the data is pulled. This data will be the same in every row.
Joining TS Users to TS Events and Site Content
These are the most common joins you would perform, although others are possible depending on what questions you want to answer.
Join TS Users to TS Events on “User ID = Actor User Id” to get the events for each user.
Join TS Users to Site Content on “User Email = Owner Email” or “User Email = Item Parent Project Owner Email” to get the site content each user owns.
TS Users Data Dictionary
Please note that I have created this data dictionary based on my best understanding of the data. I have verified field meanings when I was able to, but have not checked everything. There may be errors or misinterpretations. I have included a "Confidence Level" for each field to show how sure of my interpretation I am. If you find an error, please reach out to me so I can correct it.
Field Name | Data Type | Meaning | Notes | Confidence Level |
Site Luid | String | Unique identifier for the tableau cloud site - matters if you have more than one site | The same in each row | High |
Site Name | String | Name of your tableau cloud site - matters if you have more than one site | The same in each row | High |
Allowed Creators | Integer | Number of creator licenses you have access to | The same in each row - this includes used and unused licenses | High |
Allowed Explorers | Integer | Number of explorer licenses you have access to | The same in each row - this includes used and unused licenses | High |
Total allowed licenses | Integer | Overall number of licenses you have access to | The same in each row - this includes used and unused licenses | High |
Allowed Viewers | Integer | Overall number of viewer licenses you have access to | The same in each row - this includes used and unused licenses | High |
User ID | Integer | A unique identifier for users. | High | |
User LUID | String | Another unique identifier for users. | “Locally unique identifier” | High |
User Email | String | The email address of the user. | High | |
User Name | String | The user name of the user | Coincides with User Email but may have different capitalization | High |
User Friendly Name | String | Last Name, First Name | High | |
User Creation Date | DateTime | DateTime the user was added to this site - can be further back than 90 days | Unsure if UTC or Local time zone | High |
User Account Age | Integer | Number of days from User Creation Date until the data was pulled | High | |
Last Login Date | DateTime | Date time of last login - can be further back than 90 days | Null means never logged in | High |
Days since last login | Integer | Number of days from Last Login Date until the data was pulled | Null means never logged in | High |
User license type | String | The license type the user is assigned as of when the data is pulled | Creator, Explorer, Unlicensed, Viewer Unlicensed means they no longer have a license | High |
User Site Role | String | The site role the user is assigned as of when the data is pulled | Creator, Explorer, Explorer (can publish), Site Administrator Creator, Unlicensed, Viewer Unlicensed means they no longer have a license | High |
Projects | Integer | The number of projects the user owns as of when the data is pulled | Moderate | |
Data Sources | Integer | The number of data sources the user owns as of when the data is pulled | Moderate | |
Certified Data Sources | Integer | The number of certified data sources the user owns as of when the data is pulled | Moderate | |
Size of data sources (MB) | Decimal | Total MB for all data sources the user owns as of when the data is pulled | Moderate | |
Workbooks | Integer | Number of workbooks the user owns as of when the data is pulled | Moderate | |
Size of workbooks (MB) | Decimal | Total MB for all workbooks the user owns as of when the data is pulled | Moderate | |
Views | Integer | Total number of Views the user owns as of when the data is pulled | Moderate | |
Access Events - Data Sources | Integer | Total number of times the user has accessed a data source in the 90 days before the data was pulled | High | |
Access Events - Views | Integer | Total number of times the user has accessed a view in the 90 days before the data was pulled | High | |
Publish Events - Data Sources | Integer | Total number of times the user has published a data source in the 90 days before the data was pulled | High | |
Publish Events - Workbooks | Integer | Total number of times the user has published a workbook in the 90 days before the data was pulled | High | |
Data Source - Last Access Date | DateTime | Last time the user accessed a data source in the 90 days before the data was pulled | NULL means they have not accessed a data source in the 90 days before, but may have done so previously. This is probably in UTC | High |
Data Source - Last Publish Date | DateTime | Last time the user published a data source in the 90 days before the data was pulled | NULL means they have not published a data source in the 90 days before, but may have done so previously. This is probably in UTC | High |
