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

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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."

Instructions

Step 1: On the Budget Status Report homepage, click the Department dropdown list.
Step 2: Click the box next to the department(s) that you wish to include in the report.
Step 3: Continue to select the Department ID(s) that you wish to include in the report.
Step 4: Continue to set the parameters for the report.
Step 5: When you have the report view that you want, click the View: Original button to save your view.
Step 6: The Cutom Views dialogue box is displayed. Enter a name for the report view that you want into the field next to the Save button.
Step 7: 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.
Step 8: Click the Save button.
Step 9: To subscribe to the saved report view, click the Subscribe button.
Step 10: If you wish to subscribe to the view you just created, elect the default "This View" option.
Step 11: Next, identify a schedule on which you would like to receive the view emailed to you.
Step 12: You can select from six schedule options.
Step 13: After selecting your preferences, click the Subscribe button.
Step 14: You can see a yellow box at the top of the page that confirms "Created 1 subscriptions".
Step 15: If you ever need to unsubscribe to your existing subscription(s), click the Subscribe button.
Step 16: The Subscribe dialog box is displayed. Click the Manage link in the bottom left corner to unsubscribe to your subscription(s).
Step 17: The Budget Status Report - DFA page is displayed in another tab.
Step 18: Scroll down to find your name and the subscription(s) to which you wish to unsubscribe.
Step 19: After selecting a report(s), click the Actions dropdown list.
Step 20: Click the Unsubscribe... option. 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).
Step 21: A pop-up message asks if you wish to unsubscribe to the selected report(s). Click the Unsubscribe button.
Step 22: You can see a green box at the top of the page that says " 1 subscription has been deleted ".
Step 23: You can close the tab after you have unsubscribed to a report(s). Click the Close button.
Step 24: You are returned to the Budget Status Report homepage.

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

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

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

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

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

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

6. Step 6

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

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.