Tableau Desktop User Guide, Study notes of Data Structures and Algorithms

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Tableau Tableau User Guide 1 Document Owner: UCLA Health – OHIA: Office of Health Informatics and Analytics Update Date: 2/26/2016 Created Using: Tableau Version 9.1 Tableau Desktop User Guide Publisher Role Tableau Tableau User Guide 2 Table of Contents Table of Contents .................................................................................................................. 2 Preface .................................................................................................................................. 6 The Purpose of This Training ............................................................................................................................................. 6 Target Audience ....................................................................................................................................................................... 6 Instructor-led Exercise .......................................................................................................................................................... 6 Training datasets ..................................................................................................................................................................... 6 How to Use This Training ..................................................................................................................................................... 6 Icons to Look For ..................................................................................................................................................................... 6 Module 1: Introduction to Tableau ........................................................................................ 7 Module Objectives ................................................................................................................................................................... 7 Tableau Overview.................................................................................................................................................................... 7 Choose the Right Tool .................................................................................................................................................................. 8 Tableau Development Process ................................................................................................................................................ 9 Opening Tableau through Care Connect ........................................................................................................................ 9 Workbooks and Sheets ........................................................................................................................................................ 11 High-Level Concepts and Terminology of Tableau Workbook ........................................................................... 12 Add a Worksheet or Dashboard .......................................................................................................................................... 13 Delete a Worksheet.................................................................................................................................................................... 13 Hiding and Showing Worksheets ........................................................................................................................................ 13 UCLA Templates ..................................................................................................................................................................... 14 Module Summary................................................................................................................................................................... 15 Module 2: Connect to Data .................................................................................................. 16 Module Objectives ................................................................................................................................................................. 16 Overview ................................................................................................................................................................................... 16 Data Connection Process .................................................................................................................................................... 17 Data Connection Types........................................................................................................................................................ 18 Database Connection Options .......................................................................................................................................... 19 Connect to Sample Excel Data .......................................................................................................................................... 20 Creating an Extract ................................................................................................................................................................... 22 Remove an Extract ..................................................................................................................................................................... 24 Module Summary................................................................................................................................................................... 24 Module 3: Managing Data: Filtering, Sorting, Grouping, and Sets ......................................... 25 Module Objectives ................................................................................................................................................................. 25 Filters .......................................................................................................................................................................................... 25 Adding Filters ............................................................................................................................................................................... 25 Quick Filters ............................................................................................................................................................................. 27 Add Quick Filter .......................................................................................................................................................................... 27 Customizing Quick Filters ....................................................................................................................................................... 29 Global Filter.............................................................................................................................................................................. 30 Tableau Tableau User Guide 5 Borders ............................................................................................................................................................................................ 86 Lines .................................................................................................................................................................................................. 87 Format Specific Setting ....................................................................................................................................................... 87 Numbers ......................................................................................................................................................................................... 88 Field Labels ................................................................................................................................................................................... 