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How to Schedule Extract Refresh in Tableau

Cody Schneider••5 min read

You’ve built an amazing Tableau dashboard, connected it to your data source using an extract, and published it for your team to use. The only problem? The data is frozen in time. If you want your stakeholders to see the latest numbers, you have to manually open Tableau Desktop, refresh the extract, and republish the workbook. This manual process is tedious, time-consuming, and easy to forget.

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Fortunately, there’s a much better way. Scheduling an extract refresh in Tableau automates this entire process, ensuring your dashboards are always up-to-date with fresh data. This tutorial will walk you through exactly how to set up, manage, and troubleshoot scheduled refreshes in both Tableau Cloud and Tableau Server.

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First, Why Use an Extract at All?

Before scheduling a refresh, it helps to quickly remember why you're using a Tableau Data Extract (.hyper file) in the first place. When you connect to data in Tableau, you generally have two options:

  • Live Connection: Tableau sends queries directly to your database. This is great for real-time data but can be slow if the database is overloaded or the queries are complex.
  • Extract: Tableau imports a snapshot of your data and stores it in a highly optimized file. This makes your dashboards incredibly fast, and you don’t need an active connection to the database to view them.

The main drawback of an extract is that the data becomes static - it’s only as current as the last time it was refreshed. This is where scheduled refreshes become essential. They give you the performance boost of an extract with the benefit of regularly updated data.

What You'll Need Before You Start

To schedule a refresh, you can’t just work from Tableau Desktop. The scheduling magic happens after you’ve published your work. Here’s what you need to have in place:

  • A Publisher Role: You need permission to publish workbooks and data sources to your Tableau Server or Tableau Cloud site.
  • Access to Tableau Server or Tableau Cloud: This is the platform where it is run.
  • A Published Workbook with an Extract: Your workbook must be using a data extract. This can be a separate, published extract or an extract embedded directly in your workbook.
  • Data Source Credentials: When the server tries to refresh the data, it needs to be able to log in to the original source (like Salesforce, PostgreSQL, or a file). You'll typically embed these credentials during the publishing process.

How to Schedule Refreshes in Tableau Cloud

Tableau Cloud is Tableau’s fully hosted analytics platform.

Step 1: Publish Your Data Source and Workbook

The first step is publishing your workbook from Tableau Desktop. When the publish dialog box opens:

  1. Navigate to Server → Publish Workbook. Log in to your Tableau Cloud account.
  2. In the publish dialog box, give your workbook a name, choose a project, and specify which sheets to publish.
  3. Most importantly, under the “Data Sources” section, click “Edit.”
  4. In the dialog that appears, choose Embedded password from the Authentication dropdown. This saves the username and password for your database with the data source on Tableau Cloud, allowing the platform to refresh the extract on your behalf.
  5. Click “Publish.”
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Step 2: Find Your Published Data Source

Once published, sign into your Tableau Cloud account. Go to your site, and click the data source's name or the info icon beside its name.

Step 3: Access the "Extracts" Tab

In the Data Source menu, navigate to “Extracts.” Here, you should see all the existing refresh schedules for this source.

Step 4: Add a New Extract Refresh Schedule

To create a new schedule:

  • Choose a name for the schedule. This helps you identify it later, so something like “Full Refresh” is useful.
  • Select the frequency: This could be hourly, daily (e.g., “Every day at 7:00 AM”), or another interval that meets your needs.
  • Specify the time of day. This decision is important for aligning with your data update needs.

Once everything is set, click “Create.” Your schedule will be added, and the server will manage the refresh according to your specifications.

Scheduling Refreshes in Tableau Server

Setting up refreshes on Tableau Server is similar to Tableau Cloud but involves managing permissions and server configurations.

Ensure your data source is published to your server and accessible to your organization's network. You'll need the help of a server admin to set up connections, configure drivers, and ensure the firewall allows access where needed.

  • Once your data source is set up, navigate to the server’s interface.
  • Select your data source, and go to the "Schedules" tab to add or edit existing refresh schedules.

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Best Practices

To keep things running smoothly:

  • Stagger Refresh Times: Avoid scheduling all refreshes at the same time, especially during peak hours. Spread them out to minimize resource strain.
  • Utilize Incremental Refresh: If your data source supports it, only refresh new data instead of the entire dataset. This can be faster and more efficient.
  • Monitor Your Refreshes: Set alerts for failed refreshes, and regularly check logs to resolve any issues promptly.

Implementing these practices can help maintain performance and ensure your dashboards are always current with the latest data.

Final Thoughts

Scheduling an extract refresh in Tableau automates the process of keeping your dashboards up-to-date, freeing you from manual updates. Your dashboards stay performant while showing the most current data available. When using platforms like Tableau Cloud or Tableau Server, ensure you follow best practices for scheduling and performance management.

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