Tableau User Guide: What should be in it

However interactive a Tableau Dashboard will look to you as a developer, their users will appreciate a little bit of information regarding the dashboard functionality, usage and underlying assumptions or methodologies used. Once you distribute your cool new dashboard they come into the hands of users may be experiencing the software for the first time.

To improve user engagement it is always advisable to distribute a user guide as well which should cover

(1)  What is in the Dashboard?

(2)  How can the user access the dashboard?

(3)  How does the user interact with the dashboard?

(4)  A more detailed explanation of all the tabs within the dashboard

(5)  Frequently Asked Questions

It could be sent as a PDF, hosted on your team site or be another tab within your Tableau workbook.

Let’s see what goes into each of the points mentioned above in greater detail.

(1)  What is in the Dashboard?

a.  Dashboard Overview

• Write what the aim/objective of the dashboard is and what the benefits are using it.
• Give a summary of the kind of analysis and what type of insights can be found within the dashboard
• Who is this dashboard for and the problem it is trying to solve for these users?

b.  Tableau Reader

• If you are distributing the dashboard using Tableau Reader and not a server then include a small note on what Tableau and Tableau Reader. Example below:
• Tableau is a business intelligence software that allows users to view dashboards which are visual, interactive and easy to use. 
• Tableau Reader is a free desktop application that you can use to open, and interact with, the data visualisations that are built in Tableau.  

c.  Distribution

• Include what the medium of distribution is E.g. is it via email, then include the email address. If it is a server, then include the link to the server.

d.  Frequency

• Include how frequently the dashboard is sent out and the frequency of underlying data refresh
• If the data included in the dashboard is in arrears then specify those nuances as well here

e.  Data Source

• Include a list of all data sources used in this dashboard

f.  Privacy and Confidentiality

• Include permission and data privacy notes here
• Write if the dashboard or the underlying data can be shared or re-distributed

g.  Questions and Feedback

-  Include contact details of the person the user can get in touch with if they have any question or feedback

(2)  How can the user access the dashboard?

a.  Include information regarding how to install Tableau Reader or the link to the Tableau Server

b.  If the installation is managed by an IT support team then include their contact details or the procedure involved to get Tableau installed onto a machine

(3)  How does the user interact with the dashboard?

Cover the following topics in this section and support it with screenshots wherever possible

a.  Filters and Parameters

The dashboards contain filters (in the form of drop downs or radio boxes) that allow you to select just the data category in which you are interested. For example: Select the options that you want from the filters and the view will automatically update. 

b.  Highlight

When you click on a graph, text or a legend for a graph, all of the graphical elements that are associated with that data point will be highlighted. To remove the highlighting, click again on the same graphical element

c.  Select

Similarly, when you select on a graph, text or a legend for a graph, all of the graphical elements that are associated with that data point will be updated (applicable in some cases only). Enter the ESC key to exit from the selection.

d.  Tooltips

If you hover your mouse over the graph you will see additional information. If you use your mouse and the control key to select several marks you can then choose to ‘keep only’ those items selected or ‘exclude’ the selected marks to further filter the data that you are viewing. Additionally, by clicking on the ‘View Data’ button you can see all the records that are used to build the view; these can then be downloaded into a CSV file.

e.  Export

On the dashboard, you can export the report and its data. Go to Worksheet>Export> and select one of the following options:

Image: This allows you to save an image of the current graph (with filters). (You may need to click a 2nd time.)

Data: The data feeding the report will open in a new window. This data can then be downloaded as a text file.

Crosstab: Transfer the data from the dashboard into Excel by selecting any of the data from the report.

f.  Print

You can quickly print all or part of the workbooks to PDF. Go to File>Print to PDF and select the size and orientation and the location you want to save the file.

(4)  A more detailed explanation of all the tabs within the dashboard

Under this section give a more detailed explanation of all the dashboard using call outs. Example is shown below 

(5)  Frequently Asked Question

Under this section, try to cover things about:

a.  Training 

E.g. If you need training on how to use Tableau and the dashboards, the ABC team are more than happy to set up a face to face session with you. Please send an email to [email protected] and one of the team members will contact you to set up a time and place that is convenient for you.

b.  What should I do if I think the figures shown in the dashboard are wrong? 

Include who should be contacted to communicate this

c.  Do I need any login details to access the dashboard? 

Yes or no, depending on whether the dashboard is accessed via a reader or yes

d.  How can I export the dashboard data in Tableau to Excel? 

E.g. In Tableau Reader, go to Worksheet->Export->Crosstab to Excel. Make sure you click on the sheet you want to export the data from on the dashboard before exporting.

e.  Can I export the report as a PDF? 

E.g. Yes, in Tableau Reader, click File -> Print to PDF. 

Have I missed anything vital? Let me know in the comments below.

Take care.