Subscriptions and alerts in Tableau - Dashboard Guide

Dashboard Mode - Subscriptions and alerts

Goal

Understand how to set up subscriptions and alerts in Tableau to stay updated on key sales metrics automatically.

Sample Data

Region	Month	Sales	Profit
East	Jan	1000	200
East	Feb	1200	250
West	Jan	900	180
West	Feb	1100	220
North	Jan	1300	300
North	Feb	1250	280
South	Jan	950	190
South	Feb	1050	210

Dashboard Components

• KPI Card - Total Sales: Shows total sales for all regions and months.
  Formula: SUM([Sales]) = 8750
• KPI Card - Average Profit: Shows average profit per month across all regions.
  Formula: AVG([Profit]) = 223.75
• Bar Chart - Sales by Region: Displays total sales grouped by region.
  East: 2200, West: 2000, North: 2550, South: 2000
• Line Chart - Sales Over Months: Shows sales trend over Jan and Feb.
  Jan: 4150, Feb: 4600
• Subscription Setup: Users can subscribe to receive this dashboard weekly by email.
• Alert Setup: Alert triggers when total sales drop below 8000.

Dashboard Layout

+----------------------+-----------------------+
| Total Sales (KPI)    | Average Profit (KPI)  |
+----------------------+-----------------------+
|                      Bar Chart: Sales by Region            |
|                                                             |
+-------------------------------------------------------------+
|                      Line Chart: Sales Over Months          |
+-------------------------------------------------------------+
| Subscription & Alert Controls (Buttons/Settings)            |
+-------------------------------------------------------------+
  

Interactivity

Filters for Region and Month update all charts and KPIs simultaneously.

Subscriptions send the current filtered view automatically by email on schedule.

Alerts monitor the total sales KPI and notify users if sales fall below the set threshold.

Self Check

If you add a filter for Region = 'East', which components update?

• Total Sales KPI updates to 2200.
• Average Profit KPI updates to 225.
• Bar Chart shows only East region sales.
• Line Chart shows sales for East region over months.
• Subscription emails reflect filtered data.
• Alerts monitor filtered total sales accordingly.

Key Result

Dashboard showing total sales, average profit, sales by region and month with subscription and alert features in Tableau.

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