User-level filtering gives you the ability to show viewers different versions of the same report. The version of the report the viewer sees is based on the filter that is applied to their Tableau user or to the group that the user is in. 

A report viewer account is created in Tableau, but the user will view the actual report in Platform once it is published. This is because Civis Platform needs the 1:1 connection to the Tableau Site to correctly apply user level filtering.

Filtering can be done on an individual user basis, however, creating groups of users is recommended for ease-of-use. 

The steps below will walk through creating a Report Viewer, creating a group, adding users to said groups, applying the filter on a worksheet, and then turning on User-level filtering on the report in Platform.

Prerequisites

For Platform users to access a Tableau Report with user level filters enabled they must have a Tableau Server User within your Site on the Civis Tableau Server. To best facilitate creation and configuration of these users at least one member of your team should be a Site Administrator Explorer on your Tableau Site. Site Administrator Explorers can create new Tableau Server users. See this Tableau documentation for an overview of the capabilities available to each role in Tableau Server.

If you are not sure if your Tableau Site is configured with a Site Administrator Explorer or you need one to be created, please reach out to Support@CivisAnalytics.com.

Creating a Report Viewer in Tableau

A Site Administrator Explorer can create a report viewer by following the steps outlined below:

1. Log into the VPN and Tableau
   1. Select site you want to add user to
2. From the left-hand pane click on Users
3. At the top of the screen click Add Users > New User 
4. Enter in the following information
   1. Username: Platform Username
   2. Displayname: First and last name
   3. Password & Password Confirmation: Password can be chosen at random as it will not be shared with the user as they should not need to log into Tableau
      1. Do not input the user’s email address
5. In the Site Role dropdown select Viewer
6. Click Add User to save

Creating a Group in Tableau 

This step is optional if you will be adding users to a filter on an individual basis. If you are creating a group with the intention of using it for user-level/group-level filtering, it is recommended that the group name correspond to the type of view it will show the report viewer.

For example: To show report viewers in different states a version of the report based on their state, create a group for each state that needs its own view.

1. From the left-hand pane click on Groups
2. At the top of the screen click Add Group > Local Group
3. Enter in the name of the group
1. Do not select the Grant Role on Sign In radio button
4. Click Create to save

Adding a User to a Group 

This step is optional if you will be adding users to a filter on an individual basis.

1. From the left-hand pane click on Users
2. Select the radio button for the user(s) you want to add to a group
3. From the Actions drop down select Group Membership
4. Choose the group(s) you want to add the user(s) to
5. Click Save

Creating User Level Filters

1. Navigate to your chosen workbook or create a new one
2. From the worksheet you want to apply the filter to click Server > Create User Filter > Select the filter you want to apply 

    3. In the box that comes up, name your filter 

    4. In the list on the left, select a user or group. On the right, select the individual member(s) that you want the selected user(s) to be able to see

                  You can select multiple users by holding shift and clicking.

   5. Repeat this process for each user or group and click OK when you’re done mapping users to values

   6. Find your filter in the left Data pane

   7. Drag and drop your filter in the Filters shelf

Permissioning Users / Groups on the Workbook

Applying a User Level Filter impacts users permissions on data only and does not give users permission on Workbooks, which is necessary for them to load the Report in Platform. To provide permission to users or Groups, follow these steps in Tableau Server:

1. Navigate to the chosen Workbook
2. Click the three dot menu to the right of the Workbook name and select Permissions
3. Click + Add User / Group Rule
   
   (You may also use the Effective Permission section to confirm a User or Group’s current permissions)
   
   
4. Search for a User or Group name using the menu that appears 
   1. Click on that User or Group
5. Use the dropdown Template menu to apply pre-configured permission schemes or use the checkboxes to apply permissions to each action.
   • Leave any checkbox blank to use the default permission settings for that action
     
6. Click Save

See this Tableau Documentation on Permissions for more.

Enabling User-Level Filtering in Platform

1. Once you have applied your filter and published the report, locate the report in Platform:
1. Publish tab 
2. Click on the Reports header 
3. Filter by report type Tableau and/or the author of the report
2. Click the 3-dot menu and select Share
3. Turn on the Tableau User-Level Filter option
4. Share the report with your intended audience

Additional Sources

The Tableau website has more in depth instructions on applying User-Level filters.

• Create a User Filter and Secure it for Publishing
• Applying User Filter Sets to Published Data Sources