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Tableau | Tool strategy | Data visualisation

Improved sharing experience with permissions | New in Tableau 2022.3

Sharing a dashboard with someone who has no access used to leave them staring at a broken link — 2022.3 finally fixes that.

Tim Ngwena •2 November 2022 •1 min read •5 min watch •1.8K

Part ofWhat's new in Tableau 2022.3

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When you share an asset with someone who lacks access, Tableau 2022.3 now shows a pop-up offering to manage permissions or grant access, rather than letting them hit a dead link.
The 'grant access' option assigns viewer permissions, letting the recipient view and interact with the dashboard without an admin manually configuring rights.
Tableau checks permissions in a set order: explicit user grant or deny first, then group membership; an explicit deny stops the check entirely.
You can evaluate a user's effective permissions by selecting their name in the user list to see which groups they inherit access from.
If a user already has access, sharing works straight away with no pop-up at all.

0:00In Tableau 22.3 Tableau have improved the

0:02sharing experience by checking whether

0:04someone has permissions and giving you the

0:06flexibility to actually give them

0:08permissions when you share.

0:10Let's get stuck in and find out how that

0:11works.

0:12Here I'm in a workbook that I uploaded in

0:1421.2. It's a super old workbook but if we

0:16go to the permissions before I hit the

0:18sharing button, you'll see that I have

0:20explicitly denied access to one of the

0:23versions of me on this test account.

0:26So when I try and share this asset with

0:27this person I should see a pop up saying "

0:29Hey, would you like to give this person

0:31permissions?"

0:32So let's go ahead and hit close and we'll

0:34go to the three dots next to the superstore

0:36title, select share and now we can start

0:38typing the name of that person.

0:40In this case it's my full name. I'll go

0:42ahead and select Timothy. I won't

0:43necessarily add a message here but I'll

0:45just go ahead and hit share.

0:47And this time when I do that in 22.3 it

0:49pops off this nice new interface. It gives

0:51me three options.

0:52I can of course dismiss the box. That will

0:54give them a bad experience because they'll

0:56go click the link I've shared and they won

0:58't have access.

0:59In fact they've been blocked from looking

1:00at it. So they'll think Tableau's broken or

1:03they'll think "Why do I not have access if

1:04you're sharing it with me?"

1:06A very obvious thing to ask for.

1:08Then you have two options. You've got the

1:09ability to manage permissions. What this

1:11effectively does is it opens the manage

1:13permissions box.

1:14So let's go ahead and hit that so you can

1:15just see that. It opens this up straight

1:17away and here I can change the permissions

1:19myself if I know what I'm doing.

1:21If you don't know what you're doing by the

1:22way, check out my video on permissions. I

1:24go through this in all of the detail you

1:26need to be able to set this up and

1:28understand how this particular pane works.

1:31If I close this though and we go back and

1:32we share it again. I'm getting lots of

1:34notifications in Slack at this point

1:36because I have that set up.

1:38I'll just go ahead and put my name back on

1:40there. Select Timothy, select share. I

1:42still don't have access so this popup will

1:44come up because I didn't edit it the last

1:46time I select manage permissions.

1:49This time I'll select grant access. What

1:51that does is it gives them the viewer

1:52permissions.

1:53Essentially meaning they'll be able to view

1:55and interact with the dashboard and do

1:56everything a viewer should be able to see.

1:59You can affirm that by going to the

2:00permission setting here and having a look

2:02at that and there you go. You can see that

2:04I've got the view permissions.

2:05If you're ever in doubt you can always

2:06evaluate the permissions by looking at the

2:08list of users below and selecting the name.

2:11Here you can see this is me. I've given

2:12myself permission. When I click on it you

2:14'll see that it highlights the two

2:16permissions that I'm picking up requests

2:18from.

2:19You can see here you've just got a very

2:20gentle highlight on the left hand side. If

2:23I unclick that you see they disappear. If I

2:25click it again they appear here on the left

2:27.

2:27What that means is that this user is

2:28getting permissions from these two groups.

2:31Now if you've seen my video on permissions

2:33you'll know that first Tableau checks to

2:35see if the user has been given or denied

2:37access.

2:38If they've been given access they get

2:40permissions. If they've been denied access

2:42then they stop right there.

2:44The next thing it will check is the group.

2:46So if I deny user access explicitly up here

2:48it won't ever check to see if they're part

2:50of a group to see if they have access.

2:52So that's the order in which permissions

2:54are checked.

2:55So if you want to test this out what we

2:56could do is we could remove this, delete

2:58this rule for this particular user.

3:01By this setup I now have access because if

3:03I click on this user you see that it

3:05evaluates to all users and now when I go to

3:08share I shouldn't get any pop up because of

3:10course I have access already.

