How to create Custom GL Access on Enterprise Dashboards

This page is intended to describe the basics of provisioning access to GL data, when that access becomes more granular than what is currently being granted in the data warehouse.

BEFORE YOU BEGIN

Use of this technique will require:

Tableau Desktop License
Creation of an Automation Account in Snowflake - created by submitting a Help Desk ticket to the Data Warehouse team.

Highly recommended you follow along with this Powerpoint presentation which goes into much greater detail about how exactly to create custom GL security: Building Custom Reports - GL Monthly.pptx

Download the Workbook

All the resources will be created in a folder called AA Resources (AA = Automation Account), under *Financial project on Tableau Server:

Login to Data Source(s)

We currently have 5 GL data sources available to use here:

GL Labor Transactions, GL Monthly Total + Encumbrance, GL Transaction + Encumbrance, Labor SPAR Period, and Purchase Order.

And we have 3 custom dashboards available for use:

Custom GL Monthly Income Statement
Custom Labor Distribution
Custom Transaction Review

The Data Sources are set to “Prompt User” for credentials, which means that in order to even access this version of the dashboard, user MUST have an automation account (which is created by the DE team - Steven, Katie, William, or LeRoy).

Assign User Access

Within these 3 custom dashboards mentioned above, we have already created and applied User Filters, so that all people have to do is update the “who” and “what should they see” values in those User Filters. So, for example, if I want to grant Chad Burton access to see only Project ID 012089, I would just update the User Filter by Project Set.

If I wanted to also grant him access to sub-accounts under Project ID 012089, I would update the User Filter by Billing Set.

Publish to Tableau Server

Users must also be granted access to the Tableau Workbook that you are publishing, so when you publish, you must:

Update Permission to make sure they are aligned with what you would like to provide; and
Update the Data Source Authentication layer to Embedded password - this where you are applying you credentials to the workbook, so that you can then make it available your audience. (Note that if you do not do this, people will be prompted to enter a username / password when they go to the dashboard, and their account would be rejected).