Change Request on an Existing Workbook - Step by Step

This document details how to make a change request on an existing specification in Data Cookbook.

Pre-review Tableau steps

Do the changes on the Tableau workbook in Tableau Desktop. 

Hide the sheets.

On Tableau Desktop, from top menu choose "Data" and from the dropdown menu choose "Refresh all extracts" (this will make sure you have the most recent data":

Refresh all extracts

Then save and publish to the "Staging".

In publish window, make sure all passwords are embedded and the "Show sheets as tab" and "Include external files" checkboxes are checked.

Make sure to test the workbook and we recommend you test with other individuals to make sure everything looks and functions as expected by your end user.

Pre-publication Cookbook steps

Navigate to https://uwmadison.datacookbook.com/

Find your specification through the search field near the top of the page (the search results will be returned for both: Definitions and Specifications)

Open the Specification you are modifying and on top click “Request a change” link:

Request a Change link

The Change request window does not need to be filled. Just click “Save”:

Change request window

This will set the status to “In Development” (#1 in image below).

If any of the fields needs to be modified:

  • If the field has the icon (see #2 in image below) beside it, it can be edited by clicking the icon. For example, “functional areas” (see #2 in image below).
  • Otherwise, you will need to click the “Edit” button (see #3 in image below)

In Development fields

If you need to modify Definitions, then from the top tabbed menu bar, choose “Definitions” (#4 in image below). You will be taken to the following screen:

Modify definition page

  • You can here remove any definitions by clicking the “Remove” link of that definition (#5 in image above)
  • You can add an existing definition by clicking the “Select a Definition” dropdown (#6 in the image). This field is also searchable. After finding and choosing your definition, you will need to click the “Add to Specification” button to add it to specification.
  • If a definition doesn’t exist, you can click the “create a new definition” link (#7). Follow this link for the “How to create a new Definition” KB.
  • If the order of definitions matter, you can click and hold the handle on the far right hand side of the definition and drag it to the desired position (#8)

After changes are made, scroll down to the comment section, and add this information there:

  • Indicate if publication or modification request
  • Explain changes made (ex: add year of data, fix/add functionality, etc.)
  • Explain any deviations from standard permissions, user capabilities or report guidelines
  • Add a link to the Staging version of the workbook. This makes sure that reviewers look at the proper workbook for approval.

Then click the “Send to Data Governance” button on top right hand side of the screen:

Send to Data Governance button

This will send it to reviewers. From this stage on, you are only able to add comments. You are not able to do any edits.

This is the workflow in diagram:

Review Diagram

Publishing after Approval from Data Governance

After the specification is approved by all reviewers and comes back to you (developer), you will see the status “Requestor Activation”.

Run "Refresh all extracts" on Tableau desktop and save.

Then publish your workbook from your Tableau Desktop into the server, since this is a modification.

After publishing into production, check the URL of the workbook on the server to make sure it matches what you have in your specification under URL field. If it doesn’t match, contact BI Team to fix it for you BEFORE activating the specification (if the specification is activated, it cannot be edited by anybody without starting a new change request). 

Delete the version in staging.

Activating your specification should be the last step. 

RADAR picks up the changes overnight.




Keywords:Data, Cookbook, Specification, Change, Request   Doc ID:117623
Owner:Mehrnaz A.Group:Data, Academic Planning & Institutional Research
Created:2022-03-28 10:17 CSTUpdated:2022-12-19 09:30 CST
Sites:Data, Academic Planning & Institutional Research
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