Actions that Unexpectedly Remove Embedded Data Source Credentials in Tableau Cloud or Tableau Server and How to Avoid

Apply the appropriate workaround or follow the corresponding steps based on the action performed:

Option 1: Workaround for Publishing via Web Authoring (Use Publish As)

While web authoring, if you replace or add a data source connected to the workbook and select Publish directly, the data source credentials will not be embedded. To avoid this, use Publish As....

1. As the workbook author or site administrator, edit the workbook using web authoring. For more information, see Edit Tableau Views on the Web.
2. Select File, and Publish As....
3. Give the workbook the same name as the existing workbook to overwrite it.
4. Select the Embed password for data source box.
5. Select Publish.

Option 2: Considerations When Changing Content Ownership

When you change the ownership of content, such as workbooks or data sources, the embedded credentials provided by the previous owner may be removed for security reasons. After changing ownership, the new owner must re-enter and embed the credentials for the data source. For more information, see Manage Content Ownership.

Option 3: Check Publishing Settings from Tableau Desktop

When publishing a workbook and data source simultaneously, if the Publish Type selected is Published separately, and the Authentication selected is Embedded password, the credentials will be embedded in the data source but not in the workbook. Verify if this is the intended behavior when publishing with these settings. For more information, see Workbook with Published Separately and Embedded Password Can Result in Error "Unable to connect to the data source".

Option 4: Managing Saved Credentials

For data sources using OAuth authentication, credentials are saved under My Account Settings. If you remove the credentials from My Account Settings, the embedded credentials in the associated content will also be removed. Additionally, if the user who owns the credentials is deleted, the credentials they own will also be deleted. For more information, see Manage Credentials > Remove saved credentials.