89 Legends ........................................................................................................................................................................................... 89 Add View Title .............................................................................................................................................................................. 90 Add View Caption ....................................................................................................................................................................... 90 Resize Tables ........................................................................................................................................................................... 91 Resizing Entire Table ................................................................................................................................................................ 91 Resizing Rows and Columns .................................................................................................................................................. 91 Resizing Cells ................................................................................................................................................................................ 91 Edit Axes .................................................................................................................................................................................... 92 Changing Axis Range ................................................................................................................................................................ 92 Changing Axis Title and Scale .............................................................................................................................................. 93 Modifying Tick Marks ............................................................................................................................................................... 93 Copy Formatting to Other Worksheets ........................................................................................................................ 93 Drop Lines ................................................................................................................................................................................ 94 Add Drop Line .............................................................................................................................................................................. 94 Highlight Marks ...................................................................................................................................................................... 95 Highlight using Color Legend ............................................................................................................................................... 95 Annotations .............................................................................................................................................................................. 96 Add a Mark Annotation ........................................................................................................................................................... 96 Positioning a Mark Annotation ........................................................................................................................................... 97 Area Annotation.......................................................................................................................................................................... 97 Format Annotations .................................................................................................................................................................. 97 Removing Annotations ............................................................................................................................................................. 97 Labels .......................................................................................................................................................................................... 97 Displaying Labels for the Entire Worksheet .................................................................................................................. 97 Showing and Hiding Individual Mark Labels ................................................................................................................ 98 Moving Labels .............................................................................................................................................................................. 98 Tooltip ........................................................................................................................................................................................ 98 Add Tooltip .................................................................................................................................................................................... 99 Module Summary................................................................................................................................................................ 100 Tableau Tableau User Guide 6 Preface The Purpose of This Training This user guide is for Tableau Desktop. It provides step-by-step instructions to create analytical and interactive reports and dashboards. The user guide gives you an overview of Tableau concepts as applied through a visualization exercise example. Target Audience The user guide primarily targets people who will be creating and publishing dashboards to Tableau Server. Instructor-led Exercise The instructions in the modules within this user guide are based on the in-class demonstration the instructor will walk-through. Steps should be used as a guideline and may vary once you have access and connection to the production environment post-training. Training datasets The examples in this user guide will utilize the following dataset: 1. Sample - Superstore (which we will be connected to through Tableau Server) How to Use This Training You can use this user guide in several ways. You can start at the beginning and go module-by- module as you learn the different topics within Tableau. You can also use this user guide as a reference by using the table of contents to jump to particular topics. Icons to Look For The following are specific icons to look for when reading: Tip: The tip gives additional detailed information about a topic. Note: The note denotes a caution about an aspect of the topic. It will not always be applicable to all situations; you should check whether it applies to you. Tableau Tableau User Guide 7 Module 1: Introduction to Tableau Module Objectives  Understand what Tableau is and identify the Tableau view development process  Identify standard Tableau roles and permission levels  Recognize Tableau high-level concepts and terminology  Learn how to open Tableau and identify the various components of the Tableau Workspace Tableau Overview Tableau Desktop is a data visualization software that allows for instantaneous insight by transforming data into visually appealing, interactive visualizations called dashboards. Tableau was designed to process and analyze nearly any data source in a logical, easy to follow manner. This results in far less development time, making your data actionable faster. Once connected to a data source, you can build, query, display, analyze, filter, sort, group, drill down, drill up, calculate, organize, summarize, and present data in a variety of ways. You can then share your visuals with your colleagues through dashboards using Tableau Server. Please note since Tableau is a visualization tool, there may be other reporting tools more appropriate for your needs. Tableau Tableau User Guide 10 a. If no notification shows automatically, your notifications from DUO Mobile might be disabled. Click into the DUO Mobile App and click the Tap to Respond green bar to get the Login Request screen. 