0:00In 22.3 Tableau is changing the way
0:02external assets are made available to users
0:04by allowing
0:05you to move them into projects. This allows
0:07you to manage them using the permissions
0:09from your
0:10project folder. Here you can see that I'm
0:12in an external asset view. You can get to
0:14that by going
0:15to the left hand side menu here selecting
0:17external assets and all I've done is I've
0:19filtered it down
0:20to specific assets. So if I go here to non-
0:22embedded assets you see if I click on that
0:25little circle
0:26radio button then it narrows it down to
0:28these four assets. Now these four assets
0:30are all databases.
0:31I know that because here at the top there's
0:33a little drop down where I can filter
0:35between
0:35the databases or the tables that sit in
0:37those databases. So if I switch between
0:40these two
0:40you can see that it switches between a list
0:42of these. Now with these particular
0:44databases one
0:45of the things you can do now in 22.3 is you
0:48can select one of these as I am now. Select
0:51actions
0:51and go to move it to a project folder. This
0:54means that anyone who has access to that
0:56project
0:56can now see them depending on the
0:58permissions you give them of course. So let
1:00's go ahead and move it
1:01to this 22.3 folder select move assets.
1:03Notice there's that little option here at
1:06the bottom
1:06that I forgot to talk about here where it
1:08says when moving assets move the tables.
1:11What that
1:11means is that if there's a table that sits
1:13inside of the asset i.e the database you've
1:16selected
1:17that's going to go across with it as well.
1:18So let's go take a look and see how that
1:20looks like.
1:21To do that I'll just hit this top button
1:23here to say go to project. When I go to
1:25that you'll see
1:26I get a very busy list and of course I've
1:28done this already to practice for this demo
1:30. You can
1:31see that I get a bunch of items here. Now
1:33this shows me everything tables and
1:35databases. What
1:36I can actually do is I can filter this list
1:38to make it a little bit easier. I'll move
1:40my face to
1:40the left here go down to this content type
1:42filter and you can see that I can just
1:44filter it to just
1:45the databases and files and I have two
1:47databases. One is called TNMD5TRAN and
1:50another one is Tableau
1:52Demo Database. They're both coming from
1:54Snowflake that's my Snowflake ID there. I
1:56unselect that,
1:58select tables. I see the six tables that
2:00come from those two databases. So if I was
2:02to go to data
2:03lineage on any one of these I'd be able to
2:05see these tables sit under that. So let's
2:07go ahead
2:07and do that very very quickly. Let's go
2:09ahead and look at this one for example
2:11Tableau Demo Database.
2:12You can see that I have my lineage here on
2:14the right hand side because I have data
2:15management
2:16enabled on this particular example and it's
2:18actually going into virtual connection
2:20which
2:20then has six tables. So here's the virtual
2:23connection it's got two things in there and
2:25then what we can do is we can see all the
2:27tables involved and I actually end up using
2:29a bunch of
2:29tables a bunch of times in this particular
2:31one. So it's not necessarily a good example
2:34. Now the
2:34other thing to sort of go back and show you
2:37if I just go back to that folder is that in
2:40here you
2:41can always manage permissions for
2:42everything at a project level. So if I go
2:44to these three dots
2:45and I go to permissions you'll see that I
2:47get this list. Now if you've been following
2:49Tableau for
2:49quite a while you'll notice that this
2:51project's sort of permissions menu has been
2:53getting wider
2:54and wider and wider to the point where at
2:55the very end on the right hand side there's
2:58now a
2:58more button which adds metrics virtual
3:00connections databases and tables. Here you
3:03can actually manage
3:04the view permissions and the capabilities
3:07of those databases and tables alongside
3:09with it. Now the
3:10weird thing with databases and tables in
3:13some respects is if I go to those specific
3:15permissions
3:16it will by default use the permissions that
3:19are coming from the database itself. It
3:21essentially
3:22evaluates the database's own permissions
3:24for the user and uses that unless you
3:26change that and the
3:27setting goes slightly differently. So let's
3:30let's take a look at that in a little bit
3:31more detail.
