Gain Valuable Insight with the Smartsheet for Tableau Integration

Import Smartsheet data into Tableau and combine data from other business-critical systems to help your whole team gain valuable analytics insights. The integration is built on the Tableau Web Data Connector (WDC) technology, which won’t require your IT team to install or maintain any additional software.

Smartsheet for Tableau is available to customers on a Business or Enterprise plan. See the Smartsheet Pricing page for more information.

With Smartsheet for Tableau, your team has the ability to:

  • Pull data from multiple sheets or reports from Smartsheet into a single Tableau report as an Extract
  • Create complex joins across multiple sheets and other solutions into a Tableau Dashboard
  • Publish Tableau Reports containing Smartsheet data on Tableau Server or Tableau Online

To learn more about how Extracts work in Tableau, please view this Tableau Help article

Before you Begin: Requirements

Any Smartsheet user on a Business or Enterprise plan can use the integration. You must also:

  • Have a valid Tableau license
  • Install Tableau Desktop (Version 10.4 or higher), and your data can be hosted on Tableau Online or Tableau Server
  • Use the integration with any supported Mac or Windows operating system (Requirements can be found in Tableau’s tech specs.)

Connect Smartsheet and Tableau

  1. Open Tableau Desktop. 
  2. In the Connect panel on the left, select Web Data Connector.

    NOTE: If you do not see Web Data Connector listed, scroll to the To a Server section and click More, then select Web Data Connector.
    connect to a server more button
  3. Type https://tableau.smartsheet.com/tableau as your Web Data Connector URL, and click Enter.
  4. Log in by entering your Smartsheet credentials.
  5. When prompted with the Allow Access message, click Allow to give the Smartsheet for Tableau integration access to items in your Smartsheet account.
  6. Select an existing sheet or report from your Smartsheet account.

    Smartsheet item picker
     
  7. Select your Import Data Settings to control how your Text/Number columns in Smartsheet will appear in Tableau.
    • As numbers—if all of the column values are numbers (If all values are numbers, they will be imported as numbers. Text will be imported as 0.)
    • As numbers—if most of column values are numbers (If at least half of the column values are numbers, they will be imported as numbers. Otherwise, they will all be imported as text.)
    • As text—All columns will be imported as text.

      NOTE: Any blank cells within a column will be considered text and will cause a column to be imported as text. Consider using the option for "if most of the column values are numbers" in this case.
       
  8. Choose if you would like to import metadata from your sheet or report. When selected, the metadata includes the following:
     
    Attachment countRow ID
    Child IDsRow number
    Discussion count*Parent ID
    Discussion text*Sheet ID
    Duration in secondsSheet name
    Outline LevelWorkspace ID
    Predecessor IDWorkspace Name
    Predecessor labels 

    *These metadata refer to sheet- and row-level comments.
     
  9. Click OK to complete the configuration and import your data into Tableau as an Extract.

Once your Smartsheet data has been synced to Tableau, you’ll see the Data Sources screen in Tableau. Here, you can add more data sources or begin building your worksheet in Tableau. 

Click Update Now to load the data and see your results.

refreshed data

Publish Data to Tableau Server or Tableau Online

Once you have designed your dashboard or workbook in Tableau, you can publish your data source for other Tableau users to view.

(Tableau Server Only) Add the Web Data Connector to the Safe List

Before you are able to publish Smartsheet data to Tableau Server, a Tableau Server Administrator will need to add the Web Data Connector to the safe list: 

  • Doing this will allow connections from https://tableau.smartsheet.com/tableau to your team’s Tableau Server.
  • When adding the WDC to Tableau Server safe list, include the Port number 443 in the --url portion of the tsm data-access web-data-connectors add command.

To learn how to add a Web Data Connector and Port number to a Tableau Server safe list, please view this Tableau Help Article.

Embed Your Credentials in Your Published Workbook

  1. In Tableau Desktop, open the workbook you would like to publish.
  2. Select Server and then click Publish Workbook.
  3. Make any necessary changes to your publish settings, and in the Data Sources panel, click Edit.
  4. In the Authentication dropdown, select Embedded.

    NOTE: This allows for refreshing, using the embedded credentials of this connection.
     
  5. Click Publish.

    tableau publish workbook

Refresh the Smartsheet Data in Tableau

After you have connected Smartsheet as a data source, you can refresh data manually, or on a schedule to pick up any new changes from your sheet or report. 

Manual Refresh in Tableau Desktop

On the top toolbar, click the Run Update icon to refresh all data and pull in any new changes from Smartsheet.

NOTE: If the Run Update icon is unavailable (appears grayed out like in the image below ), select Data > Refresh All Extracts to update all data sources at once instead.

refresh grayed out tableau

Set a Refresh Schedule on Tableau Server

When you publish workbooks that are connected to your Smartsheet for Tableau Extracts, you can also create a custom refresh schedule. Learn more on how to create a schedule in this Tableau Help Article.

NOTE: If your published Workbook isn’t refreshed within 14 days, you will need to republish it.

Resources on Tableau

Here are a few external resources on how to use Tableau:

  • Getting Started with Tableau Desktop—This is an 8 step training tutorial which will help give you an understanding of the basic features and functions of Tableau Desktop.
  • Tableau Training Videos—Free training videos offered by Tableau to help get you up to speed to begin creating Workbooks and sharing your work with others.

    NOTE: If you have any questions related to using Tableau, please contact Tableau Support.
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