6. Click the Tableau icon on the OHIA Tableau Desktop to launch. The Tableau Start Page opens. The Start Page is organized into three sections: ▪ Connect - The data section lets you either connect to a new data source or quickly open a saved connection. By default, a few sample data source connections are available. As you continue to create and save connections they’ll be added to the list. Sample data sources are also stored here. ▪ Open - The workbooks section shows thumbnail images for workbooks you’ve recently opened. When you open Tableau for the first time, the workbooks section will be blank. As you create and save new workbooks, the 21 most recently used ones are available on the start page. Click a thumbnail image to open the workbook. ▪ Samples - The samples section contains several sample workbooks that show off the kinds of analysis you can do with Tableau. ▪ Discover – The discover section provides links to Tableau training, the latest from the tableau “Viz of the day” and Tableau resources. Tableau Tableau User Guide 11 Workbooks and Sheets Workbooks and worksheets within Tableau have a similar structure as Microsoft Excel. ▪ A workbook can contain multiple worksheets, and each worksheet can be connected to a different data source. ▪ A worksheet contains a particular view or dashboard of your data. This is where you build views of your data by dragging and dropping fields onto shelves. o A dashboard is a combination of several views of data that you can arrange for presentation or to monitor. o The sheets, whether worksheets or dashboards, display along the bottom of the workbook as tabs. Tableau Tableau User Guide 12 High-Level Concepts and Terminology of Tableau Workbook Term Definition Examples View / Data View A visual representation of your data in a table or chart. N/A Worksheet Worksheets hold your data views. N/A Dashboard Collection of several worksheets within view in a single composite layout. N/A Workbook Workbooks hold one or more worksheets and/or dashboards in a single file. N/A Dimension A dimension is a discrete, descriptive attribute of your data used to define the focus of your analysis. Dimensions cannot be aggregated.  Category  State  Date Measure Measures are quantitative fields that are calculated based upon the specified dimensions.  Sales  Profit  Quantity Cards Cards are containers for shelves, legends, and other controls.  Pages  Filters  Marks Shelves Every worksheet in Tableau contains shelves. By placing fields on shelves, you can create the rows and columns of a data view, exclude data from the view, show additional levels of detail, and encode the data in various ways.  Size  Shape  Level of Detail Data Connection / From here you can view and edit the data source being used. By clicking the Data Source tab on the lower right you can N/A Tableau Tableau User Guide 15 Module Summary You should now be able to:  Understand what Tableau is and identify the Tableau view development process  Identify Tableau roles and permission levels  Recognize Tableau high-level concepts and terminology  Learn how to open Tableau and identify the various components of the Tableau Workspace Tableau Tableau User Guide 16 Module 2: Connect to Data Module Objectives  Understand difference between live connection and extracts  See how to connect to a database  Connect to sample Excel datasets  Learn to create and remove a data extract Overview The first step in the Tableau development process is connecting to data. This step involves connecting to the sample datasets, the respective table(s), and then either connecting live or importing the data from the specified table(s) to be used while creating the dashboard. When you import all or some of your data into the Tableau’s data engine, you create a data extract. The extract can improve performance to enable more advanced capabilities and allow you to do offline analysis. On the initial startup screen, select the Connect to Data option. Tableau Tableau User Guide 17 Data Connection Process Follow the below process to decide which type of data connection to use: *Structure still being defined – locations will be TBD When connecting to a data source, first you need to be aware of what type of data source you are connecting to. There are two types of data sources you will be connecting to: Data Source Type Description xDR xDR data sources are any data marts or anything else you have backend access to that is OHIA owned (data marts, Clarity, Cogito etc). Non-xDR Non-xDR will be all other data sources that will be imported as flat files. If you are connecting to an xDR data source, connect to the data source through Tableau Server. If your data source has yet to be published there, please fill out the request form for this to be completed. If you are still in need of your data mart to be created, contact OHIA-PMO. Any other data source will be considered a non-xDR data source. In order to connect to these, you need to create a Flat File and go through the Drop Off File Share. This file share is only a one-way into the Citrix Environment. Once you drop off your data source, it will show up on your Citrix Environment in the Drop Off Folder. This will be available for all of the content creators in your CoE to connect to. In this file share, there will be Master subfolder created. Any data sources that you want shared with your CoE, have been vetted and are your “one source of truth”, place these here. Eventually, these master data sources will be published, allowing you to connect directly through Tableau Server. The Adhoc subfolder will be used for your own data analysis. Tableau Tableau User Guide 20 Data Connection Type Pros and Cons Recommended Approach • Tableau generates SQL query based on selected columns and joins, then sends to database • Allows for incremental refresh of extracts Tip: When connecting to multiple tables, first select the Single Table radio button and the table. Then once a table has been selected, click on the Multiple Tables radio button to add multiple tables within the database. Custom SQL Requires coding of custom SQL to retrieve data. • More error-prone than using other options • Disallows Tableau filters to be pushed down to database query (they will be applied after the full custom SQL has completed) • Disallows use of incremental refresh for extracts, therefore will always require a full refresh No Connect to Sample Excel Data To connect to an excel file: 1. Open Tableau Desktop 2. Select Data > Connect to Data 3. Click on Microsoft Excel listed under the In a File section. Tableau Tableau User Guide 21 4. The Windows Explorer dialog box will open. 5. Browse to the location ..\Documents\My Tableau Repository\Datasources\9.1\en_US-US. Sample – Superstore .xlsx. To connect to your non-xDR data sources, browse through DropOffs Folder located on Citrix. 6. The data connection box will now appear. 7. Click and drag the Orders table into the clear white space. 