Subscriptions and alerts in Tableau - Cheat Sheet & Quick Revision

Recall & Review

beginner

What is a subscription in Tableau?

A subscription in Tableau is a way to receive a snapshot of a dashboard or report by email on a regular schedule, like daily or weekly.

beginner

How do alerts in Tableau help users?

Alerts notify users automatically when data reaches a certain condition, like sales dropping below a target, so they can act quickly.

intermediate

Can you subscribe to a specific view or the whole dashboard in Tableau?

You can subscribe to a specific view (such as a worksheet) or an entire dashboard in Tableau. The subscription sends a snapshot of the selected view.

intermediate

What is required for a Tableau user to receive subscriptions and alerts?

The user must have a Tableau Server or Tableau Online account with permission to view the content and have a valid email address set up.

beginner

How can you manage or stop Tableau subscriptions?

Users can manage or stop subscriptions by going to their Tableau Server or Online account, finding their subscriptions, and deleting or editing them.

What triggers a Tableau data-driven alert?

A When a subscription is created

B When data meets a set condition like exceeding a threshold

C When a dashboard is published

D When a user logs into Tableau Server

Alerts are triggered when data meets the condition set by the user, such as sales dropping below a target.

How often can you schedule Tableau subscriptions?

A Only during business hours

B Only once a month

C Only on weekends

D Daily, weekly, or monthly depending on setup

Subscriptions can be scheduled daily, weekly, or monthly based on user preference and server settings.

Which of these is NOT needed to receive Tableau subscriptions?

A Admin rights on Tableau Server

B A Tableau Server or Online account

C A valid email address

D Permission to view the content

Admin rights are not required; users only need permission to view content and a valid email.

What type of content can you subscribe to in Tableau?

A Specific views or worksheets

B Entire Tableau Server

C Only data sources

D Only dashboards with filters

Subscriptions are for specific views or worksheets, not entire servers or only filtered dashboards.

How do Tableau alerts help improve decision-making?

A By deleting old data

B By creating new dashboards automatically

C By sending automatic notifications when key data changes

D By restricting user access

Alerts notify users automatically about important data changes, helping them act quickly.

Explain how Tableau subscriptions work and what a user needs to set one up.

Think about how you get regular email updates from a report.

Describe the purpose of data-driven alerts in Tableau and give an example.

Imagine your phone notifying you when something important happens in your data.

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