How to Migrate Data in Tableau

Moving a Tableau dashboard from one place to another should be simple, but it can feel surprisingly complicated. Whether you're sending a report to a colleague, moving work to a new server, or just creating a backup, successfully migrating your data and workbooks is essential. This guide will walk you through the most common data migration scenarios in Tableau, from saving a single report to performing a full server-to-server transfer.

Graphed

Still Building Reports Manually?

Watch how growth teams are getting answers in seconds — not days.

Watch the Demo

Understanding Tableau's File Types

Before moving anything, it's important to understand the different building blocks of a Tableau project. Knowing the difference between these file types will save you a lot of headaches, as choosing the wrong one is the most common reason migrations fail.

• Tableau Workbook (.twb): Think of this as the blueprint. It contains all your worksheets, dashboards, and stories, including all the formatting, calculations, and connections to your data source. However, it does not contain the data itself. If you send a .twb file to a colleague, they won't be able to open it unless they have the exact same path to the exact same data source (like a shared network drive or the same database server).
• Tableau Packaged Workbook (.twbx): This is the all-in-one package. It bundles the workbook (.twb) along with a copy of the data, custom images, and any other external files. The data is usually a static snapshot called a Tableau Data Extract (.hyper). A .twbx file is a self-contained report that can be opened and viewed by anyone with Tableau Desktop or Tableau Reader, making it perfect for sharing.
• Tableau Data Source (.tds): This file is like a shortcut to your data. It doesn't contain the actual data but holds the connection information, such as the server address, database name, and login credentials. It also stores any default properties you've set up, like number formats, grouped fields, or default colors for dimensions.
• Tableau Packaged Data Source (.tdsx): This combines the data source connection information (.tds) with a local copy of the data in an extract format. It's a portable, self-contained data source that can be easily shared with other Tableau users, allowing everyone to work from the same standardized dataset.

For most simple migrations - like emailing a dashboard - packaging your work into a .twbx file is the main goal.

Graphed

Still Building Reports Manually?

Watch how growth teams are getting answers in seconds — not days.

Watch the Demo

Method 1: Migrating a Single Workbook with Its Data

This is the most frequent use case for data migration in Tableau. You’ve built a dashboard and now need to share it with a teammate, upload it to Tableau Public, or submit it for review. The goal is to create a packaged workbook (.twbx) that embeds the data so the other person can open it without any special setup.

Step-by-Step Guide:

1. Switch to a Data Extract: If you are connected to a live database, your workbook is relying on a real-time connection. To package it, you first need to create an extract.
2. Save as a Packaged Workbook: With your workbook now using an extract, you can save it as an organized package.

That's it! This new .twbx file now contains your dashboard and all the data needed to view it. Anyone with a Tableau product can open it and see your work exactly as you intended. This process effectively migrates your single dashboard and its associated data into one portable file.

Method 2: Migrating Content Between Tableau Sites or Servers

When you need to move content on a larger scale - such as moving from a development environment to a production server, upgrading your server hardware, or shifting projects between different Tableau Server sites - you'll need a more robust approach.

Manually re-publishing dozens of workbooks and data sources is slow and prone to error. Instead, Tableau provides tools designed specifically for these situations.

Graphed

Still Building Reports Manually?

Watch how growth teams are getting answers in seconds — not days.

Watch the Demo

Using the Tableau Content Migration Tool (CMT)

The Tableau Content Migration Tool is an application included with the Tableau Advanced Management add-on. It's designed to streamline the process of migrating content between separate Tableau Server environments. It gives you precise control over what you move, allowing you to migrate select projects, workbooks, or data sources without touching anything you want to leave behind.