8. Select Extract for Connection Type 9. Preview the data to ensure it’s being imported as expected 10. Click Go to Worksheet to save the extract and import the data into the worksheet. Tips:  Use a file name that is detailed enough to best describe its contents. Tableau Tableau User Guide 22 11. The Data window seen below will populate with the dimensions and measures from the Orders table. Tip: If you want to change settings in your data source after the initial import, you can use Edit Data Source to apply filters, change connection type, etc., Save the workbook by clicking the save icon and name it Class Training – Superstore Data. The default save format will be a TBW (Tableau workbook). Creating an Extract If a live connection was chosen initially, you may change it to an extract by creating a data extract 1. Select Data > Orders (Sample – Superstore) > Extract Data to open the Extract Data dialog box. Tableau Tableau User Guide 25 Module 3: Managing Data: Filtering, Sorting, Grouping, and Sets Module Objectives  Add a quick filter to the view  Apply ascending and descending sorting using a stacked bar chart  Define and create a grouping  Understand the various applications for sets and create a set  Copy and paste information between multiple sheets Filters Filters allow you to narrow the data down in a view or exclude certain information. They are defined by selecting specific dimension members or a range of measure values. Note: Filters are applied to the view in the order they appear on the Filters shelf. However, when working with independent filters, the order of the filters in the filters shelf does not change the results. Adding Filters You can create a filter by dragging and dropping either a dimension or measure into the filters shelf. When you add a field to the filters shelf, the Filter dialog box opens so you can define the filter. The Filter dialog box differs depending on whether you are filtering a dimension, measure, or date field. 1. Create the following view: Detailed Instructions: Tableau Tableau User Guide 26 a. Drag Order Date to the Columns Shelf. b. Click the (+) on the left of Year(Order Date) to view a lower granulary Quarter(Order Date). c. Drag Profit to the Rows shelf. d. Drag Category to the Color shelf on the Marks card. 2. Drag and drop the Category dimension into the Filter Shelf. A Filter window will open. 3. You can either select/deselect from the list or use the tabs at the top (Wildcard, Condition, Top). In this exercise, select the Technology value. 4. In the view, verify that only the Technology Category remains as a result of the filter. Tableau Tableau User Guide 27 5. Drag and drop the Order Date dimension into the Filters shelf. 6. Choose to filter on Quarter 7. Select only Q1 and Q2. Click OK. 8. Verify only Technology for Q1 and Q2 values are displayed in the view. Quick Filters When you turn on a Quick Filter, a smaller representation of the Filter dialog box opens as a new card. From there, you can quickly decide what to include in the view. Add Quick Filter 1. Either right-click or click on the down arrow on a field in any of the shelves. 2. To add a quick filter for the Order Date (Quarter) dimension, select Show Quick Filter. 3. The Order Date (Quarter) quick filter is in the upper right corner of the view. Tableau Tableau User Guide 30 Global Filter A global filter is a filter that applies to all existing and future worksheets in the workbook that are connected to the same data source. The global filter can be identified by the database icon next to the filter in the Filters shelf. Add Global Filter 1. With your mouse, hover over an existing filter on the Filter shelf. 2. Click on the drop-down button to access the option to Apply to Worksheets 3. When you add that specific field to All Using This Data Source, the global filter will be added. The field is marked with a database icon and the filter is applied to all worksheets in the workbook. Any changes you make to the filter affect all of the worksheets. Make Global Filter Local You can also make a global filter into a local filter again where it just applies to the active worksheet. 1. Select the drop-down on the global filter on the filter shelf and select Apply to Worksheets > Only this Worksheet. 2. Verify the database icon has been removed. Tip: The filter can be applied to specified worksheets only one by one. Apply to Worksheets > Selected Worksheets. Context Filters If you are applying filters to a large data source, you can improve performance by setting up context filters. A context filter is applied to the data source first, and then the other filters are Tableau Tableau User Guide 31 applied only to the resulting records. This sequence avoids applying each filter to each record in the data source. Create Context Filters 1. On the Filters shelf, right-click the appropriate filter and select Add to Context. 2. Verify the context filter appears at the top of the Filters shelf, is marked with context filter applied, and is colored grey. Note: The context filter will always be the first filter applied and cannot be rearranged on the shelf. Sorting, Groups, and Sets Defined You can use sorting, groups, and sets to further refine your views and extract exactly the information you are looking for.  Sorting – Sorting a data view means arranging dimension members in a specified order.  Groups – Combine dimension members into higher-level categories.  Sets – Create a custom field based on existing dimensions that can be used to encode the view with multiple dimension members across varying dimension levels. Sorting There are two sorting types: computed and manual.  Computed Sorting – automatically sorts data along dimensional items used in your view. By default, it sorts the category labels in ascending or descending alphabetical order or measurements in highest to lowest order.  Manual Sorting – allows you to rearrange the order of dimension members in the table by dragging them in an ad-hoc fashion, giving precise control over how items appear next to one another in tables and in legends. Tips:  You can sort any discrete field after it has been placed on a shelf (except the Filters shelf). Tableau Tableau User Guide 32  The shelf location of the dimension determines the component of the data view that’s sorted. For example, if the dimension resides on the Columns shelf, the columns of the data view are sorted for that field. If the dimension resides on the Color shelf, the color encodings are sorted. Apply Computed Sorting 1. Recreate the below view: Detailed Instructions: a. Drag Category from the dimensions to the Rows shelf. b. Click on the (+) to the left of the Category field to see the view by Sub-Category. Otherwise, drag Sub-Category from the dimensions to the right of Category. c. Drag Sales from the measures to the Columns shelf. d. Drag Profit from the measures to the Color shelf on the Marks card. 2. Click on the down arrow of the Sub-Category dimension in the Rows shelf and choose Sort. Tableau Tableau User Guide 35 Clear Sort To clear a sort, right-click on a field a legend or and select the drop-down of the Dimension that has the sort applied to it, and click on Clear Sort. Grouping A group is a collection of dimension members that have been combined into higher-level categories. Create a Group You can both use the group button on the toolbar, or right-click a dimension in the Data window and select Create > Group. For this demo exercise, you will be creating a group for the Product names starting with A, B and C. 1. Right-click on the Product Name dimension and select Create Group. 2. In the Create Group window, locate the Field Name: at the top and rename to Product Group 3. Select Find >> to search for specific names. 4. Select Starts with and type in A and select Find All. Tableau Tableau User Guide 36 5. Now all “A” product names will be highlighted. Select Group to group these together. 6. Name the group A and note the paperclip icon to indicate that these are all grouped. 7. Repeat steps 3 to 5 for B and C. Tip: Hold the CTRL key on your keyboard to select multiple members. 8. Check the Include ‘Other’ checklist to group all other product name values into an Other bucket 9. Suppress the groups to see all four listed 10. Click OK to apply. 11. Your dimensions data pane should result in the following new dimension field: Tableau Tableau User Guide 37 12. Drag the Product Group group and the Product Name field into the row data shelf to ensure the dimension values were grouped properly Edit Group After you have created a group, you can add members to the group, change the default member names, as well as change the name of the grouped field using the Edit Group dialog box. 1. Right-click the grouped field in the Data window and select Edit. 2. To add members, drag and drop them into the existing group. Click OK. Create a Group by Selecting Marks Instead of using the data pane to create a group, you can create a group in the view itself. 