Viewing and using People Data dashboards

Log into Tableau Server, using your SSO credentials.

You can view workbooks on Tableau in several ways:

1. Direct link: If a workbook is published, you might receive a link that takes you directly to it. After logging in, the workbook with all its 'views' will open immediately.

2. Tableau Home page:

A: Start Exploring button: This leads you to available Projects, Workbooks, and Views. 

B: Left-hand menu: This menu allows you to navigate to:

• Home page
• Favourites - add frequently used Views or Workbooks to your Favourites by clicking the star next to their name.
• Recent Projects, Workbooks and Views - quickly find what you have recently accessed.
• Recommended Views - See trending views in the University over the past week. 

C: Search bar: Easily find content available. 

D: Help menu, Notifications and Your Account: Navigate to these options as needed.

E: Recent Projects, Workbooks and Views: View recently opened items here. 

Understanding the structure

Tableau is organised into hierarchy of projects, workbooks, and views.

• Projects - Broad categories of information. For example, "HR Data Mart - Restricted" contains HR data.
• Workbooks - Collections of views within a project. For example, "HRI-1997 Staff Turnover" workbook.
• Views - Individual interactive tables, charts, or dashboards within a workbook. For example, "Annual Turnover by Division and Role" is a view within the "HRI-1997 Staff Turnover" workbook.

This structure is visible in the breadcrumb trail at the top, showing current location.  

Navigating and interacting with Views in the workbook is straightforward. Follow these steps to make the most of the data presented:

1. Navigating Views:

• Once you open the workbook, you'll see tabs along the top for each view.
• Common Views include:
  • Information Security View - Details about data security.
  • Data Definitions or Welcome View - Information about the dataset and groupings used.

2. Common interactions:

• Tooltips: Hover your mouse over a mark to see additional information.
• Filtering: 
  • Use filters to focus on specific data, such as a particular year or division.
  • If no data appears, your filter choices may be too restrictive.
  • To refine further, select multiple marks while holding down the control key. This will show the tooltip option to 'keep only' or 'exclude' the selected marks.
• Sorting: Change the data order by hovering over the top of a column or row and clicking the sort icon.
• Resetting the View: If filters become confusing or you want to revert to the original view, click the Revert button on the toolbar at the top.

1. Downloading data:

Exporting to Excel:

• Click on the data table or visualisation you want to export.

• Click the download button > select Data or Crosstab option to download the data in a summarised format, similar to a pivot table.  

Note: Some views may not allow data download due to confidentiality or sensitivity concerns.

2. Downloading Views as an image or PDF:

Exporting as an image (.png):

• Click the Image option to export the current view as a .png file.

• This image can be imported into other applications such as Word.

Export as a PDF:

• Click the PDF option.
• Select either Portrait or Landscape orientation and a page size.
• Choose whether to download the current view, specific sheets from the dashboard, or specific sheets from the workbook. 

3. Downloading Views into PowerPoint:

Exporting as a PowerPoint (.pptx)

• ​​​​​​​Click the PowerPoint option.

• Choose whether to download the current view, specific sheets from the dashboard or specific sheets from the workbook. 

If you have any difficulties accessing HR data or Tableau, or if you have any questions, comments, or requests for changes and enhancements, please contact hr.reporting@admin.ox.ac.uk.