How to Edit a Set in Tableau

Tableau sets are a fantastic way to group members of a dimension into a special category, but what happens when your data changes or your analysis needs a refresh? You don't have to start from scratch. This tutorial will walk you through exactly how to edit existing sets in Tableau, whether they're based on a fixed list of values or dynamic conditions.

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What Exactly Are Tableau Sets, Anyway?

Before diving into editing, let's have a quick refresher. Think of a Tableau set as a custom field you create to hold a specific subset of your data based on certain conditions. The members that satisfy the condition are considered "In" the set, and everything else is "Out."

This "In/Out" distinction is what makes sets so powerful. You can use them to:

• Compare subgroups against the rest of your data (e.g., top-performing salespeople vs. all other salespeople).
• Filter a view to focus only on a specific cohort.
• Drive complex calculations and conditional formatting.

There are two main types of sets:

1. Fixed Sets: You manually pick the members of the set. The members don't change unless you manually edit the set again. Think of it as a static list.
2. Dynamic Sets: The members of the set are determined by rules or conditions you define. As your underlying data changes, the members of the set can update automatically.

Knowing which type of set you're working with is the first step to editing it effectively.

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How to Find and Edit Your Set

Once you've created a set, it will appear in the Data pane at the bottom left of your worksheet, under the "Sets" section. It has a unique icon that looks like two overlapping circles, resembling a Venn diagram.

To start editing, simply find your set in the Data pane, right-click on it, and select "Edit Set...". This will open the same dialog box you used to create the set, allowing you to modify its configuration.

Editing a Fixed (Static) Set

Fixed sets are the most straightforward to edit because you’re simply changing the list of hand-picked members.

Let's say you have a fixed set called "Key Product Categories" that you manually created for a marketing analysis. A few months later, your company launches a new category that needs to be included.

Here’s how you’d edit the set:

1. Locate and Open: Find your "Key Product Categories" set in the Data pane, right-click, and choose "Edit Set..."
2. Modify Membership: The "Edit Set" dialog box will open on the "General" tab. You'll see a list of all potential members from the dimension (in this case, "Category") on the left and the current members of your set on the right.
3. Add or Remove Members: To add your new product category, find it in the list on the left and check the box next to it. To remove an obsolete category, simply uncheck its box. The members in the box on the right will update immediately.
4. Click OK: Once you're finished, click "OK" to save your changes. Any visualizations using this set will automatically update to reflect the new membership.

You can also use the search bar to quickly find members if your dimension has a lot of values. Other options allow you to add all members or exclude checked members for more complex selections.

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Editing a Dynamic Set

Editing a dynamic set is about changing the rules that determine its members, rather than changing the members themselves. When you right-click on a dynamic set and select "Edit Set...", you'll see options to adjust the condition or top/bottom filters you originally created.

Modifying a Condition-Based Set

Imagine you created a set called "High-Profit Customers" for customers with total sales greater than $5,000. Now, you want to make the criteria stricter and only include customers with sales over $10,000.

1. Open the Set: Right-click your "High-Profit Customers" set and choose "Edit Set..."
2. Go to the "Condition" Tab: In the dialog box, click on the "Condition" tab. Here, you'll see the rule you initially set up.
3. Adjust the Formula: In the formula box, you'll see something like: SUM([Sales]) > 5000. Simply change the value from 5000 to 10000. The full formula would now be:
4. Apply and Close: Click "OK". Tableau will re-evaluate all customers against this new rule and update the set's membership accordingly. Any customer whose total sales are between $5,000 and $10,000 will now fall from "In" to "Out" of the set.

Modifying a Top N Set

Top N sets are one of the most common types of dynamic sets. Let's say you have a set for your "Top 10 Products by Sales." At the end of the quarter, your manager wants to see the Top 15 instead, and they want to rank them by Profit, not Sales.

1. Open the Set: Right-click on your "Top 10 Products by Sales" set and select "Edit Set..."
2. Go to the "Top" Tab: Click the "Top" tab in the dialog window.
3. Change the Criteria: You’ll see the current configuration. You can now make two changes:
4. Apply Changes: Click "OK". The set will rebuild itself to include the 15 products with the highest profit, and all your dashboards using this set will update to show the new ranking.

Using Combined Sets

"Editing" sets can also mean creating new combinations from existing ones. This is particularly useful for segmenting and comparing audiences. For instance, if you have a set for "Customers from Last Month's Campaign" and another for "Repeat Purchasers," you might want to identify who is in both groups.

Here’s how to create a combined set:

1. In the Data pane, select the two sets you want to combine (hold Ctrl or Command to select multiple).
2. Right-click on one of the selected sets and choose "Create Combined Set...".
3. Give your new combined set a descriptive name, like "Campaign Responders Who Are Repeat Customers."
4. Choose how you want to combine them:
5. Click "OK". A brand new set that combines the logic of your first two will appear in the Sets pane.

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Best Practices for Editing Sets

To avoid confusion and make your workbooks easier to manage, keep these tips in mind:

• Name Sets Descriptively: "Set 1" doesn't help anyone. Use names like "Top 20 Customers by Profit Q2" or "EU Countries (Fixed List)". When you come back to edit it months later, you'll know exactly what it's for.
• Be Mindful of Dynamic vs. Fixed: Adding a member to a dynamic set manually will convert it to a fixed set, breaking its dynamic behavior. If you want a member to appear, investigate why it doesn't meet the dynamic criteria instead of forcing it.
• Add Comments: For dynamic sets with complex logic, you can right-click the set and add a comment. Briefly explain the purpose of the condition so you or a teammate can understand it later.

Final Thoughts

Editing Tableau sets is a fundamental skill that allows you to adapt your analysis on the fly without having to rebuild views from the ground up. Whether you're updating a fixed list of members or tweaking the rules for a dynamic group, the process is quick, visual, and gives you tremendous control over your dashboards.

While tools like Tableau are powerful, the process of finding the right menu, understanding the dialog boxes, and tweaking conditions still requires a series of manual clicks and a bit of a learning curve. At Graphed, we've focused on making data analysis conversational. Instead of hunting for the "Edit Set" button, you can simply ask, "show me top 15 products by profit instead," and your dashboard updates in seconds. We connect to your data sources and turn the process of building and modifying reports into a simple conversation, letting you get to the answers without getting lost in the UI.