1. Create the below view sorting Sub-Category by Descending Order by Sales. Tableau Tableau User Guide 40 4. The Create Set From Selection dialog box opens. Name the set High Profit Quarters and click on OK. 5. Verify the set has been created at the bottom of the data window. Tableau Tableau User Guide 41 6. To test out the Set feature, open up a new worksheet and double-click on the set name at the bottom of the data window. 7. Initially the set will display two values In and Out. This breaks out the values that fall within the set criteria and those that fall out of it. Click on the drop-down of the set name in the shelf and select Show Members in Set. 8. Now only the values within the set will appear and the set has been added to the Filters card Tableau Tableau User Guide 42 Tip: Ensure that you click on the drop-down of the Set and select Show Members in Set to have this view. Create a Set from a Field Create a set from a field if you want to create a subset of a specific field. 1. Right-click the field in Product Container dimension and select Create Set. The Create Set dialog box opens. 2. In the dialog box, name the set Box Containers and type Box to search for and select these items to include in the set. 3. Click the OK button. Tableau Tableau User Guide 45 2. Go to Data > Paste Data to paste the data into a new worksheet 3. A simple Crosstab view will show based on the data that you had copied. Copy Image 1. Copying an Image (Right Click > Copy > Image) will allow you to paste your view to a Keynote File, for example. 2. You will be prompted to select the information that you’d like to paste in your File 3. Paste Data in any file. The below image is a copied image. Tableau Tableau User Guide 46 Copy and Paste Information Between Workbooks When working with multiple workbooks, you may find that you are setting up the same formatting, groups, and calculations in each one. Instead of creating these formats and fields from scratch each time, you can copy and paste between workbooks. Copy and Paste Groups or Custom Fields Custom fields between workbooks that use the same data source can be copied as well. 1. In the Dimensions pane, right-click the field you want to copy, and select Copy. Tableau Tableau User Guide 47 2. In the target workbook, right-click in the Dimensions pane, and select Paste. Copy and Paste Sheets You can copy and paste sheets between workbooks. Copying and pasting sheets also copies any information that the views in the sheets depend on, including formatting, groups, calculations, and more. Copying and pasting sheets is a quick way to combine information from different workbooks or create a new workbook. 1. Open a workbook and display it in the filmstrip view. 2. Select the thumbnails of the sheets you want to copy, and then right click > Copy Sheet. 3. Tableau copies the information in the file format (.twb or .twbx) of the workbook. 4. Open the destination workbook, or create a new workbook, and select File > Paste Sheets. 5. Pasted sheets are placed after existing worksheets and dashboards. 6. Save the changes. Tableau Tableau User Guide 50 Data Connection Window Data fields appear on the left side of the workspace in the Data window. You can hide and show the Data window by selecting Window > Show Side Bar. You can also click the minimize button in the upper right corner of the Data window. Tip: You can search for fields in the Data and Dimensions window by clicking the magnifying glass icon at the top of the window. Toolbar You can undock the toolbar by grabbing its left edge and then dragging it to a new location. You can hide or display a toolbar by selecting Window > Show Toolbar. Term Button Description Undo Undoes the last task you completed. There are unlimited undoes in Tableau. Redo Repeats the last task you canceled with the Undo button. Save Saves changes made to the workbook. Connect to Data Opens a dialog box where you can create a new connection or select one from your repository. New Worksheet or Dashboard Creates a new blank worksheet or Dashboard Duplicate Worksheet Creates a new worksheet containing the exact same view as the current sheet. Clear Sheet Clears the current worksheet. Use the drop-down list to clear specific parts of the view such as filters, formatting, and sizing. Pause Automatic Updates Controls whether Tableau automatically updates the view when changes are made. Use the drop-down list to control updates on the entire sheet or just quick filters. Run Update Runs a manual query of the data to update the view with changes when automatic updates are turned off. Use the drop-down list to update the entire sheet or just quick filters. Swap Moves the fields on the Row shelf to the Column shelf and vice versa. Sort Ascending Applies a manual sort in ascending order of a selected field based on the measures in the view. Tableau Tableau User Guide 51 Term Button Description Fit Specifies a how the view should be sized within the application window. Select either Normal fit, Fit Width, Fit Height, or Entire View. Fix Axes Toggles between locking the axes to a specific fixed range and showing all of the data in the view. Highlight Turns on highlighting for the selected sheet. Use the options on the menu to define how values will be highlighted. Show Me! Displays up to twenty-two alternate views of the data, in addition to the best view according to best practices. The options presented when this button is clicked depend on the data fields that have been selected. Dimensions and Measures Fields Once you are connected to data, the Data Window will populate with the corresponding dimensions, measures, sets, or field types. • Dimensions – Fields that typically hold discrete qualitative data. Examples of dimensions include dates, categories, model names, etc., • Measures – Fields that typically hold numerical data that can be aggregated. Examples of measures include value metrics such as usage, sales, etc., In addition to dimensions and measures, each field is categorized as either discrete or continuous. Below are example graphs illustrating the difference between these two data roles. Both examples show the Sum of Sales with the order quantity. It is the same information presented in two different ways. Tableau Tableau User Guide 52 Whether a field is continuous or discrete is reflected in the color of the field’s data type icon. In the Data window, blue icons indicate discrete and green icons indicate continuous fields. Discrete fields always result in headers being drawn whenever they are placed on the row or columns shelves. Continuous fields always result in axes when you add them to the view. These roles are important because you may want to display your data continuously or discretely depending on the data structure and what you are trying see. In the example above, if there is a gap for Order Quantity with a value of 5, you will not see a bar or header for it if it’s a discrete value. If it’s a continuous, you will see 5 on the axis with the value of 0. Continuous shows all continuous values on the axis. You can switch between continuous and discrete data roles by right-clicking on the field in the shelf Tableau Tableau User Guide 55 Using Hierarchies in Shelves You can drill down or drill up by clicking on a dimension that is placed on any shelf. If the dimension is on the Rows or Columns shelf, drilling down shows more data, or headers, in the table, while drilling up shows less data in the table. If a dimension shows the plus sign +, then its children are not already showing and you can drill down at least one level. If the dimension member shows the minus sign - , then its children are already showing and you can drill up. Tip: The order that the hierarchical dimensions are placed in the columns and rows shelf indicates order of priority. Creating a Hierarchy 1. Right-click Region in the Data window and select Create Hierarchy. 