Subscribing/Unsubscribing from a View in a Tableau-Based Report

   Overview   

In a Tableau-based report, such as the Budget Status Report or Project Status Report, you can set up your screen to show the data you want, then save the "view" so you can easily access it again.

You also have the ability to send a copy of the view to your inbox on a schedule of your choosing, called "subscribing."

In this article, you will learn the steps to set up a view in a Tableau-based report, then save it and subscribe/ unsubscribe to it. A subscription delivers the report to your email on a selected schedule.

This article uses the Budget Status Report by Department, Fund, and Account, but the tips can be applied to any Budget Status Report.

You can refer to the OIR Tableau Reports page for tips and tricks on Custom Views and more. 

1. Step 1

Budget Status Report page displayed with the Department dropdown list highlighted

First, log into the Budget Management System.

On the Budget Status Report homepage, you can select all of the parameters for the report view (e.g., Department, Bud Ref, Fiscal Year).

Click the Department dropdown list.

2. Step 2

Budget Status Report page displayed with the 14012345 - Sample Department 2 highlighted

Click the box next to the department(s) that you wish to include in the report.

Note: You can click as many departments as you wish.  

Example shown here: " 14012345 - Sample Department 2" .

3. Step 3

Budget Status Report page displayed with the 14023456 - Sample Department highlighted

Continue to select the Department ID(s) that you wish to include in the report.

Note: You will need to deselect the current department if you don’t want it included in your results.  

Example shown here: " 14023456 - Sample Department" .

4. Step 4

Budget Status Report page displayed with the Budget Ref Descr section highlighted

Continue to set the parameters for the report.

Note: As soon as you change the parameter(s), the report view will be updated to match the selected parameter(s).   

5. Step 5

Budget Status Report page displayed with the View: Original button highlighted

When you have the report view that you want, click the View: Original  button to save your view.

6. Step 6

Custom Views dialogue box displayed with the Search field highlighted 

The Custom Views dialogue box is displayed.

Enter a name for the report view that you want into the field next to the Save button.  

Example shown here: " BSR - Sample Dept ".

7. Step 7

Custom Views dialogue box displayed with the Make it my default checkbox highlighted 

If you wish to make the current report view the first view you see when you log in to the Budget Status Report, click the box next to the  Make it my default   option.

Example shown here: Make it my default option.

8. Step 8

Custom Views dialogue box displayed with the Save button highlighted 

Click the Save button.

9. Step 9

Budget Status Report page displayed with the Subscribe button highlighted

You can request a report delivered to your inbox with a schedule of your choosing by using the Subscribe option.

To subscribe to the saved report view, click the Subscribe button.

10. Step 10

Subscribe dialog box displayed with the This View option highlighted

The Subscribe dialog box is displayed. Here, you can set up your subscription preferences.

The first option is what to include in the subscription.

If you wish to subscribe to the view you just created, elect the default "This View" option.  

11. Step 11

Subscribe dialog box displayed with the Subscribe dropdown option highlighted

Next, identify a schedule on which you would like to receive the view emailed to you.

Example shown here: Schedule dropdown list.

12. Step 12

Subscribe dialog box displayed with the Monday morning at 8:00am option highlighted

You can select from six schedule options  

Example shown here: Monday morning at 8:00am option.

13. Step 13

Subscribe dialog box displayed with the Subscribe button highlighted

After selecting your preferences, click the Subscribe button.

14. Step 14

Budget Status Report page displayed with a Created 1 subscriptions message highlighted

You can see a yellow box at the top of the page that confirms " Created 1 subscriptions ".

15. Step 15

Budget Status Report page displayed with the Subscribe button message highlighted

If you ever need to unsubscribe to your existing subscription(s), click the Subscribe button.

16. Step 16

Subscribe dialog box displayed with the Manage link highlighted

The Subscribe dialog box is displayed.

Click the Manage link in the bottom left corner to unsubscribe to your subscription(s).

17. Step 17

Budget Status Report - DFA page displayed and highlighted

The Budget Status Report - DFA page is displayed in another tab.

On this page, a list of users with their corresponding subscriptions appear. You can view who subscribed to a report view(s), which report view(s) has been subscribed to, the subject(s) of the report(s), and the schedule of the report(s).   

18. Step 18

Budget Status Report - DFA page displayed

Scroll down to find your name and the subscription(s) to which you wish to unsubscribe.

Note: Even though you can see other people's subscriptions, you do not have the ability to unsubscribe to them. Those options should be greyed out for everyone except yourself.   

Example shown here: " BSR - Sample Dept " to which Clara Heys has a subscription.

19. Step 19

Budget Status Report - DFA page displayed with the Actions dropdown list highlighted

After selecting a report(s), click the Actions dropdown list.

20. Step 20

Budget Status Report - DFA page displayed with the Unsubscribe... option highlighted

Click the Unsubscribe... option.

21. Step 21

Confirmation Unscribe pop-up message with the Unsubscribe button highlighted

A pop-up message asks if you wish to unsubscribe to the selected report(s).

Click the Unsubscribe button.

22. Step 22

Budget Status Report - DFA page displayed with the 1 subscription has been deleted message highlighted

You can see a green box at the top of the page that says " 1 subscription has been deleted ".  

23. Step 23

Budget Status Report - DFA page displayed with the Close [x] button highlighted

You can close the tab after you have unsubscribed to a report(s).

Click the Close button.

24. Step 24

Budget Status Report homepage displayed with the Department section highlighted

You are returned to the Budget Status Report homepage.  
 
Print Article