Data Access Management

The Data Access Management sub-module controls all Access Management operations at the OvalEdge level.

Crawl

Data Access-enabled crawling is divided into ‘Crawl Site Groups, Users and Permissions’ and ‘Crawl Project’s Permissions.’

Crawl Site Groups, Users, and Permissions: Crawl Site Groups, Users, and Permissions enables Data Access Admins to fetch groups, users, and their associations of a site from the data source.

Crawl Project’s Permissions: Crawl Project's Permissions enables Data Access Admins to fetch project permissions and reports associated with this site's groups and users.

Schedule: In addition to manual crawls, instance-level Data Access Admin can schedule crawls at defined intervals. This enables periodic sync with the source system and supports consistent access governance.

Grouping of sites by instance

The created connectors are grouped in the Data Access module according to the associated server instance, shown in a hierarchical tree view on the left side of the page. The tabs displayed for each instance level vary depending on the type of connector.

For Tableau, the Sites tab lists all sites hosted under this instance. Sites are visible in addition to the Instance Details.

Instance Details

The ‘Instance Details’ tab acts as an instance-level landing page.

Instance Summary

The ‘Instance Summary’ tab under this section lists all the parameters used to establish that particular connection. Parameters such as 'Is Token-Based Auth', 'Content URL', 'Tableau API Version', 'Select Bridge', 'Connection String', 'Username', 'Password', and 'Credential Manager' can be modified if required. Parameters such as Host Name cannot be modified.

Instance Data Access Admins

Instance Data Access Admins display a list of all Instance Data Access Administrators associated with different sites in the instance.

To add or modify Instance Data Access Admins:

In the Instance Data Access Admins section, click the pencil icon.
Select one or more roles from the list.
Click Save to apply changes.

Sites

The ‘Sites’ tab displays the list of all the sites in this instance, with additional information.

Connector Name: Name of the specific connector.
Sites: Name of the specific site.
Total User Count: The Total number of users who have access to the specific site.
Site Administrators: The administrators of the specific site.
Status: Status of the corresponding Site, whether active or inactive.
Web Authoring: Web Authoring capability for a site has been enabled or not is displayed here.
Extract Encryption: This field indicates whether encryption has been enforced for all extracts on the current site.
Last Crawl Date: Displays the site’s last crawled date.

Site Level

The following tabs are displayed for each site level. Navigate to a site under each server instance in the left-side hierarchical Data Access Management grouping.

Site

The ‘Site’ tab acts as the site-level landing page. Below are its listed sub-tabs:

Summary

The Site Data Access Admins (DAA) can manage various settings for a connector on the Site Summary page and define the Site Data Access Administrator roles on this site.

Access Management

Enable the Access Management checkbox to configure Tableau permissions and policy settings within the application.

Click the pencil icon to enable or disable specific permission.
Select the required options and click Save to apply the changes.

Enable Access Management & Sync Tableau Permissions to Application Permissions:

This setting allows to enable or disable sync and mapping various Tableau Data object permissions to the corresponding permissions in the application.

Connector Data Access Admins

Displays the list of Data Access Admins at the connector level.

Click the pencil icon next to the connector to open the admin configuration.
Choose one or more roles from the list to assign as Data Access Admins.
Click Save to apply the changes.

Permissions

The Permissions tab displays the mapping of different project and report permissions of the data source to Application-specific permissions.

For example, a SELECT permission on a Tableau project corresponds to Meta Read and Data Read permissions within the application. This ensures that source-level access aligns with the application’s internal permission model for consistent governance.

Site Groups

This displays the list of groups in the current site, including the minimum site role granted to each group and the users associated with each group, which are retrieved from the data sources during the crawling process.

Attributes

Tableau Group: The name of each group configured within the Tableau site.
Application Role: The mapped application-level role or roles assigned to each group within the context of Tableau access.
Users: The list of users associated with each Tableau group.
Grant Role on Sign-In: Indicates whether a role is dynamically granted to users upon login (e.g, True, False).
Minimum Site Role: The lowest level of site-wide permissions granted to a group, determining the minimum capabilities for all users within that group.

Site Users

This displays the list of users on the current site, along with the associated site role and groups. The list is retrieved from the data sources during the crawling process.

Attributes:

Tableau User Name: The unique username assigned to each user in Tableau.
Display Name: The full name or display name associated with the Tableau user.
Group: The list of Tableau groups to which the user belongs.
Site Role: The level of access or permissions assigned to the user within the Tableau site.
Authentication: The method used by the user to authenticate.
Tableau Last Sign-In: The timestamp of the user's most recent login to the Tableau site.
Application Crawl Date: The date & time on which the user information was last fetched during the crawl process.
Application User: Indicates whether a user with the same name already exists in the application. If a match exists, the users are synchronized and treated as a single entity across the system.

Projects

This displays the list of projects in the current site along with the associated permissions on groups and users retrieved from the data source during crawling.

Attributes:

Project: The name of the Tableau project.
Parent Project: The hierarchical parent under which the current project resides, if applicable.
Owner: The designated owner or responsible user for the project.
Project Description: A brief description outlining the purpose or content of the project.
Groups/Users: The list of groups and users who have access to the project.
Permissions: The specific access rights assigned to each group or user (e.g., View, Edit, Publish).
Tableau Created Date: Creation date and time of the Tableau project.
Last Modified Date: The most recent date the project was updated or changed.
Application Crawl Date: The date when the project metadata was last fetched during the crawl.

Reports

This displays a list of various report types on the current site, along with the type of report (e.g., Workbooks, Views, and Data Sources), and the associated permissions assigned to groups and users. The list is fetched from the data source during the crawling process.

Attributes:

Project: The name of the project where the report is located.
Report Name: The title or name of the report.
Type: The type of content (e.g., Workbook, View).
Owner: The user who owns or created the report.
Groups/Users: The list of groups and users with access to the report.
Permissions: The specific access levels assigned to each group or user.
Tableau Created Date: The date & time the report was initially created in Tableau.
Last Modified Date: The most recent date & time the report was updated.
Application Crawl Date: The date & time when the report metadata was last fetched during the crawl.

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