2. Type a name for your hierarchy. For training, type “Region/State/City” and click OK. 3. Drag and drop a field directly on top of another field. For the in-class demonstration, create hierarchies and arrange as per the image below. Tableau Tableau User Guide 56 Note: The order of the fields within a hierarchy will impact how the data is displayed in the report. The hierarchy should have the fields grouped from top to bottom. A Fiscal hierarchy with the order of Fiscal Year, Fiscal Quarter, Fiscal Month, and Fiscal Week is very different from order of Fiscal Week, Fiscal Month, Fiscal Quarter, and Fiscal Year. Hierarchies can be removed by right-clicking the hierarchy and selecting Remove Hierarchy. Folders Folders are a good way to visually organize data in Tableau. Any dimension, measure, or even hierarchies and groups can be placed into a folder. Fields are still searchable when inside folders. Folders are useful when there are 20+ dimensions or when it becomes messy and difficult to find the field you need. Creating a Folder 1. Right click on the Customer Name field and select Group By > Folder. This allows you to organize fields by folders instead of by data source. 2. Select the Customer Name and ID dimensions. Then, right-click select Create Folder. 3. Type a name for your folder. For training, type “Customer” and click OK. 4. Folders can be removed by right-clicking the Folder and selecting Remove Folder. Building a Tableau View You can build views of your data by dragging fields from the Data window to the view. Tableau Tableau User Guide 57 Tip: In general, dimensions will add row and column headers while measures will add an axis. Working with Text Tables (Cross-tab) Text tables show measures with text. It provides a way to display measures relative to different values of a dimension. Tables are useful when it is important to look up individual data points. A typical selection is at least one measure and one dimension. 1. Drag the City dimension into the Rows shelf. 2. Drag the Region dimension into the Columns shelf. Tip: If the cross-tab has Abc in the cell fields, it means a measure has not been added to that field within the cross-tab. 3. Drag and drop the Value measure into table over the Abc text. Tableau Tableau User Guide 60 Note: The Undo button only works for the views, not for undoing reordering of cards. Types of Shelves Every worksheet in Tableau contains shelves. Cards are containers for shelves. Shelves are fields where customizations are made. By placing fields on shelves, you can create the rows and columns of a data view, exclude data from the view, show additional levels of detail, and encode the data in various ways. Some shelves include the following: ▪ Columns and Rows Shelves ▪ Pages Shelf ▪ Filters Shelf ▪ Detail Shelf ▪ Color Shelf ▪ Size Shelf ▪ Shape Shelf ▪ Label Shelf ▪ Path Shelf Note: Some shelves are available only when certain mark types are used. For example, the Shape shelf appears when the shape mark type is used. Tip: You should experiment with various combinations of shelves, fields, and mark types to find the optimal view for your data. Columns and Rows Shelves The Columns shelf creates the columns of a table, while the Rows shelf creates the rows of a table. You can place an unlimited number of fields on these shelves. Tableau Tableau User Guide 61 When you place a dimension on the Rows or Columns shelf, headers for the view are created. When you place a measure on the Rows or Columns shelf, quantitative axes for that measure are created. As you build up your data view with more fields, additional headers and axes are included in the table. Using the filters based on the Rows and Columns shelves may enable you to get an increasingly detailed picture of your data. Pages Shelf The Pages shelf lets you break a view into a series of pages so you can better analyze how a specific field affects the rest of the data in a view. When you place a dimension on the Page shelf you are basically adding a new row for each member in the dimension. When you place a measure on the Pages shelf, the measure is converted into a discrete measure. The page shelf creates a view on a different page for each new row so you can easily flip through each view and compare them on a common axis. Filters Shelf The Filters shelf allows you to specify which data to include and exclude. For example, you might want to analyze the profit for each model, but only for certain locations or dates. By placing fields on the Filters shelf, you can create such a view. Tips:  You can filter data using measures, dimensions, or both at the same time.  The order of fields placed on the Filters shelf does not affect the data view because the filters are independent. Detail on Marks Card The Detail also allows you to separate the marks in a data view according to the members (levels of detail) of a dimension. However, unlike using the Rows and Columns shelf, using this shelf is a way to show more data without changing the table structure. Tips: Tableau Tableau User Guide 62  You can place any number of dimensions on the Detail shelf. In fact, placing all dimensions on this shelf is one way to display all the rows of your data source.  Placing a measure on the Detail shelf has no effect because measures do not contain members. Note: The Detail shelf works only if the measures that contribute axes to the table are aggregated. Color Shelf The Color shelf encodes data by assigning different colors to the marks in a data view based on the values of a field. The effect of color-encoding your data view depends on whether you use categorical or quantitative colors. ▪ Categorical Colors - When you add a dimension to the Color shelf a categorical legend is added based on the members in the dimension field. ▪ Quantitative Colors - When you add a measure to the Color shelf a quantitative legend is added creating a continuous range of colors. ▪ Transparency - Is especially useful in dense scatter plots or when you are looking at data overlaying a map or background image. As you slide the slider toward the left the marks become more transparent. ▪ Effects – Use effects to add borders to data points or highlight data points. Changing Colors to a Field When you create a view, default colors are assigned to the field’s values. The colors used will be consistent across all worksheets for that field. You can change the colors for the fields. 1. Click on the down arrow button in the Child Name card. Tableau Tableau User Guide 65 Other View Types Tableau offers many different types of views to slice and dice and showcase what you want to highlight in your data. The available view types will depend on the dimensions and measures you select. Determine Views Available: Show Me! There are two ways that the Show Me! Button can help you visualize your data. Option 1: The Show Me! feature will display available view types based on the dimensions and measures already added to the Rows and Columns shelves. 1. Click on the Show Me! button on the toolbar. 2. Based on the dimensions and measures selected in the Columns and Rows Cards, Tableau will recommend the best representation of the data. For this example, the best data view is the aligned bar view. 3. Click OK. The bar chart view displays. 4. Click on Show Me! button again and select the various chart options that Tableau recommends. Notice as each chart type changes where Tableau re-arranges the dimensions and measures on the shelves and cards.  