Publishing a data source to Tableau Server allows your department to centralize and reuse trusted data across multiple dashboards. Any updates to the published data automatically flow to all connected workbooks, ensuring consistency and accuracy.
Publishing data separately vs. embedding in workbooks
You can publish data sources as standalone resources that workbooks connect to, or you can publish workbooks with the data sources embedded in them. It is strongly recommended to publish data sources separately.
Publishing data sources independently offers several key benefits:
Reusability
Other developers can connect to the same data source without rebuilding connections or logic, saving time and reducing duplication.
Easier Maintenance
When data changes (e.g., updated calculations, new entries), you only need to update the published data source — not every workbook.
Better Governance
Published sources are easier to manage, monitor, and certify. You can control access and apply consistent filters or row-level security rules.
Faster Performance
Extracts published once and reused across workbooks reduce load on databases and improve dashboard speed.
How to publish a data source using Tableau Desktop
Activating Tableau Desktop requires a Creator license. See our Licensing Guide to learn more.
Step 1: Create an Extract
After connecting to your data source in Tableau Desktop, ensure the connection type is set to Extract in the Data Source tab. The extract will be created once you when you click on a sheet tab.
Step 2: Publish Data Source
From any sheet tab, navigate to Server > Publish Data Source and select the data source you want to publish.
Choose your department’s Data Sources project as the location. Do not publish data sources into Sandbox, QA, or LIVE projects.
Set the refresh schedule to “None” unless your data source is located in your department’s Tableau File Repository. Tableau Server cannot refresh data sources that reference files stored elsewhere (e.g., your desktop or OneDrive).
For more information on using your Tableau File Repository, see our guide on Setting a Data Refresh Schedule.
Step 3: Review & Connect to Published Data Source
After publishing to your department’s Data Sources project, all of your department’s developers can build dashboards connected to this data source. Changes to the published data source will automatically update all connected workbooks.
