User permissions and roles in Tableau - Dashboard Guide

Dashboard Mode - User permissions and roles

Dashboard Goal

Understand how different user roles affect access to sales data in Tableau.

Sample Data: Sales Records with User Roles

Order ID	Region	Sales	User Role
1001	East	500	Sales Rep
1002	West	700	Sales Manager
1003	East	300	Sales Rep
1004	North	400	Sales Manager
1005	South	600	Admin
1006	West	800	Admin
1007	South	200	Sales Rep

Dashboard Components

• KPI Card: Total Sales Visible
  Formula: SUM([Sales]) filtered by user role permissions.
  Shows total sales the logged-in user can see.
• Bar Chart: Sales by Region
  Formula: SUM([Sales]) grouped by [Region], filtered by user role.
  Visualizes sales distribution by region for the user.
• Table: Orders Detail
  Shows [Order ID], [Region], and [Sales] filtered by user role.
  Lists orders the user has permission to view.
• Filter: User Role
  Parameter or filter controlling data visibility based on role.
  Example roles: Sales Rep, Sales Manager, Admin.

Dashboard Layout

+----------------------+-----------------------+
|      KPI Card        |    User Role Filter    |
|  (Total Sales)       |  (Dropdown Selector)   |
+----------------------+-----------------------+
|                                              |
|              Bar Chart: Sales by Region       |
|                                              |
+----------------------------------------------+
|                                              |
|               Table: Orders Detail            |
|                                              |
+----------------------------------------------+
  

Interactivity

The User Role Filter controls which data rows are visible in all components.

• Selecting Sales Rep shows only orders and sales from Sales Rep role.
• Selecting Sales Manager shows data for Sales Manager role.
• Selecting Admin shows all data since Admin has full access.
• All visuals update automatically based on the selected role filter.

Self Check

If you set the User Role filter to Sales Rep, which orders will appear in the Orders Detail table?

Answer: Orders 1001, 1003, and 1007 because they belong to Sales Rep role.

Key Result

Dashboard shows sales data visibility filtered by user roles in Tableau.