My previous blog Project (1/10) : Differences between Project Leader and owner talked about differences between project leader and project owner. This blog details out the permission details that project leader has.
Before dive into details what project leaders are allowed to do, remember this golden rule – project leader and owner got all the permissions.
Project leaders and project owner have the followings permissions for all content (workbook, data source, flow, metrics) published within the project) :
- Add or change extract refresh frequency
- Project leader/owner can’t add or change overall server schedule (for example, can’t add hourly refresh schedule if it does not exist) but change refresh frequency (from example, from daily refresh 6:00am to 7:00am or to weekly frequency)
- Change workbook (same for data source, flow, metrics) owner
- When workbook owner changes team or leaves company, project leader/owner are supposed to change the workbook owner to someone else in the team
- If workbook has embedded credential, the embedded credential will be deleted after owner change that will cause extract failure, etc. You will need to re-embed your database credential.
- Sometimes the workbook owner change can be two step process: Change to yourself as project leader, then change the other user.
- Change embedded data source user/password
- Modify any workbooks (web edit or using Desktop)
- This can be super useful when workbook owner is on vacation or not available but you have urgent need to update the workbooks
- It is two-step process when you overwrite someone else’s workbook even you have the permission to do so:
- The ‘Save’ button will grey out so you will have to click ‘Save As’
- Click ‘Save As’, then type exact the same workbook same as what it was
- Pop up warning if you want to overwrite, click Yes
- Then ‘Save’ button will show, click ‘Save’ to overwrite
- Delete workbooks
- Yes. Project leader/owner can delete any workbooks in the project. This is very handy when there is a need to clean up things.
- Self-service comes with accountability. Mistake can be made here to delete actively used workbooks
- Tableau server will not warn you during deletion even the workbook is actively used.
- Change workbook or data source or flow permissions
- Move workbook
- When move workbook from project A to B, you need to be project leader for both project A and B
- Restore old revision
- Lock or unlock project permission
- There is no Undo for this action
- When lock project permission from ‘Customizable’, all existing permissions will be lost and all workbook permissions will be changed to project level permission. Strongly recommend to take some screenshots before this action as there is no undo.
- Leverage the option to allow lock the nested project or not, that is the biggest small feature, I will have separate blog to talk about that feature
- Certify or uncertified data sources
- Only project leader/owner can certify or un-certify data source
- Tableau has no feature associated with certified data source, other filtering during searching
- Create or delete sub project folder
- Project owner can delete project that the user is owner of while project leader can’t delete the project
- However project leader can delete sub project (aka nested project)
- Add or remove project leaders
- It is possible that you add John as project leader, then John just removed you out of project leader role. A lot of trust among project leaders. As best practices, I will recommend to keep max 3 project leaders for any project
- Change project owner – only project owner has this permission
Pls continue reading next blog Project (3/10) : Project Leader/owner and their site role