3:11So let's go ahead and type that in one last

3:13time. Select share and this time it will

3:16work just as you'd expect.

3:18So as a very nice quality of life

3:19improvement for permissions it's going to

3:21make it so much easier to make sure project

3:24admins aren't running around checking

3:26permissions, setting up, just giving

3:28everyone access when they need to.

3:30And actually the default of setting a view

3:32is I think quite a healthy one. It means

3:34that people are just getting just the right

3:35level of access to be able to interact with

3:37the dashboard.

3:38And if they need to do more than they can

3:39go through the usual steps. I would love to

3:41see that enhanced a little bit so maybe

3:43some suggested permissions for that user by

3:46matching someone else.

3:47For example I'd love to be able to say give

3:49this user the same level of access as I

3:51have because I think they should have that

3:53access.

3:54That would be a really nice sort of setup.

3:56Or having a little drop down so that when

3:58you do share something in that little pop

4:00up it's just immediately there not having

4:02to go to another window to see that thing.

4:04So small things, small improvements but I

4:06think it's a great feature all around.

4:09Now if you haven't seen all the other

4:10videos in this playlist for 22.3 be sure to

4:12check them out.

4:13And yeah I think zone visibility is the

4:14video that everyone's loving. I think 5000

4:17people have watched that video so go check

4:19that out.

4:20But if you found this video useful the

4:21obvious thing to do is hit like subscribe

4:23drop a comment below and let me know what

4:25you think of the video and I'll catch you

4:27in the next one.

4:29Bye bye.

4:31You

4:33[BLANK_AUDIO]

Rollup

Tableau 2022.3 checks permissions when you share a workbook or view, so instead of a recipient hitting a broken link, you get a pop-up letting you grant them access or manage permissions on the spot.

Tim shares a workbook with a test account that has been explicitly denied access, to trigger and demonstrate the new sharing behaviour.

The Breakdown

Set up a permissions test 0:12

Before sharing, Tim checks the permissions pane and explicitly denies access to a test user, so that sharing with them will trigger the new check rather than working silently.
Share and trigger the new pop-up 0:47

When you share an asset with someone who lacks access, Tableau 2022.3 now shows a pop-up instead of letting them click through to a dead link. From here you can dismiss it, open the full manage permissions pane, or grant access directly.
Grant viewer access directly 1:49

Choosing 'grant access' assigns the recipient viewer permissions immediately, letting them view and interact with the dashboard without you having to manually configure rights in the permissions pane.
Understand how permissions are evaluated 1:59

Tableau checks explicit user-level grants or denies first; an explicit deny stops the check right there. Only if there's no explicit rule does it fall back to checking group membership, so the order of these checks matters when troubleshooting access.
Inspect a user's effective permissions 2:01

Selecting a user's name in the permissions list highlights which groups they're inheriting access from, giving you a quick way to see why someone does or doesn't have access without digging through group settings.
Confirm the behaviour when access already exists 2:55

If you remove the explicit deny so the user already has access through a group, sharing goes through immediately with no pop-up at all — the check only fires when access is genuinely missing.
Verdict and wishlist 3:18

Tim sees this as a solid quality-of-life win that saves admins from manually chasing access requests, and defaulting new grants to viewer is a sensible, minimal-permission default. He'd like to see it go further, such as suggesting permissions by matching another user's access level, or offering a permissions dropdown right within the share pop-up.

Worth Knowing

An explicit deny on a user blocks access outright and stops Tableau from ever checking their group memberships.
Granting access from the pop-up only assigns viewer-level permissions — anything beyond that still needs to be set up manually.
If the recipient already has access via a group or explicit grant, sharing works instantly with no pop-up shown.

Use It When

Reach for this when you're sharing dashboards with colleagues and don't want to pre-check or manually configure their permissions every time — useful for project admins who'd rather resolve access issues at the point of sharing than field support requests afterwards.

How this Rollup was made provenance & method

A Rollup is drafted by AI from the video's transcript, then reviewed and edited by Tim. Everything used to produce this one is listed below — the model, the exact prompt, and the source video — so the process is transparent and reproducible.

Transcription: On-device — NVIDIA Parakeet v3 for recent videos, OpenAI Whisper large-v3 for earlier ones. The transcript never leaves the machine or gets published.
Drafting: Claude Sonnet 5 in the cloud, from that transcript.
Prompt: The exact Rollup prompt (v2) — the full system prompt, unedited.
Source video: Watch on YouTube
Drafted: 5 July 2026 at 09:38
Reviewed & edited: 5 July 2026 at 09:41 · by Tim Ngwena

Model + prompt + video is everything you'd need to recreate a Rollup like this yourself. The one thing we don't share is the transcript.

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