Heat Map  Highlight Table  Pie Chart Tableau Tableau User Guide 66  Stacked Bar  Circle  Tree Map  Box-and-Whisker Plot Option 2 to create View: Even before adding dimensions and measures into the Rows and Columns shelves, you can select dimensions and measures fields in the Dimension and Measures window and click on the Show Me! Button and Tableau will display which visualization(s) will be best for the dimensions and measures selected. Below are the different various types of visualizations that Tableau offers. Play around and re- create the visuals in the graphics below to gain a better understanding of how each visual works. Heat Map A Heat Map enables easy comparison of categorical values using color ranges. It shows measures with the size and color of square marks. A typical selection is two dimensions and one measure. Tableau Tableau User Guide 67 Highlight Table Shows measures with color fill behind text based on the ranges of the measure. Requires at least one measure and dimension. Pie Chart The pie chart can be used to show proportions. A typical selection is one measure and one dimension. Tableau Tableau User Guide 70 Scatter Plot A scatter plot allows a user to investigate the relationship between multiple variables. Adding trend lines can more clearly define the correlations between your data. A typical selection is 2 measures and at least 1 dimension. Creating a scatter plot with the Superstore Subset workbook provides a better example. You will need to create a scatter in the dashboard creation later. Box-and-Whisker Plot Box-and-whisker plots depict the distribution of a set of data and are efficient at displaying outliers. There is a line at the median of the data, a box above and below the median for the nearest quartiles, and a set of “whiskers” that can extend to the entire data range or the nearest data points within 1.5 times the interquartile range. Requires at least one measure. Tableau Tableau User Guide 71 Bullet Chart Bullet charts are meant to compare two measures together, most commonly an actual vs a goal. Bullets were designed to replace the traditional gauges due to most information being displayed and more efficient use of space. Requires at least 2 measures Mapping When you are connected to data that contains location information you can automatically show the data on a geographic map. Tableau Tableau User Guide 72 Tree Map Tree maps are designed to display hierarchical data as rectangles within rectangles. For each rectangle, two measures can be coded – one will affect the size of a rectangle, and the other will affect color. If a single dimension is used, all dimension members will appear in size and color- encoded together. Word Cloud Word Clouds could display members of a chosen dimension as text, but in varying colors and sizes, depending on one or two measures. Word Clouds are tree maps, except with Text as the chosen mark type. Tableau Tableau User Guide 75  Operators - Operators are not available on the dialog box like functions and fields. Instead, you must manually type the operators into your formula. For a complete list of operators see Appendix E.  Parameters - Parameters are placeholders variables that can be inserted into calculations to replace constant values. Parameters are colored purple in the formula. Parameters will covered later in this training.  Comments - You can insert custom comments for your calculations as a means of annotation for later review. To add a comment to a calculation type two forward slash characters into the formula pane. Creating a Calculated Field 1. In the toolbar, select Dimension/Measure > Create > Calculated Field or right-click inside the Measures data window and select Create Calculated Field 2. In the Calculated Field dialog box, type in a name for the new field. For this exercise, name the field Profit Revenue. 3. The formula that we will be using is: IF [Category] = “Net Revenue” THEN Value END this formula is evaluating the value in the field Value Type, which specifies which metric we are looking at. If the value is Net Revenue, then it returns the number in the Value column, otherwise it returns NULL. Tableau Tableau User Guide 76 Click OK. Verify the new Net Revenue measure field appears in the data window. 4. Create two-three more calculated fields for the different metrics.  The new calculated field displays in either as a Dimension or Measure with the = icon.  Calculations that return a string or date are dimensions, while calculations that return a number are measures.  Calculated fields are available to all sheets that use the same data source in a single workbook. Module Summary You should now be able to:  Create a calculated field  Understand when to use formulas and the various components Tableau Tableau User Guide 77 Module 6: Table Calculations Module Objectives  Understand table calculations  Apply quick table calculations Table Calculations Overview Table Calculations are computations that are applied to the values in the entire table and are often dependent on the table structure itself. All table calculations are computed locally using the values you see in the table. You can add table calculations to your view using either the predefined quick calculations or by specifying a custom definition. To create a table calculation, you need to define both what you want to compute and what to compute along. Addressing and Partitioning Table Calculations rely on two types of fields: addressing and partitioning fields. The key to understanding Table Calculations is to know how these fields work. Partitioning fields partition your data into separate buckets, each of which is acted on by the calculations. Addressing fields define the “direction” that you want your calculation to take. Common Addressing options include: Table (Across) This option sets the addressing to compute along the entire table moving horizontally through each partition. For example, the view below shows quarterly sales by region and product category. When a calculation addressing is set to Table Across, the fields that span horizontally across the table are the addressing fields (Category and Region). All the other fields (Year, Quarter) are partitioning. The addressing fields are shown in orange while partitioning fields are shown in blue. That means that each partition will be the combination of Year and Quarter. Tableau Tableau User Guide 80 The bar graph will now add up all the sales for each bar in the chart to get a running total. A triangle icon next to the Sum(Sales) indicates a table calculation. 3. Select the drop-down on the SUM(Sales) measure again to change the addressing type to Pane (Across). This can be done under Compute using Tableau Tableau User Guide 81 4. Notice the running total is done in each quarter pane separately. Once a new quarter begins, the running total starts back at 0. Adding a Ranking Quick Calculation 1. Create the following view of sales by City sorted by Sales 2. Click and drag another instance of Sales to the marks Detail shelf and create a quick calculation for rank Tableau Tableau User Guide 82 3. Drag the Ranked instance of Sum(Sales) to the filter card. A filter box will now appear. Filter on the rank values of 1 to 10 to show the top 10 child names 4. Top 10 cities now appear Tip: There are other ways to filter for top N in charts. You may filter on a dimension and select ‘top’. However, with that method, other filters may interact with the dataset and it may not show the correct N number chosen. Filtering by rank will return the top N rank after the other filters have been applied. Module Summary You should now be able to:  Understand table calculations  Apply quick table calculations Tableau Tableau User Guide 85  Direction - rotates the text so that it runs vertically or horizontally.  Wrap - controls whether long headers and pane text wrap to the next line rather, than being abbreviated. 1. In the Format window, select the Alignment button on the toolbar to see the Alignment format settings. 2. Like font, you can change the alignment of the entire worksheet, rows, or columns and determine the horizontal, direction, vertical or wrap of the text. Shading Shading controls the background color of the pane and headers for normal areas, totals, and grand totals. To make text tables easier to read, you may want to alternate the color from row to row or column to column, often referred as banding. 1. In the Format window, select the Shading button on the toolbar to see the Shading format settings. 2. Determine if you want the entire worksheet, row, or just columns to have the shading altered. 