Set Up Tableau CRM App Licenses and Permissions

Learning Objectives

After completing this unit, you’ll be able to:
  • Breeze through setting up licenses and permissions for Tableau CRM apps.
  • Describe the difference between permission set licenses and permission sets.
  • Assign user permissions so your team can access apps.
  • Set up access permissions to sensitive Salesforce data.

(Not) For Admins Only

Let’s get you going in your adopted role as analytics guru for DTC Electronics. Today, you’ve been bombarded with requests to set up Sales Analytics. So, let’s learn how to do that quickly, and maybe have a little fun in the process.

After ensuring that your Tableau CRM app is enabled, we’ll give other people access to it, and then we’ll determine what they’re allowed to do. Remember—the same basic techniques apply to any prebuilt Tableau CRM app. Ready?


These instructions use Sales Analytics for all the examples and details. The same principles apply to setting up permissions for other prebuilt Tableau CRM apps, such as Event Monitoring Analytics and Service Analytics. For detailed instructions about setting up permissions for other apps, see the resources section, below.

You Plus One!

The org already has two active users. Yes—one is you! The other is Laura Garza, one of DTC’s sales managers. The account you’re using right now, set up specifically for this trail, has complete admin privileges for that org. Your life would be so simple if that was the only account you needed. But in real life you need to meet the needs of many users, with various roles, each requiring varying levels of access. Trailhead imitates life: Laura Garza has been bugging you about Sales Analytics. Her CEO is about to fly in for a meeting, and although Laura has access to Tableau CRM, she wants access to the Sales Analytics app as well to show how her team is doing this quarter.

So, to get her going, you’re going to:

  • Give her permission to use Sales Analytics.
  • Create a set of permissions and assign it to her so she has the access she needs to get ready for her meeting.

Not everyone can handle the awesome power of having access to all things Tableau CRM. Let's create a permission set specifically for sales managers—just enough to do what they need. You don’t want the sales manager and other users to be able to do everything you can do as an admin. Tableau CRM lets you control security at a very granular level for every Tableau CRM app. So you’ll create that permission set to make sure she has access to just what she needs to do her job.

So, now let’s see what Laura has permission to do in Tableau CRM. To do that, you first need to assign licenses and permission sets.

Permission Set Licenses and Permission Sets: They’re Different

The term "permission set license" is quite a mouthful and it’s really easy to confuse with "permission set". But those are two different things, and you must keep them distinct when you set up Tableau CRM. To start with, for the sake of brevity, we’re going to call "permission set license" by its acronym, PSL. (For those of you who aren’t into the whole brevity thing, you can still call them "permission set licenses" whenever you like.)

Looking at these two things in the context of the setup process can help you keep them straight:

The first part of the process involves creating a permission set and associating it with a PSL. Before you can select any PSL for Tableau CRM, you must have purchased a Tableau CRM license. You can purchase either the Tableau CRM Growth license or a license for a specific Tableau CRM app—or both.

Next, you add some permissions to the permissions set, from those available in the PSL. Then you can then assign that permission set to users, in this case, Laura.

Clear as mud? Here’s an analogy that might make things a little clearer. A PSL is like a passport. It grants you the right to travel, but you can't visit the great land of Tableau CRM without the right visa. A permission set is like a visa. You can get a three-day tourist visa, a work visa, and so on, each of which allows you to do certain things. To do everything you want to do, you need both a passport and a visa, which is why you need to assign each user at least one PSL and one permission set.

Let’s Get Granular! Create a Permission Set

As the admin for DTC Electronics, you control access to Tableau CRM. Let's create a permission set for sales managers like Laura. In the real world, you’d probably do this for many users. Using the passport analogy, we’re now at the point of granting visas to go to certain places and do certain things.

Create Permission Sets

Since this permission set is for Laura, and other sales managers who just need to see a Tableau CRM app (and not create or customize it), type View Analytics App in the Label field. Adding the label automatically creates the API name as well, which we’ll keep.

  1. In the Setup menu, under Administration, click Users, then Permission Sets and then click New.
  2. Enter View Tableau CRM App in the Label field. This automatically creates the API name as well, which we’ll keep.
  3. From the License drop-down menu, select the license to associate with this permission set. In this case, select the Sales Analytics Apps permission set license. This step is equivalent to the passport in our analogy. Select the Sales Analytics Apps permission set license If you select a specific permission set license, any user assigned to the permission set is auto-assigned the permission set license. If you leave the default of --None--, you must manually assign the permission set license to users before you can add them to the new permission set. Of course, auto-assignment mean less for you to do!
  4. Click Save. The Permission Set Overview page shows the new permission set. Now add user permissions to the set.

