Personal Spaces in Tableau Server & Online: New in Tableau 2021.3

0:00Hey, in today's video, we're going to be

0:02checking out an exciting new feature in

0:03Tableau Online and

0:04Tableau Server called personal spaces. Now,

0:07this is super interesting, because this

0:09actually went

0:10live on Tableau Online just a few days ago.

0:12And you might have missed it. Because if

0:14you've used

0:14the Explore button, it would have thrown

0:17you off by about one zone here, which is on

0:19the left here,

0:20personal spaces. So what it did for me is

0:22it moved everything down and actually

0:23clicks on it by

0:24mistake. And I arrived at the page and I

0:26was like, Hey, what is this? So if we go

0:27ahead and click on

0:28personal spaces, and you'll get to this

0:30space in the moment, I have nothing here.

0:32Now what's really

0:33interesting about personal spaces is Table

0:36au is sort of recognizing this desire for

0:38explorers

0:39specifically to create content, and also

0:42authors to create content. And there's also

0:44this other

0:45problem they have, which is when you're

0:47doing web authoring, you need to be able to

0:49save your

0:49content somewhere. And having it go to a

0:51project is not necessarily the best thing

0:53because obviously,

0:54in a project, other people can see it. So

0:56essentially, think of your personal space

0:58as a

0:58place to start to make content, maybe it's

1:00flows, maybe it's workbooks. And that

1:02should be where it

1:03goes. Now there is a couple of catches here

1:05. Of course, there's always a catch with

1:06these things.

1:07And we can only create workbooks at the

1:09present. So you can't put a draft flow into

1:12this space just

1:13yet. It's only just workbooks, you can see

1:15here, it says straight away, create a work

1:17book. And

1:18that's where it's going to be. So first

1:20thing I'm going to do is I'm going to hit

1:21the Create button

1:22just to show you that hey, whatever you

1:24build can actually go directly into the

1:26spaces. So I'll

1:27actually go use sample superstore sales

1:29very, very quickly, I'll build the most

1:31basic chart I can.

1:32And one thing I've been saying to a lot of

1:34people in this release is that look, web

1:36editor is

1:36actually super zippy. And, you know, it's,

1:40it's, it's noticeably faster as well. It's

1:43not just

1:43sort of zippy, it's fast, and it's smooth.

1:46So that's something to be really sort of

1:48happy about.

1:49And so I'm just going to save this. And you

1:51'll notice that when I go to save it, I have

1:53this

1:54ability to save it in a private space,

1:56rather than saving it into a project, I can

1:58save it into

1:59a private space. So let's go ahead and call

2:02this my, let's put the cursor in there, my

2:05first viz

2:06in my space. And let's just hit that there.