View - Last Access Date | DateTime | Last time the user accessed a view in the 90 days before the data was pulled | NULL means they have not accessed a view in the 90 days before, but may have done so previously. This is probably in UTC | High |
Workbook - Last Publish Date | DateTime | Last time the user published a workbook in the 90 days before the data was pulled | NULL means they have not published a workbook in the 90 days before, but may have done so previously. This is probably in UTC | High |
Web Authoring - Last Access Date | DateTime | Last time the user used Web Authoring in the 90 days before the data was pulled (UTC) | NULL means they have not used Web Authoring in the 90 days before, but may have done so previously. This is probably in UTC | High |
Total Traffic - Data Sources | Integer | Number of visits to data source this user owns - 90 days or all time? | Low | |
Unique Visitors - Data Sources | Integer | Number of users who visited data sources this user owns - 90 days or all time? | Low | |
Total Traffic - Views | Integer | Number of visits to Views this user owns - 90 days or all time? | Low | |
Unique Visitors - Views | Integer | Number of users who visited a View this user owns - 90 days or all time? | Low | |
Admin Insights Published At | DateTime | DateTime the data was pulled. | Can be used as “As Of” date. Seems to be in Local Time | High |
Tableau Desktop - Last Access Date | DateTime | DateTime this user last accessed Tableau Desktop, even if more than 90 days ago. (UTC) | Unsure how it tracks desktop access | Low |
Tableau Desktop - Last Product Version | DateTime | Last version of Tableau Desktop this user downloaded or published from or signed into? | Unsure how it tracks this | Low |
Tableau Prep - Last Access Date | DateTime | DateTime this user last accessed Tableau Prep, even if more than 90 days ago. (UTC) | Unsure how it tracks desktop access | Low |
Tableau Prep - Last product version | String | Last version of Tableau Prep this user downloaded or published from or signed into? | Unsure how it tracks this | Low |
Pulse Metrics | Integer | Number of Pulse Metrics this user owns | Moderate | |
Site Version | String | Version of Tableau this site is on | Not user specific - the same in all rows | High |
Total occupied licenses | Integer | The number of licenses in use as of when the data was pulled | Not user specific - the same in all rows | High |
Total remaining licenses | Integer | The number of available licenses as of when the data was pulled | Not user specific - the same in all rows | High |
Occupied explorer licenses | Integer | The number of "Explorer" licenses in use as of when the data was pulled | Not user specific - the same in all rows | High |
Occupied Viewer Licenses | Integer | The number of "Viewer" licenses in use as of when the data was pulled | Not user specific - the same in all rows | High |
Occupied Creator Licenses | Integer | The number of "Creator" licenses in use as of when the data was pulled | Not user specific - the same in all rows | High |
Tableau Desktop - Last Access Date (Local) | DateTime | DateTime this user last accessed Tableau Desktop, even if more than 90 days ago. (Local time) | Unsure how it tracks desktop access | Low |
Tableau Prep - Last Access Date (Local) | DateTime | DateTime this user last accessed Tableau Prep, even if more than 90 days ago. (Local Time) | Unsure how it tracks desktop access | Low |
Web Authoring - Last Access Date (Local) | DateTime | DateTime this user last accessed Web Authoring in the last 90 days. (Local Time) | High |
Site Content
In this dataset, one row of data represents one item on the Tableau Cloud site. An item can be a Datasource, Flow, Project, View, or Workbook. This is a snapshot of the site content and its info from the past 90 days. “Last Accessed At” (UTC and Local) fields go back 90 days but other date fields, such as “Updated At” and “Last Published At” (both have UTC and Local time zone versions) go back to all time. This data source also gives information about the parent project and top level project for each item.
This datasource in important to use when evaluating stale content because it includes all items on the site, whereas TS Events only includes items acted upon in the 90 days before the data was pulled. If content is not being used, it will not appear in TS Events, but will appear in Site Content.
Due to scope and time restraints, I did not investigate this data source as deeply as TS Events and TS Users. Therefore, I have not created a data dictionary for this data source.
Joining Site Content to TS Events and TS Users
These are the most common joins you would perform, although others are possible depending on what questions you want to answer.
Join Site Content to TS Events on “Item ID = Item ID” and “Item Type = Item Type” to get events related to each item.
Join Site Content to TS Users on “Owner Email = User Email” to bring in info about the owner of each item.