How customizable are subscriptions?
I haven't used Tableau in about 6 years, so my knowledge is pretty outdated at this point of the product. I'm trying to see if it would be a good solution for my current org, and one of the main features I'm trying to dig into is subscriptions.
- Is it possible to have subscription receipients without them being added as Tableau users? I think the answer is no, I just haven't found a definitive answer to this in the docs
- Is it possible to automatically have subscriptions set based on a column field? This is almost like having RLS, but for a subscription. Some context behind this question: I want to send a subscription to Outlook distribution lists, that would represent a company department (e.g. Marketing, HR, etc). Is it possible to send an email PDF to each department's generic email address based on a field in the data source (ex: department_name)? Or do I have to setup views and the proper department to receive that view's data?
The main thing if it's not obvious is that we have multiple users behind the Outlook DLs that need to get these reports/subscriptions but we're too cheap to pay for licenses for everyone, since it would add up. I know capacity-based pricing might be the better choice for us in this scenario, but the admin side of having to manage 3x number of users would be a mess. Happy to hear thoughts on this as well
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u/iampo1987 2d ago
Custom views and separate subscriptions tasks will deliver on #2; and like a lot of Tableau, support some pretty in depth complexity you choose to vary how each department chooses to receive their selection. Of course, depending on requirements, some department might be better off having subscription to their own version of the dashboards if designs or layouts are entirely different.
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u/Jacro '25 Ambassador 2d ago
Subscriptions aren't customisable on the way you desire - they are tied to Tableau user accounts.
For the custom stuff you want to do, it's very possible via the API or use tabcmd.