Subscriptions and alerts in Tableau - Step-by-Step Guide

Introduction

Subscriptions and alerts in Tableau help you stay updated automatically. Subscriptions send you snapshots of dashboards by email on a schedule. Alerts notify you when data crosses a threshold you set, so you don't miss important changes.

When you want to receive daily sales reports in your email without opening Tableau.

When you need to know immediately if inventory drops below a critical level.

When your manager wants weekly updates on project progress without logging in.

When you want to monitor key metrics and get notified if they exceed targets.

When you want to share dashboard snapshots with your team regularly.

Steps

Step 1: Open

- Tableau Server or Tableau Online and navigate to the dashboard you want

The dashboard appears on your screen

Step 2: Click

- Subscribe button near the top right of the dashboard page

Subscription options panel opens

💡 If you don't see Subscribe, check if you have permission to subscribe

Step 3: Select

- Your email address in the subscription panel

Your email is set as the recipient for the subscription

Step 4: Choose

- Schedule dropdown in the subscription panel

You pick when the snapshot emails will be sent (daily, weekly, etc.)

Step 5: Click

- Subscribe button in the panel

Subscription is saved and you will receive dashboard snapshots by email on the chosen schedule

Step 6: To create an alert, click

- Alert icon (bell) on a numeric dashboard view or worksheet

Alert creation dialog opens

Step 7: Set

- Alert condition by entering a threshold value and choosing if alert triggers when above or below it

Alert condition is defined

Step 8: Click

- Create Alert button

Alert is active and you will receive notifications when data crosses the threshold

Before vs After

Before

Dashboard shows sales data but you must open Tableau to check updates

After

You receive daily emails with dashboard snapshots and alerts notify you if sales drop below target

Settings Reference

Subscription Schedule

📍 Subscription panel on dashboard page

Controls how often you receive dashboard snapshot emails

Default: Weekly

Alert Threshold

📍 Alert creation dialog on numeric view

Defines the condition that triggers the alert notification

Default: Greater than

Alert Recipients

📍 Alert creation dialog

Specifies who receives the alert notifications

Default: Yourself

Common Mistakes

Not having permission to subscribe or create alerts

Without permission, subscription and alert options are not available

Ask your Tableau administrator to grant you subscription and alert permissions

Setting alert thresholds too high or too low

Alerts never trigger or trigger too often, causing missed or annoying notifications

Choose realistic threshold values based on your data patterns

Expecting alerts on non-numeric views

Alerts only work on numeric fields, so no alert option appears on text or categorical views

Use numeric measures for alerts or use subscriptions for snapshots instead

Summary

Subscriptions send scheduled dashboard snapshots to your email automatically.

Alerts notify you when numeric data crosses a set threshold.

You need proper permissions and realistic settings for subscriptions and alerts to work well.

Practice

1. What is the main purpose of subscriptions in Tableau?

easy

A. To create new dashboards automatically

B. To send scheduled dashboard snapshots to your email

C. To instantly notify you when data changes

D. To share dashboards only within Tableau Server

Solution

1. Step 1: Understand what subscriptions do

   Subscriptions send dashboard snapshots on a schedule to your email, so you get updates without opening Tableau.

2. Step 2: Differentiate from alerts

   Alerts notify instantly when data meets conditions, not on a schedule.

3. Final Answer:

   To send scheduled dashboard snapshots to your email -> Option B

4. Quick Check:

   Subscriptions = Scheduled emails [OK]

Hint: Subscriptions send emails on schedule, alerts notify instantly [OK]

Common Mistakes:

• Confusing alerts with subscriptions
• Thinking subscriptions notify instantly
• Believing subscriptions create dashboards

2. Which of the following is the correct way to create an alert in Tableau?

easy

A. Right-click a continuous axis and select 'Create Alert'

B. Click 'Subscribe' on the dashboard toolbar

C. Export the dashboard as PDF

D. Use the 'Data Source' tab to set alert conditions

Solution

1. Step 1: Identify how alerts are created

   Alerts are created by right-clicking a continuous axis or measure and choosing 'Create Alert'.

2. Step 2: Eliminate incorrect options

   Subscribing sends scheduled emails, exporting PDF does not create alerts, and 'Data Source' tab is not for alerts.

3. Final Answer:

   Right-click a continuous axis and select 'Create Alert' -> Option A

4. Quick Check:

   Create Alert = Right-click axis [OK]

Hint: Alerts come from right-clicking continuous axes [OK]

Common Mistakes:

• Choosing 'Subscribe' instead of 'Create Alert'
• Trying to create alerts from data source tab
• Confusing export with alert creation

3. If you set an alert on Sales > 10000 and the sales data changes from 9000 to 12000, what happens?

medium

A. The alert is deleted automatically

B. You get a scheduled subscription email later

C. You receive an instant notification email

D. Nothing happens until you refresh the dashboard manually

Solution

1. Step 1: Understand alert trigger conditions

   Alerts notify you instantly when data meets the set condition, here Sales > 10000.

2. Step 2: Apply the condition to the data change

   Sales changed from 9000 (below threshold) to 12000 (above threshold), so alert triggers immediately.

3. Final Answer:

   You receive an instant notification email -> Option C

4. Quick Check:

   Alert triggers instantly on condition met [OK]

Hint: Alert triggers instantly when condition is met [OK]

Common Mistakes:

• Thinking alert waits for subscription schedule
• Believing manual refresh is needed
• Assuming alert deletes itself

4. You created an alert but never receive notifications. What is the most likely reason?

medium

A. The alert condition is never met by the data

B. You forgot to subscribe to the dashboard

C. Alerts only work on discrete fields

D. You must refresh the dashboard manually to get alerts

Solution

1. Step 1: Check alert condition relevance

   If the alert condition is never true, no notification is sent.

2. Step 2: Understand alert requirements

   Alerts work on continuous fields, subscriptions are separate, and manual refresh is not needed for alerts.

3. Final Answer:

   The alert condition is never met by the data -> Option A

4. Quick Check:

   No alert if condition false [OK]

Hint: Alerts need condition met to send notification [OK]

Common Mistakes:

• Confusing alerts with subscriptions
• Thinking alerts work on discrete fields
• Believing manual refresh triggers alerts

5. You want to receive a weekly snapshot of a sales dashboard and immediate alerts when sales exceed $50,000. How should you configure Tableau?

hard

A. Create only a subscription with a filter for sales > 50000

B. Use subscriptions only, as alerts cannot be combined with subscriptions

C. Set an alert for weekly notifications and subscribe for instant alerts

D. Create a subscription for weekly emails and set an alert on sales > 50000

Solution

1. Step 1: Understand subscription purpose

   Subscriptions send scheduled snapshots, so weekly emails require a subscription.

2. Step 2: Understand alert purpose

   Alerts notify instantly when data meets conditions, so set alert for sales > 50000.

3. Step 3: Combine both features

   Use subscription for weekly snapshots and alert for immediate notifications simultaneously.

4. Final Answer:

   Create a subscription for weekly emails and set an alert on sales > 50000 -> Option D

5. Quick Check:

   Subscription + alert = weekly + instant updates [OK]

Hint: Use subscription for schedule, alert for instant notify [OK]

Common Mistakes:

• Trying to use subscription for instant alerts
• Believing alerts can schedule emails
• Thinking subscriptions and alerts cannot be combined