Video |

Tableau | Tool strategy

Assign role on sign in

With grant role on sign in, a licensed user just breezes straight through instead of hitting a denial of access on their first login.

Tim Ngwena •12 August 2020 •1 min read •4 min watch •1.6K

The grant-role-on-sign-in feature arrived in Tableau 2020.3 and requires the user to be a member of a group with the option enabled
Enable it via a group's Details page by ticking 'grant role on sign in' and choosing the role (e.g. viewer or admin)
An unlicensed user can sign in successfully but is denied access until assigned to a configured group; the role is then granted on their next login
This removes the need for an admin to manually change roles through a support-desk process
It works with Active Directory group syncing, so users can be assigned roles automatically on a schedule

0:00Hey, it's Tim here. And in 2020.3 Tableau

0:05have added the ability to have roles

0:07granted

0:08to users when they sign in. Now, in order

0:11to do this, they have to first be part of

0:13a group with this feature enabled. So I'm

0:15going to show you how to do that. You can

0:17see here I have two users on my test

0:19instance of Tableau online. What I'm going

0:21to do is

0:22I'm going to head to groups and you can see

0:23here that I have a new group coincidentally

0:25called new group. And if I click on that

0:27option, you'll see there's no member in the

0:30group

0:30at the moment. If I go to details, you'll

0:33see that I have this option here ticked for

0:35grant role and sign in for viewers. Okay,

0:38so you'll see that when they sign in, it's

0:40going to grant them the role of viewer, you

0:42can actually set this to another group, for

0:44example. So you can say when you add

0:46someone to an admin group, they

0:48automatically get

0:49signed an admin group, which is kind of

0:51useful now because you don't have to wait

0:54to go and

0:54manually change someone's role inside of

0:57Tableau online through a typical sort of

0:59support desk

1:00system. So the other thing I need to do to

1:03show you this feature is show you what

1:04happens

1:04if I try and log in at the moment. If I go

1:07to my users, you'll see here that I just

1:09have

1:09the two users. One is unlicensed at the

1:12moment. Okay, so if I try and log in as

1:14this user,

1:15let's just head over to my other tab here.

1:17I'm in an incognito window. I've already

1:20got

1:20my username and password signed up. If I

1:23try and sign in, it will work. The sign in

1:26will

1:27work, but you will see here that I'm unable

1:29to sign in. This isn't a failure. My

1:31password

1:31isn't correct. I just don't have a license.

1:34And so in order to fix this, we need to go

1:36back and assign me to a group. Now,

1:38previously, the admin would have to assign

1:41me a role.

1:42But all I'm going to do is I'm going to

1:44assign this user to a specific group. So I

1:47'm going

1:47to add them to the new group. I'm going to

1:49hit save. And when I assign them to that,

1:52you'll see that this still says unlicensed.

1:56Okay. But now when I try and log in, this

1:58should change. So let's go back to the

2:00other tab. Let's try again. And we're just

2:03going

2:03to go ahead and type this out. So I'm going

2:08to type in my email. I missed the @ sign

2:12here.

2:13So let's just do that. And I use LastPass

2:15for my password. So I don't have to

2:17remember

2:18every single one of them. So let's just

2:20select the right one there. Sign in. And

2:23this time,

2:25what it's actually doing is assigning me a

2:28role. And then now I'm actually able to go

2:29through and sign in. And the cool thing

2:32here is if I then go back to my other

2:35window and

2:36refresh this page, you'll see that my site

2:38role over here has changed. So let me just

2:40refresh that. And let me highlight that

2:42change right here. So there you go. You can

2:45see I

2:45am now a viewer. So just by being assigned

2:48to the group and logging in, I'm

2:50automatically

2:50assigned a role and I'm able to breeze

2:52right through. And that means my first

2:54experience

2:55isn't some sort of denial of access, if

2:57that makes sense. If I have the rights to

3:00be on

3:00the server and I'm licensed up correctly, I

3:02should just breeze right through. So this

3:05is a really nice feature. It's a really

3:06nice thing to be aware of. If you're an

3:08admin,

3:08it can make your life a little bit easier.

3:10I can see lots of people creating lots of

3:12new groups now for these roles and then

3:14automatically assigning people to these

3:16roles. And of course,

3:17this works with things like Active

3:18Directory. So you can actually sync up

3:20users to Active

3:21Directory groups on a schedule. And then

3:23this can automatically assign them roles.

3:26So when

3:26you have, let's say, a server admin come

3:28into the organization, you add them through

3:31the

3:31necessary request process and they

3:33automatically get assigned a role based on

3:35that group, just

3:36making the life a little bit easier. That's

3:39pretty much the feature in 2020.3. If you

3:41've

3:41enjoyed this video, why not subscribe to

3:43the account? Check out some of the other

3:45features

3:45in this playlist. And by all means, let us

3:47know what kind of content you'd like to see

3:50in the comments below.

3:50Bye.

Tableau Release note: We’re making it easier to optimise your organisation’s seat investment, extending the value of Tableau to more users. Site admins can now designate members – specific individuals, teams and departments, or even your entire organisation – to be automatically granted a site role (Viewer, Explorer, Creator) upon their first time logging in to their Tableau Online or Tableau Server account. Deploy Tableau at scale without having to manually respond to licence requests, and quickly scale up when needed.This video is part of a larger playlist on Tableau 2020.3. Be sure to check out other videos in the playlist and subscribe for more content.https://tableautim.com -------Join my Discord Server. https://discord.gg/shBuxXr it’s a little sparse at the moment but hang in there.