Why won’t Tableau refresh my data?
Refreshing in Tableau can get a bit confusing, mainly due to the fact that there are a few different places that data can be refreshed. This is a common issue that people are faced with too, Google searching for “why won’t Tableau refresh my data” returns the following results:
It can be frustrating when using the refresh button as sometimes new data will not update in Tableau, as expected. This is usually due to Tableau not being directly connected to the data source that has been updated.
I’m going to begin by outlining how you refresh data using Tableau Desktop (TD). Then I’m going to run through how Tableau Server (TS) can be used to refresh data sources.
Refresh using Tableau Desktop
The main clue for how to tell what you’re refreshing in TD is the icons in the Data Source window:
Locally connected files; refreshing will load new data from the file that the connection was made with. If you are in a packaged workbook (.twbx) you may see a local data source, however this file will be saved in a ‘Temp’ location. Packaged workbooks do not have a connection to the original data source.
Locally created extract; refreshing will connect to the locally saved extract NOT the original data source. So, if you are connected to an extract, the refresh button will only connect to the snapshot created when the extract was initially run. Therefore, to update the data in TD you need to refresh the extract.
Extract on TS; refreshing will connect to the extract saved on the server NOT the original data source. To update the data in the extract you can go to “Refresh from source”
Downloaded extract from TS; refreshing will connect to the extract saved on the server NOT the original data source. To update the data in the extract you can go to “Refresh from source” OR you can “Edit data source” and refresh the extract
TIP: Clicking on “Properties” under the data source menu will show you the location of the data source
TIP: In TD you can press F5 to refresh the connection to a data source (e.g. a tde)
Refresh Using Tableau Server
Again, the most common issue with refreshing data sources on TS is not being directly connected to the data source that has been updated. If a workbook is uploaded to TS and is connected to a local extract or live to a local data source then the data source will be packaged with the workbook when uploaded. Refreshing the data sources on TS will connect to the packaged data source and NOT the original data source. Therefore, any changes to the original data source will NOT be seen in the workbooks.
In order to be able to refresh a data source on TS you have to first upload the data source to TS. The easiest way to do this is to publish an extract of the data source and make sure to enter the credentials to access the data base. In Tableau v9.3 you will be prompted to switch the data source to the extract on TS (Before 9.3, you have to connect to the extract on TS and select ‘Replace Data Source’ to change from the local extract to the one on TS). This will automatically update the icon and the workbook will now be connected to the extract on the TS. Now when you upload the workbook to TS, if you select refresh, a connection to the database will be made and the extract will be updated, along with any workbooks connected to it.
To refresh a file that is saved on a local machine or on a shared drive you need to upload the data source to TS using the UNC path. So if the data source is saved at C:\data.xls then the UNC path will be something like \\workstation1\c$\data.xls
If you don’t use the UNC path then the extract on the server will not be refreshed and data in any connected workbooks will not be updated. You also have to replace the data source in the workbook with the extract on the server to allow the workbook to be updated by an extract created on TS.
One thing to note with refreshing using TS is that there is no direct indication of the extract running, it sort of does it in the background. However, the refresh should not take any longer than it would in TD, so it can be worth testing how long it takes to refresh in TD first.
Most useful post, Phillip. Could I ask you to elaborate on the sentence “Before 9.3 you have to download the extract on TS and replace the primary data source.” If I am using Tableau Server pre-9.3, how can I replace the data source (which I published via Tableau Desktop to Server and points to the tde on my computer) with one that is on a remote computer? Thanks — LK
Hey, I have the same Q,
What does it mean to replace the primary data source, in case I’m using tableau pre- 9.3?
Hi Irit, I’ve updated that section of the blog so it should make more sense now. Previous to 9.3 you have to connect to the published extract on TS and then replace the primary data source in the workbook
Hi Phillip, thanks for the very helpful post. I’m quite new to Tableau and sort of confused with the data refresh part in TS. Scenario is: When I publish a .twb file onto the TS (data source published prior), is it mandatory to set the data source as ‘Live’ connection? Or will ‘Extract’ connection work? Any inputs are welcome. Thanks in advance.
Thank You!!! This article explained exactly why I was unable to refresh my Tableau extract and how I can set it up properly.
Cheers,
Michael
Hi Phillip- thanks for the great post.
I my org, our rules prevent a live connection between TS and the data warehouse. So, I use Alteryx to publish .tde files directly to TS. Then connect workbooks to the .tde, and then publish the workbook. Scheduled refreshes in Alteryx publish a fresh .tde to TS, replacing the existing one. The problem, after publishing a refreshed .tde to TS, the workbook connected to that .tde doesn’t display the refreshed data until I open the report on TS and click Refresh in the toolbar. Any thought on how I could automate/schedule the refresh of the report?
Thanks in advance.
Ryan
Hi Ryan, glad the blog was useful! I think the approach you are taking is interesting, using Alteryx as the route to refresh the data. I use a similar approach with certain data sources at some of my clients. However, I’ve not experienced the same issue as you. Whenever I run the Alteryx workflow I see the refreshed data. Your issue may be to do with the cache setup on your TS, the data you see when you open the report may be the old data held in a cache. You’ll need to reduce the amount of time it takes to refresh the cache. Hope this helps! Phil
Hi Philip,
I’m facing some issue with ‘extract refreshment. Below are the steps I followed to implement this
Hello Team,
1.In Tableau Desktop, I created a data source connection to Redshift then I used ‘Custom SQL’. I also changed the connection type to ‘Extract’.
2. Created a dashboard and published it to Tableau Server using below options.
Refresh Schedule: Weekday early Mornings
Under Manage Data Sources;
Publish Type: Embedded in Workbook
Authentication: Allow Refresh access
3. Now I visited ‘Tabeau Server portal’ to test the extract schedule. I just clicked on refresh type ‘Run Now’ from ‘Refresh Schedules’
4. On the alert menu I see the message ‘Failed 1 time: Connectionless Failure’.
so I checked the data source connection and it has got validated successfully
Question1: .I would like to know is it something failing in the background or its just an alert that we can ignore.
Question2:. Please correct me if this is the right way of refreshing/scheduling the ‘extract’?
Thanks in advance,
Srikar
Hi Philip ??
Can I bring the refresh button to the tableau Workbook ??
To refresh the data ??
Is there any way to refresh the extract within Tableau Public? The menu options of Tableau Desktop (Edit data source>Extract>Refresh) to refresh the extract do not exist in Tableau Public.
my excel data source is in UNC path and I have published the workbook to server.Version 2018.1.However when I am changing the excel file the data is not getting refreshed in server even though refresh schedule is on.I am using some external images in the workbook so Include external images box is checked in.Could you please advice how data can be updated automatically when excel source data gets updated.
Thank you so much for the tip.
Thank you! This works fine for Tableau desktop versions.