3:32To do that what I'll do is I'll close this
3:34down I'll go to this particular Tableau
3:36demo database
3:37then I'll go to these three dots I'll go to
3:40the permissions and here you can see that a
3:43little
3:43bit more clearly. So here you can see the
3:45permissions rules are playing out as normal
3:47.
3:47Now if I actually just go back I don't
3:48think this is what I was actually trying to
3:50show you
3:51and if I go to invoices instead and I go to
3:53these three dots let's see what we get here
3:56.
3:56We do get the same sort of setup but this
3:59is not what I was seeing. I think the
4:01reason this is
4:02because I'm accessing this from the project
4:04. So let's go back to the external assets I
4:07'll go ahead
4:07and filter to non-embeddable assets because
4:10they don't they don't necessarily disappear
4:12they still
4:12stay here but they just moved to project so
4:15you can see them and if I go into these
4:17permissions
4:18do I get that option? I don't seem to get
4:21that option and what's what's confusing me
4:23here is that
4:24I could swear there was a slightly
4:26different set of permissions maybe it's
4:28because I'm not
4:29I'm not accessing this correctly. So let's
4:32go ahead and edit the permissions here. I'm
4:34still
4:34not seeing what I would like to see. I'm
4:37not seeing the exact options that I was
4:40seeing before.
4:41Let's go into invoices let's go into
4:43permissions one more time. I'm still not
4:45seeing what I needed
4:46to see and virtual connection tables maybe
4:49this is where I was confusing things. Okay
4:54I think I
4:54figured out what was going on it took me a
4:56while to figure this out way too long if
4:58you want to
4:59see how long it took me go to the end of
5:01the video I'll put the bloopers at the end
5:03but essentially
5:03what happens is when you move the assets to
5:07a project the permissions window changes
5:10its style.
5:10So here you can see if I go to Tableau demo
5:12database select permissions you'll see that
5:14I
5:15get a slightly different style it
5:16essentially looks like I've come to this
5:18from the projects
5:19folder so it's essentially one permission
5:21setup. However if I go to a table that's
5:23not been moved
5:24to the permissions table let's go to this
5:26one here you'll see that I get a slightly
5:28different
5:29set of permissions you can see here it says
5:31at the top table permissions are locked for
5:33this
5:33database so in this particular instance
5:35because I've not moved the assets to a
5:38project it's
5:39therefore assuming the permissions from the
5:41database and if you click edit you get this
5:44little pop-up and you are allowed to then
5:45customize it but this at this point you're
5:47customizing it
5:49independently for the asset whereas if you
5:51move it to the project that then becomes
5:53delegated to
5:54the project I believe that's what's
5:56actually going on here so if I then go to
5:58let's say this table
5:59which has been moved to a project I go to
6:01the permissions here you'll see that this
6:04now has a
6:05project like permission setup where I don't
6:07see that option here at the top it's a very
6:09sort of
6:09subtle thing that you will only really see
6:12if the asset is not part of a project
6:14because at that
6:16point you'd go to the project to manage
6:18those permissions in a little bit more
6:20detail and
6:20probably lock it down at the project level
6:22so any other assets in that project are
6:25going to be using
6:25the same sort of control and behavior that
6:27you've set for that project so that took me
6:30a bit of a
6:30moment to figure out and you can actually
6:33learn more about permissions but I believe
6:35this just
6:36sends you to a generic permissions you know
6:39page and I've done a video about
6:41permissions and how
6:42all these things are evaluated but the
6:44really specific thing here is actually that
6:46nuance
6:46about what happens when you move it from a
6:49normal external assets view here on the
6:51left-hand side
6:52into a project that's sitting at the top
6:54changes so if you want to see more about
6:56this option
6:57you are going to have to move it out of the
6:59project essentially and I would be
7:01interested
7:02to actually see how easy it is to do that
7:04so here you can see that this particular
7:06asset has been
7:07moved into the database but if we am I able
7:11to move it back into the external assets I
7:15can't
7:16I can't I can move it into 22.3 that's fine
