Move assets into projects: New in Tableau 2022.3

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 ]