Key Steps for Using the CMT:

1. Create a Migration Plan: The process starts by creating a "plan" file in the CMT. This plan will contain all the instructions for your migration.
2. Connect Source and Destination Servers: You will authenticate to both the source server (where your content currently lives) and the destination server (where you want to move it).
3. Select Your Content: The tool will present an interface showing all the projects on your source server. You can select entire projects or drill down to choose specific workbooks and data sources to migrate. This is ideal for promoting tested dashboards from a development site to a production one.
4. Apply Transformations (Optional but Powerful): The CMT's real power lies in its ability to apply "transformations." For example, if your development database needs to point at the production database on the production server, you can set up a rule to automate that change for every data source you migrate. It’s also possible to change project names or add prefixes to workbook titles.
5. Map Users and Permissions: The tool attempts to map users from the source server to the destination. You can also choose how you want to handle permissions: retain the source permissions, or have everything inherit permissions from its destination project.
6. Run and Validate the Migration: Once your plan is configured, you can execute it. The tool validates the process and provides a log of which assets were successfully migrated and which failed. Following the migration, it's critical to test the content on the destination server, check that dashboards load correctly, refresh schedules are set up, and data connections point to the right environment.

Backup and Restore for Full Server Migration

An alternative method, best suited for a full server upgrade or moving to new hardware, is the "backup and restore" process. This involves creating a complete backup of your current Tableau Server and restoring it onto a new instance.

Important: A restore completely overwrites everything on the destination server. It cannot be used to merge content or move specific pieces. This process typically uses Tableau's command-line tool, tsm.

1. Create a backup: On your current server, run tsm maintenance backup -f <filename>.tsbak -d to create a backup file. The .tsbak extension is required, and adding -d includes the current datestamp to the file name. This process also captures configuration data for you when executed, saving additional time post-server restore confirmation.
2. Copy backup and uninstall: Transfer this .tsbak file to the new destination server machine within a file directory and run TSM uninstall to remove your old licensed server install of your Tableau credentials and data. It can simply be stopped within the service manager if a server restart is necessary during other activities prior to uninstall.
3. Restore the backup: Before restoring, your new Tableau Server must be a clean slate (nothing has been modified from default settings) and be the same or a newer version as the source server. Run tsm maintenance restore --file <filename>.tsbak on the new server machine. Afterward, all user and permissions data and content including workbooks will appear as if it was the older server. This completes your full server migration and you can validate the content with your development team and release this new Tableau instance after QA is finished within this new environment for the whole server's worth!

For your most straightforward migration of data and content: The CMT is preferred when moving a subset of your content (e.g., development to production). While a full backup and restore is the method of choice to complete a migration of every piece of your existing server installation. Each of these methods has its specific purpose depending on what, why, and how to move from "A" to "B". So choose what your team members agree with before executing any of these steps.

Graphed

Still Building Reports Manually?

Watch how growth teams are getting answers in seconds — not days.

Watch the Demo

Post-Migration Checklist

Migrating data doesn't stop once the file transfer is done or your backups are restored. Validation is a crucial step to guarantee that everything is running as expected. Use this checklist to confirm your migrated content.

• Check Dashboard Functionality: Open select workbooks to ensure they load correctly and visualizations are intact.
• Test Interactivity: Click on filters, parameters, and actions to make sure they respond as anticipated.
• Validate Data Connections: If you are migrating live connections, confirm that they're pointing to the correct database or server in the new environment.
• Verify Extract Refresh Schedule: Double-check that any extract refresh schedules are enabled and set to the desired time.
• Review User Permissions: Spot-check that user and group permissions are correct to avoid unauthorized access.
• Collect Feedback from End Users: Encourage those who regularly use the dashboards to provide any feedback or report issues they encounter.

Final Thoughts

Moving Tableau content may seem daunting at first, but with the right tools and a clear process, you can migrate workbooks and dashboards efficiently. The Content Migration Tool is a valuable asset for complex migrations, ensuring a smooth transition. Remember to always validate your content and seek feedback to ensure the migration meets your team's needs. For a seamless experience managing these transitions, consider using a comprehensive management platform like Graphed.