3. Select the color you want the bands to be for either the pane or the header areas. 4. Select the band size, or frequency of bands, by sliding the Band Size either to the left or to the right. Tableau Tableau User Guide 86 Borders Borders are the lines that surround the table, pane, cells, and headers in a view. You can specify the border style, width, and color for the cell, pane, and header areas. Borderlines are particularly helpful when you have multiple dimensions on the row shelf. Tableau Tableau User Guide 87 Lines The lines settings control the lines that are part of the graph such as grid lines and zero lines as well as lines that help you inspect data such as trend lines, reference lines, and drop lines. You can specify the style, width, and color for each of these lines. 1. In the Format window, select the Lines button on the toolbar to see the Lines format settings. 2. Determine if you want the entire worksheet, row, or just columns to have lines. 3. You can alter the line, line width, and color for the grid lines, zero lines, trend lines, ref lines, drop lines, axis rulers, and axis ticks. Format Specific Setting Instead of formatting the entire worksheet, you can format specific settings by right-clicking a specific part of the view and selecting Format. You can format fields, numbers, legends, title and caption, null values, and reference lines and bands. Tableau Tableau User Guide 90 Add View Title 1. In the main toolbar, select Worksheet > Show Title. The Title shelf will appear. Double click in the empty space to edit Title. 2. Type in the view title and modify the text and format the font, size, style, color, and alignment. 3. When finished, click OK. 4. You may also double click on the sheet tab at the bottom and name the view from here. 5. When you print to PDF or include in a dashboard, the view title will appear. Add View Caption Captions are helpful in providing more detailed information about a view. When saving as PDF, captions will show up at the bottom of a view. 1. In the main toolbar, select Worksheet > Show Caption. The caption box will appear in the bottom section of view. Double click anywhere in the white space to edit Caption. A dialog box will appear. 2. Type in the information you would like displayed and format the font, size, style, color, and alignment. 3. When finished, click OK. Tableau Tableau User Guide 91 4. When you print to PDF, the caption is included at the bottom of the view. Resize Tables Tableau allows you to change the size of the rows, columns, and cells that compose a table. Resizing Entire Table You can increase or decrease the size of the entire table by selecting Bigger or Smaller on the Format > Cell Size menu. This option increases both the width and height of the panes. Resizing Rows and Columns Sometimes the rows and columns are not quite wide or tall enough. You can manually drag the header and axis borders in the view to change the row and column size. 1. Place your cursor over the vertical or horizontal border of a header or axis. 2. When you see the resize cursor, click and drag the border left and right or up and down. Resizing Cells Any table you can create in Tableau has the cell as its basic component. 1. On the main menu, click on Format > Cell Size. 2. Select the desired cell size. Tips:  Square Cell – adjusts the view so the cell has a 1:1 aspect ratio, which is particularly useful for heat maps.  Text Cell – Adjusts the view so the cell has a 3:1 aspect ratio. This is particularly useful for text tables.  After changing the cell size, you can use Ctrl+B and Ctrl+Shift+B to decrease or increase the table size while maintaining the cell aspect ratio. Tableau Tableau User Guide 92 Edit Axes When you add a measure to the Columns or Rows shelf, you add an axis to the view. For each axis you can specify the range, scale, tick mark properties, and more. Axis formatting options are available in the Edit Axis dialog box Changing Axis Range You can limit the axis range in order to focus the view to where the data points lie. 1. Right-click on the axis that you want to edit and select Edit Axis. 2. In the Edit Axis dialog box, select one of the following: ▪ Automatic - The axis range is automatically decided based on the data used in the view. ▪ Uniform axis range for all rows or columns - the axis range is the same across all panes in the view. ▪ Independent axis ranges for each row or column - the axis ranges vary across each pane in the view. ▪ Fixed - specify the start and end values for the axis. Fixed axes are applied across all panes in the view. Tableau Tableau User Guide 95 Highlight Marks Highlighting allows you to call attention to marks of interest by coloring certain marks and dimming others. Highlight using Color Legend 1. On the color legend card menu, click the Highlight button at the top of the color legend or select Highlight Selected Items. 2. You can select an item in the color legend or a dataset in the view to verify the highlight. Tableau Tableau User Guide 96 Annotations Use annotations to call out a specific mark, a specific point such as a value on the axis or a reference line, or an area such as a cluster of scatter marks. Add a Mark Annotation 1. Right-click the view where you want to add an annotation and select Annotate. 2. Select one of the following types of annotations from the submenu:  Mark - select this option to add an annotation that is associated with the selected mark. This option is only available if a mark is selected.  Point - select this option to annotate a specific point in the view.  Area - select this option to annotate an area in the view such as a cluster of outliers or a targeted region of the view. 3. In the Edit Annotation dialog box, type the text you want to show in the annotation and click on the OK button. 4. The annotation that you just made will appear on the chart. Tableau Tableau User Guide 97 Positioning a Mark Annotation After you add an annotation, you can move it around, resize it, adjust the line, and move the text.  To reposition the body: Click and drag the body of the selected annotation to a new position.  To resize the body: Click and drag the body resize handle left and right. The text and height are automatically adjusted to fit the width of the body.  To resize the line: Click and drag the line resize handle . Area Annotation An area annotation is a way to highlight or call out an area in the view. As opposed to a single mark annotation, area annotations are commonly used to call out several marks.  To reposition the box: Click and drag the box of the selected annotation to a new position.  To resize the box: Click and drag one of the box resize handles .  To reposition the text: Click and drag the center text handle to a new position.  To resize the text width: Click and drag the right text handle left and right. The text height is automatically adjusted to fit the width. Format Annotations You can modify the text, body, and line for each annotation. 1. Select one or more annotations, right-click one of the selected annotations, and select Format. The Format window opens showing the relevant settings. 2. In the Format window, use the drop-downs to specify font properties, text alignment, line style, and shading. Removing Annotations 1. Select one or more annotations to remove. 2. Right-click one of the selected annotations and select Remove or click the Delete key on your keyboard. Labels Labels are values shown next to each data point in a view. They can be value numbers like sales values, or they can be the child name or category next to each line. They can be turned on for all marks, selected marks, highlighted marks, the minimum and maximum values, or just the line ends in a line chart. Displaying Labels for the Entire Worksheet You can show and hide mark labels for the whole worksheet by clicking the Show Mark Labels button on the toolbar. Use the Label shelf drop-down control to specify font properties, alignment, when to show the label, and other options.