2:09Now the thing is, is when it's in a space,

2:12I don't have to think about permissions or

2:13anything else, because it's just like

2:15putting it

2:15in like a folder on your desktop or

2:17something like that. But it's published on

2:19Tableau online

2:20or Tableau server. Now, if you're an admin,

2:22you're probably wondering, well, oh, God,

2:24this is going

2:24to cause me a nightmare. Well, not

2:26necessarily. Let's just refresh the space

2:28so we can see that

2:29viz. Admins. What this means is that you'll

2:32finally get the ability to connect up all

2:36the work that

2:37people are creating on their machines, if

2:38they start doing it in web authoring, they

2:40start

2:40creating it in the web, you'll actually get

2:42some metadata about what they're doing with

2:44that. So

2:45fields, the Tableau catalog, all of that

2:47works with these with this content. So

2:50whilst it's

2:50a personal space, and you can't explicitly

2:52see what's in the workbook as an admin, you

2:55can

2:55actually get the benefit of understanding

2:58what people are using, how they're using it

3:00and what

3:00they're interested in. And if you have

3:02changes or something that impacts a

3:04particular field,

3:05you can actually start to see what's going

3:07on. So if I actually go to this viz, you

3:09can see that

3:10the Tableau catalog works throughout this

3:12particular viz. And if I go to lineage,

3:15and I actually go look at this breakdown,

3:17you'll see that the counts come up in this

3:21view. So

3:22essentially, this workbook, this data

3:23source, everything is counted, it's

3:25included in our

3:26sort of count of items on the right hand

3:28side when it's aggregating across sort of

3:30different data

3:31sets. So if I go to this data source,

3:33because we did connect to this workbook, if

3:36I go to this data

3:37source, and go to the page of that data

3:39source, and then go to lineage, you'll see

3:41here that I

3:42actually get the three workbooks that have

3:44been referenced, if I go and click on those

3:46three

3:46workbooks, I'm an admin here. So I can

3:48obviously see everything you can see that

3:50the location here

3:51is actually a personal space. So for admins

3:53, this is great, because you also have

3:55visibility now of

3:56what people are creating in drafts and just

3:58chucking around. And they're not saving on

3:59their

4:00desktop, which is potentially a bad place

4:02for this stuff to be. And so this is a nice

4:04, really nice,

4:05nice way of implementing this. Now, you can

4:07also move content into a personal space. So

4:09let's go

4:10back to the homepage. And we've got back

4:12here. And you can see here, I have a work

4:14book called

4:14Superstore version two, it's inside the

4:172021.2 folder. So what I'm going to do is I

4:20'm going to

4:20click on this three dots. And I can

4:23essentially move it into my personal space,

4:25you see that

4:26our personal space is right at the top

4:28again. So let's go ahead and select that

4:30move the content.

4:32And when we go there, it's actually going

4:33to tell us, hey, listen, moving this to

4:35your personal

4:36space, and makes it private and not visible

4:38to others. So because I'm going from a

4:40project to

4:40a personal space, it's telling me upfront

4:42that hey, there's going to be a problem

4:44here, make sure

4:45you're sort of willing and ready for this.

4:47Collaborative collaboration features will

4:49be

4:49disabled alerts and subscription to the

4:51other users will fail if triggered. So

4:53essentially,

4:54if you've got this in a project, and you're

4:56moving it out, it's telling you, hey, if

4:58other people

4:58have built some sort of workflow around

5:00this, those workflows are suddenly going to

5:02fail. So be

5:03careful about that. I sort of wish admins

5:06could semi prevent this because you might

5:08see people

5:09moving content and not thinking about the

5:11implications. But then also you could build

5:13some smart features. So when someone does

5:15do this, those alerts and subscriptions

5:17become paused. And

5:18it lets those users who are getting them

5:20Hey, this has been paused because the

5:22author has moved the

5:22content into a private space, something

5:25like that. So that would be really nice to

5:27do. But anyway,

5:28I'm going to hit move content, and it's

5:30going to move it over. And you can see that

5:31it's gone to

5:32my personal space and actually get a nice

5:34link here at the top. Let me click on that

5:36and go there.

5:37And you can see that the workbook has

5:38indeed moved there. So that's something

5:40really nice to see here.

5:42Now, what I'm going to do is I'm actually

5:44going to pull up the documentation for this

5:46because the

5:46obvious thing is, what does private

5:48actually mean? What is a you know, what is

5:50a private place? What,

5:51what is a personal space even? And there's

5:54there's any privacy implications, I need to

5:56be aware of.

5:56And so I think Tableau have done some nice

5:58thinking around this. So let's go through

6:00this

6:01in more detail. Content safety personal

6:03space is only visible to you and site

6:04administrators. So

6:06what they mean there is only you and the

6:08site admin can actually see that the work

6:10book exists,

6:11okay. Site administrators can't directly

6:15access any user's personal space or edit

6:18content in

6:19someone else's personal space. So whilst

6:21they can see the content exists, they can't

6:24go in and look

6:25at it and edit it. So that's really

6:26important, because you want some sort of

6:28trust that anything

6:30in your personal space, whether you're

6:31messing about or looking at something just

6:33for innovation

6:34purposes, and you don't want that to sort

6:36of become public conversation, you need

6:38some confidence

6:39that they're not going to be able to see

6:41that, okay. But they can view and manage

6:43personal space

6:44workbooks. What this essentially means is

6:46if they see a personal space workbook taken

6:48up to

6:49space, too much space, they can go and

6:50delete it and move it around and set it up.

