Tableau v2020.3 released a super useful feature for Tableau server admins – Automatically Suspend Extract Refresh Tasks for inactive workbooks.  This blog explains how it works.

Why suspend extract refresh for inactive content? 

You may be surprised that how many of extracts are running daily or hourly while nobody actually uses the dashboards for the post month (I heard multiple server admins mentioned  about 40% before their archiving activities).  It has been a huge waste for your valuable Tableau backgrounders. Your active workbook extract delays can be significantly reduced if those inactive content’s extract tasks are stopped. I am really glad to see this feature is available since v2020.3

How it works?

Since v2020.3, for each site you can enable Automatically Suspend Extract Refresh Tasks feature and specify the number of days, from 7 through 100, that a workbook should be inactive before extract refresh tasks are suspended. The default is 30 days.

How inactive counter works?

Any of the followings are considered as active usage:

• • • Setting up a new subscription 
    • Setting up a new data-driven alert
    • Viewing the workbook sheets
    • Download
    • Owner change
    • Move to new location

IMPORTANT NOTES: Active ongoing subscription or data-driven alert will reset the counter.

For example, a workbook has not viewed for 30 days but there is daily active subscription. The extract will not be suspended.”

Which kind of extracts in the scope?

Are there any auto notifications?

• An email notification is sent three days before the extract refresh schedule is suspended.
• Another email notification is sent when the extract refresh schedule is suspended.

Is there auto refresh resume with active usage again?

No. Active use will not resume the refresh automatically. Content owner can always add new extract refresh schedules at anytime after notification received if the owner knows active usage coming.

Re-cap: Now I can retire my Python scripts to stop extract refresh for inactive content due to this awesome Tableau server feature available now!!!