1. Using Alma Analytics with the Tableau Web Data Connector
Yoel Kortick
Senior Librarian

2. Agenda Introduction The three necessary elements
The Tableau Web Data Connector
Editing the report appearance in Tableau
Updating Data in a Saved Workbook
text6

3. Introduction
The Tableau Web Data Connector allows the user to build connections to data from different sources.
In this manner an Alma institution can use the Tableau Web Data Connector to combine data from Alma Analytics and one or more additional sources.
For more information see Use the new Web Data Connector to reach any data

4. Introduction
In order to facilitate creating the connection from Tableau to Alma Analytics, Ex Libris has built a Web Page which can be “plugged in” to the Tableau Web Data Connector.
After pointing to this web page from the Tableau Web Data Connector it’s as simple as merely entering your API Key and the relevant path of your report into the designated fields.
No additional configuration is required.

5. Agenda The three necessary elements Introduction
The Tableau Web Data Connector
Editing the report appearance in Tableau
Updating Data in a Saved Workbook
text6

6. The three necessary elements
The URL of the Ex Libris web page
The path and name of the Alma Analytics report
The API key which allows accessing Alma Analytics reports for your institution

7. The three necessary elements - #1
The first necessary element is the URL of the web page:

8. The three necessary elements - #2
The second necessary element is the API key for your institutions which allows access to analytics reports.
(partially blocked for security)

9. The three necessary elements - #3
The third necessary element is the path of the report.
This includes the report name.
One way to get the path is via the report properties

10. The three necessary elements - #3
Another way to get the path is to open the report and copy from the URL everything after “path=“
The path is (and it can be with or without the escape characters, either / or %2F):
%2Fshared%2FAlma University%2FReports%2FJR1 usage by month for previous calendar year
Note that as is the case any time an API calls an analytics report: the path should be in the “Shared” folders and not under the personal “My” Folders.

11. The three necessary elements - #3
This is the report path

12. Agenda The Tableau Web Data Connector Introduction
The three necessary elements
The Tableau Web Data Connector
Editing the report appearance in Tableau
Updating Data in a Saved Workbook
text6

13. The Tableau Web Data Connector
We will assume that Tableau is installed on your PC.
Here we are using Tableau 10.1

14. The Tableau Web Data Connector
Open Tableau and then open a new Tableau workbook. Use the “File” menu on top left or Ctrl+N

15. The Tableau Web Data Connector
Click the blue “Connect to Data” link on the top left

16. The Tableau Web Data Connector
In right hand column choose “Web Data Connector”

17. The Tableau Web Data Connector
Enter the URL which we already mentioned and hit enter:

18. The Tableau Web Data Connector
You will be presented with the Ex Libris Data Connector URL.
Fill in the API Key and path, choose your region, and click “Get data”

19. The Tableau Web Data Connector
Instead of manually filling in the report path you can also click the magnifying glass at the end of the field

20. The Tableau Web Data Connector
After clicking the magnifying glass you will be presented with the paths and reports of your Alma analytics
Navigate to desired report and double click

21. The Tableau Web Data Connector
The report and path is automatically added to the interface of the “Ex Libris Tableau Web Data Connector” page
This is the report we navigated to and double-clicked

22. The Tableau Web Data Connector
After clicking “Get Data” the query will execute

23. The Tableau Web Data Connector
You now have the Alma Analytics report in Tableau

24. Agenda Editing the report appearance in Tableau Introduction
The three necessary elements
The Tableau Web Data Connector
Editing the report appearance in Tableau
Updating Data in a Saved Workbook
text6

25. Editing the report appearance in Tableau – Example 1
We will now do as follows after retrieving report “JR1 usage by month - for previous calendar year”
Click update now to see the actual data (not mandatory but will ensure you are on the right track)
Open a new sheet or use existing sheet on bottom left
Put the year key on the top in the "columns" section
Change the Year Key to a dimension
Put the JR1 Journal usage on the top in the "Rows"
See the default line graph we receive
Choose a different presentation such as an area chart

26. Editing the report appearance in Tableau – Example 1
1a. Click “update now” to see the actual data in Tableau.

27. Editing the report appearance in Tableau – Example 1
1b. See the actual data in Tableau.

28. Editing the report appearance in Tableau – Example 1
2. Click “Go to worksheet” or open a new worksheet to begin editing the appearance

29. Editing the report appearance in Tableau – Example 1
3. Put the year key on the top in the "columns" section

30. Editing the report appearance in Tableau – Example 1
4. Change the Year Key to a dimension

31. Editing the report appearance in Tableau – Example 1
5. Put the JR1 Journal usage on the top in the "Rows"

32. Editing the report appearance in Tableau – Example 1
6. See the default graph we receive

33. Editing the report appearance in Tableau – Example 1
7. Choose a different presentation such as an area chart

34. Editing the report appearance in Tableau – Example 2
We will now do as follows after retrieving report “2. Ten least expensive titles for previous calendar year”
Click update now to see the actual data
Open a new sheet or use existing sheet on bottom left
Put the LEFT(Title,150) field on the top in the "columns" section
Put the Cost per Use measure on the top in the "Rows" (as Sum)
See the default line graph we receive
Choose a different presentation such as a text table
Rename ‘LEFT(Title,150)’ to ‘Title’
Change the Cost Per Use to currency

35. Editing the report appearance in Tableau – Example 2
1a. Click “update now” to see the actual data in Tableau.

36. Editing the report appearance in Tableau – Example 2
1b. See the actual data in Tableau.

37. Editing the report appearance in Tableau – Example 2
2. Click “Go to worksheet” or open a new worksheet to begin editing the appearance

38. Editing the report appearance in Tableau – Example 2
3. Put the LEFT(Title,150) field on the top in the "columns" section

39. Editing the report appearance in Tableau – Example 2
4. Put the Cost per Use measure on the top in the "Rows" (as Sum)

40. Editing the report appearance in Tableau – Example 2
5. See the default graph we receive

41. Editing the report appearance in Tableau – Example 2
6. Choose a different presentation such as a text table

42. Editing the report appearance in Tableau – Example 2
7a. Rename ‘LEFT(Title,150)’ to ‘Title’

43. Editing the report appearance in Tableau – Example 2
7b. Rename ‘LEFT(Title,150)’ to ‘Title’

44. Editing the report appearance in Tableau – Example 2
8. Change the Cost Per Use to currency

45. Editing the report appearance in Tableau – Example 2
8. Change the Cost Per Use to currency

46. Editing the report appearance in Tableau – Example 2
8. Change the Cost Per Use to currency

47. Agenda Updating Data in a Saved Workbook Introduction
The three necessary elements
The Tableau Web Data Connector
Editing the report appearance in Tableau
Updating Data in a Saved Workbook
text6

48. Updating Data in a Saved Workbook
Via “File > Save As” it is possible to save a workbook locally

49. Updating Data in a Saved Workbook
Note that this saves the Workbook locally on the PC.
To ensure that the data is current it is important to update it from Alma Analytics.

50. Updating Data in a Saved Workbook
Here we are opening an existing workbook

51. Updating Data in a Saved Workbook
After it is open we can click the Data section where it states “Ex Libris” on top left …

52. Updating Data in a Saved Workbook
We will then be prompted to again bring the data from Alma Analytics

53. Updating Data in a Saved Workbook
And the data will be refreshed in the Tableau Data Source

54. Updating Data in a Saved Workbook
And the data will be refreshed in the worksheet of the workbook.

55. Thank You