6:52So in many ways,

6:55this is interesting, because what I'd be

6:57interested to do, and maybe I need to try

6:59this a little bit

6:59more is if I go to my website, let's say I

7:02go create something as an explorer, and

7:05then I come

7:05back in as a site admin, what can I do to

7:07that content? That's definitely a video I

7:09should check

7:10out. I won't do in this video because we

7:12can get into the weeds just setting that up

7:14alone.

7:15But nevertheless, it's here in the

7:16documentation, you can see the Tableau sort

7:18of acknowledging that

7:19there's some mechanics here that you need

7:21to be aware of personal workbooks appear in

7:23administrative

7:24search results, and as workbook location on

7:27the explore page. In addition, the

7:29permissions menu

7:30is unavailable when a workbook is in a

7:32personal space because the workbook is

7:33private. So there

7:34are no permissions. You saw this a little

7:36earlier on as well. Okay, so this is really

7:38important. Now

7:39the Tableau catalog and personal spaces

7:42important Tableau catalog will continue to

7:44index

7:45content in personal space and the

7:47collaboration tools are disabled. Extract

7:50refreshes in personal

7:51space to limit resource consumption

7:53existing extract refreshes continue to run

7:56if they've

7:56been scheduled, but new extract refreshes

7:59can't be scheduled while the workbook is in

8:01a personal

8:02space. So in a personal space, you can't

8:04set up an extract refresh, but if you take

8:06something out,

8:07then you might be able to. So the hack here

8:10is create a project that you just have

8:11access to,

8:12publish something there, create an extract

8:15refresh, and put it in your personal space.

8:17So now that no one else can see it, if that

8:18makes sense. So that's that's sort of the

8:20workaround for

8:21that. Find content in a personal space.

8:23Obviously, you've just got this area over

8:25here on the left

8:25hand side, you can move content, save

8:28content, and more or less everything we've

8:30already covered. So

8:31I just wanted to touch on that privacy

8:34aspect there. So site admins can see your

8:36workbook,

8:36they can't open it and edit it, but they

8:39can manage it. I want to know what that

8:41manage

8:42actually means. Could I essentially get a

8:44workbook in a personal space, move it to a

8:46project, and

8:47then as an admin, open it up? If I can do

8:49that, then this sort of defeats the point.

8:51And so that's

8:52going to be interesting to sort of see.

8:54Okay. But nevertheless, that's pretty much

8:56it for this video,

8:57all I want to do is cover the new personal

8:59spaces. What is really interesting is that

9:01I think this

9:02opens up the question of whether explorers

9:04all have the ability to publish because

9:07essentially,

9:08they can all publish to a personal space.

9:10And all you really need to ask the question

9:12is whether

9:12they're publishing to personal space or a

9:14site, is there any real difference? Why not

9:16just give

9:17all explorers the ability to publish? So

9:19Tumblr haven't really communicated any

9:21licensing changes

9:22at the moment related to this. I'm

9:24anticipating this will probably change in

9:25the future because,

9:26of course, there's more that might happen

9:28around this. And these features never come

9:31in just sort

9:31of one batch. So look out for that and

9:33expect some more sort of news on that. But

9:35until then,

9:36thanks for watching. Be sure to check out

9:37tableau Tim calm for a full playlist of all

9:40these features in a nice presented way. But

9:43also check out some of the videos from

9:45other

9:45releases and discover the content that I've

9:47made on this channel about functions and

9:49quick tips and

9:50lots of conversations about tableau. It's a

9:52really sort of exciting time to be

9:54working with tableau. Thanks for watching.

9:56I'll catch you in the next one.

10:00Transcribed by https://otter.ai