Managing Users

Everyone who needs to access Tableau Server; whether it's to publish, browse, or administer; must be added as a user. After you add users you can add them to groups to make it easier to manage. On the Users page, which shows all users on the server, you can add, edit, and delete users as well as add users to groups. Finally, you can also assign license levels and special rights on this page.

To see a list of all users on the server:

 

Note: By default, this list of users is private and can only be seen by administrators. You can make the list of users public in the Settings area of the Maintenance page.

 

Users may be listed across multiple pages. As you select users in the list they are added to a quick list in the upper right corner. The quick list lets you see how many users you have selected and easily remove users from the selection. Click the "x" button next to the username in the quick list to remove someone from the selection.

 

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You can also use the Search box at the top of the user list to quickly find a specific user in the list. Type all or part of the user's name and press Enter on your keyboard. You can use an asterisk (*) character as a wildcard in the search. For example, searching for John* will return all names that start with John.

 

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Add Users

Depending on how the server has been configured you can add users using the internal user management system (local authentication) or you can import from Active Directory.

Using Local Authentication

If the server is configured to use Local Authentication, you will either need to add each user one at a time or add multiple users using a comma separated value (CSV) file.

To add individual users:

  1. Click the Add User link at the bottom of the user list.

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  2. Type the following:


  3. Select a License Level for the user. Refer to License Levels to learn more about each level.


  4. Optionally grant the user the Publish right. Refer to Special Rights to learn more about special rights.


  5. Users that have an Interactor license level and the Publish right can be made an administrator. Select one of the following types of administrators:


  6. When finished click Add User.

    users9.png

To add multiple users:
  1. Create a comma separated value ( CSV) file that can contain the following columns (in the order shown):

    Note: The file can have fewer columns. For example it can be a simple list with one username per line. When the Server is using Active Directory authentication, the password column should be left blank. Quotes may be used if a value contains commas.User names and passwords are case sensitive and full names are optional.


  2. Click the Add users from CSV file link at the bottom of the user list.

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  3. Click the Browse button to navigate to and select the CSV file containing the user names and passwords. Click Open.

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  4. Click Check File to verify that the correct user names will be added to the server.

     
  5. When finished, click Import File.

 

Note: If the CSV file contains a user name that already exists on the server, the user's password will be reset with the information in the CSV file.

 

Using Active Directory

The easiest way to add users when using Active Directory authentication, is to import an Active Directory group. Refer to Managing Groups to learn more about importing groups from Active Directory. You can also add users one at a time.

To add individual users:
  1. Click the Add User link at the bottom of the user list.

  2. Type the Active Directory user name for the user you want to add.

  3. Select a License Level for the user. Refer to License Levels to learn more about each level.

  4. Optionally grant the user the Publish right. Refer to Special Rights to learn more about special rights.

  5. Users that have an Interactor license level and the Publish right can be made an administrator. Select one of the following types of administrators:

     

  6. When finished click Add User.

    users4.png

 

Note: If you are adding a user that is from the same Active Directory domain that the server is running on you can simply type the user name. In addition, if the there is a two way trust set up between the domain the server is using and another domain you can add users from both domains. The first time you add users from a different domain than the one the server is using you need to include the fully qualified domain name with the username. For example, domain.lan\username or username@domain.lan. Any subsequent users can be added using the domain's nickname. Refer to Editing Domains to learn more about managing domain names.

 

Delete Users

You can delete any users from server from the list of users page.

To delete users:

  1. Select one or more users to delete in the list.

  2. Click the Delete link in the Actions toolbar at the top of the list.

    users5.png

 

Edit Users

If the server is configured to use the internal user management system, you can edit the Display Name and Password for users after they have been added. If you are making a lot of changes it is easiest to import from a CSV file, refer to Add Users above. You can also edit the information for users one at a time.

To edit user information:

  1. Select a single user in the user list.

  2. Click the Edit link in the Actions toolbar at the top of the list.

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  3. Type a new Display Name and Password into the corresponding text boxes.

  4. When finished, click Update.

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Add Users to Groups

One way to make it easier to manage users is to group them. That way you can assign permissions to an entire group rather than each individual user. Refer to Managing Groups to learn how to create groups on the server.

To add a user to a group:

  1. Select one or more users in the users list.

  2. Click the Group + link in the Actions toolbar along the top of the list.

  3. Select a group to add the users to.

    users7.png

To remove users from a group:

  1. Select one or more users in the users list.

  2. Click the Group - link in the Actions toolbar along the top of the list.

  3. Select the group to remove the users from.

    users8.png