Some Thoughts About Permissions

When you created the permission set, you also specified the PSL to associate with it ("Sales Analytics Apps"). This PSL makes a specific set of permissions available to assign—but they haven't been granted yet! You need to figure out which permissions are appropriate, and then assign them to the permission set you plan to assign to users.

So, essentially you’re going to create a subset that's right for sales managers like Laura. You won't give her all these permissions. There are more Tableau CRM permissions for other license types, but these are the ones available for the apps licenses.

We’ll order them slightly differently here so you can see how they’re related:

  • Use Tableau CRM Templated Apps. This permission is for users who need access to any Tableau CRM apps included with the Tableau CRM platform license (which is called Tableau CRM Growth). This includes Sales Analytics and a variety of other apps you can see when you select Create and open the template picker.

Users with the “Use Tableau CRM Templated Apps” permission and Editor or Manager access to the app can create, edit, and delete assets in the app. With Viewer access, they can create and save dashboards based on app datasets in their private folder.

  • Manage Tableau CRM Templated Apps. This is admin-level permission that lets you create, share, and delete apps. You should be careful about assigning this to users like Laura, who probably won’t need to create apps.
  • Edit Tableau CRM Dataflows. Another admin-level permission. You use this to do app customizations that involve changing app data. As such, it’s for advanced admins who are comfortable with editing a bit of JSON. Don’t worry if you don’t know what JSON is.
  • Download Tableau CRM Data. Download screenshots and data in tabular format through the Tableau CRM user interface.
  • Edit Dataset Recipes. This allows you to customize the data in your app with recipes, an advanced Tableau CRM data integration feature you won’t be using in this Trailhead module.

We will only assign some of these permissions.

Add Permissions to the New Permission Set

Now let’s add the right user permissions to the set.
  1. On the permission set overview page look for the System section. Under that, click System Permissions. If you closed the permission set overview page, go to Setup, click Users—>Permission Sets, and click View Tableau CRM App to reopen it. Setup link
  2. Click the Edit button.
  3. Since we’re creating a permission set named View Tableau CRM App just for Laura (and users like her who just need to view apps), select the check box for the permission that enables that level of access: Use Tableau CRM Templated Apps.
  4. Click Save.

Wow—you’ve successfully created a permission set that lets Laura view the Sales Analytics app. Only one last task to wrap everything up.

At the Finish Line! Assign Permission Sets

Almost there! You just need to assign the new permission set to Laura. You’re nearly ready to let her loose in Sales Analytics (and get back to your other work)! Let’s get Laura that visitor visa!
  1. In Setup, click Permission Sets.
  2. Click the permission set you just created, View Tableau CRM App.
  3. Click Manage Assignments.
  4. Click Add Assignments.
  5. Select the checkbox for our insistent Sales Manager, Laura Garza, and click AssignSetup link
  6. Click Done.

Enable Tableau CRM

If you’re using the org provided for this trail, we’ve made it easy for you; Tableau CRM will already be enabled. You don’t need to do anything. In the real world, you’d see this big stylish Enable Tableau CRM button the first time you opened Tableau CRM from the app menu.

Share Your App

Now that you’ve given Laura permission to view content, you’re ready for the next step of the app's lifecycle: sharing. This will let Laura see the great work you’ve just done. And through sharing, as she uses your app, you’ll all be collaborating and learning how to make the app even better.

You're probably still in the Setup pages. For the next task, return to Analytics Studio.

  1. Look for the app you just created—My First Analytics App— in the Apps section of the Analytics Studio home page.
  2. Click the Share icon to the far right of the app name.
  3. To give access to Laura Garza, start typing her name in the lower section where you can invite others. Because you’ve set her up in your org, her name appears in a drop-down list after you type a few letters. Click her name to select her. Type Laura in the Invite others field to share the app with Laura Garza
  4. Leave Laura’s access level as Viewer, and click Add.
  5. Click Save.
When Laura opens Analytics Studio, she’ll see the folder icon and she’ll have viewer access to the app. Bravo!

Wrapping Up, and What’s Next

You’re done—way to go! You’ve assigned a PSL to another user, created a new permission set, added permissions to that set, and assigned the set to the user. That’s a lot of steps, but it’s all about security, security, security!

The same basic process applies to other app and users, even though you did all this using Sales Analytics. The differences are the permission set license (PSL) you assign, and the specific permissions you add to permission sets. Each app requires that you assign users the unique PSL for that app. And a different type of user—say an admin, or a power user—would require that you add other permissions to give them access to the app features they need.

For now, pat yourself on the back, and take a few well-deserved deep breaths. You’re well on your way to becoming a Tableau CRM guru!

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