7:20I think maybe what I have to do
7:22and let's go to the actual project and here
7:25we are so we've got everything here and
7:28what I'll
7:28do is I'll filter this to just the
7:30databases and what I'll do is I'll see can
7:34I remove this
7:36remove this asset from Tableau catalog this
7:39removes a reference to the asset but not
7:41the actual
7:42asset interesting that feels like a
7:45something I shouldn't do so once I've moved
7:48something how do
7:49I move it out of it do I is this creating a
7:52new problem where you have to create like
7:55some sort
7:55of dumping ground for stuff that you want
7:58to move back out of a particular database
8:00or how
8:01how do you move stuff back out this is an
8:04interesting question let's go see the
8:06documentation
8:07because now I now I think about it I'm just
8:09I'm just not sure if I just search uh note
8:13and there's
8:13an additional capability move that is your
8:16show move database and move tables so okay
8:19so this is
8:20my hack of searching document note and you
8:22can move external assets into projects
8:24using blah blah blah
8:29for more information move external assets
8:32move move move okay how do you unmave
8:37let me just search remove that's not an
8:42option interesting so
8:45I'll be really curious if you know the
8:50answer to this let me know in the comments
8:55but if I've
8:55moved something into a project then I
8:58decide that I'd like to move it back out
9:01how does that work
9:03I don't know the answer at this moment in
9:05time if I do find out the answer I'll let
9:06you know in the
9:07comments but for now I don't see a way of
9:09doing this all I can do is move it back out
9:12potentially
9:14the default folder the default folder you
9:16can't delete it's just the generic catch-
9:18all template
9:19folder but then that means every project
9:22you create might have this database as part
9:24of it
9:25that makes no sense to me so it's a really
9:29interesting problem because I really don't
9:32know
9:32where you'd put it I literally have no clue
9:40for the sake of science let's remove one
9:44let's see
9:45what happens so let's go ahead there's
9:47removes a reference to the asset but not
9:49the actual asset so
9:50this is the name of the asset so let's go
9:53ahead remove I bet not broken anything so
9:57if I go to
9:58my external assets and I paste that in here
10:03oh god I think I did remove everything god
10:09I did remove
10:09the asset so whatever was connected to that
10:11is just not going to work so that was not
10:13the right
10:14that's not the right thing to do in any way
10:17or form if I search non-embedded assets you
10:19see
10:20nothing comes up if I just search tnmd
10:23nothing comes up if I clear all the filters
10:26you see I do
10:27have one database less in this list so it
10:31has well and truly been you know it's
10:34removed from the
10:36asset asset environment so well now I think
10:39the only way it's going to come back is if
10:43I connect
10:43to it again it should sort of pop up here
10:45or when tablo next does its sort of search
10:47of content it
10:48should hopefully appear and but there might
10:50be some sort of exclusion list now that I
10:52don't know
10:53man this this video was supposed to be
10:55short and has gone down a really windy road
10:57but it's a bunch
10:58of questions that I think we have to figure
11:00out so let's leave them as open questions
11:02for this video
11:03I'll try and find out what happens to
11:06external assets if you want to move them
11:09back out of their
11:10products folder into the external assets
11:12folder but for now I'm gonna have to stop
11:14it there because
11:14my brain is fried thanks for watching if
11:16you haven't seen all the other videos in 22
11:19.3 in this
11:20playlist go check them out zone visibility
11:22seems to be the video that everyone's r
11:24aving about so
11:24go check them out if you haven't done so
11:26already alongside the examples from the
11:28community to show
11:29you what you can do with that feature I'll
11:31catch you in the next video let's it might
11:36be because
11:36it's not a database so it's not it's not
11:39sort of directly showing me the settings
11:43that I wanted to
11:44see uh
11:47no uh what could we do here
11:55what did I do
12:00I guess move this out the way employees
12:12permissions
12:22you
12:53okay I think I figured out what was going
12:55on it took me a while to figure this out
12:57you
13:02[ Silence ]
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