Automated Tableau Extract Refresh Monitoring
Every morning, WebRun signs in to your Tableau site, checks when each published workbook or data source last refreshed, finds the extract refreshes that failed or ran late overnight, opens a Trello card for each broken one, and messages the data team on WhatsApp with which dashboards are showing stale numbers.
How do I know when a Tableau dashboard is showing stale data?
WebRun checks your Tableau site every morning for extracts that failed or refreshed late overnight. It opens a Trello card for each broken workbook with its owner and last successful refresh, then messages your data team on WhatsApp naming the dashboards currently serving stale numbers.
- Broken refreshes are caught before the morning meeting reads the numbers
- Every failure carries an owner and one Trello card
- The data sources that feed the most dashboards get fixed first
Built for data teams · analytics engineers · BI managers · operations analysts
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
online.tableau.comin a real browser with your saved login - no setup, no API keys. -
1
Tableau - check refresh times and failures
tableau.com
WebRun opens Tableau to check refresh times and failures. - Sign in to your Tableau site and open the list of published data sources and workbooks
- Read the last refresh time and the last refresh status for each scheduled extract
- Flag anything that failed overnight or has not refreshed within its expected window
- Note the owner, the project, and how many workbooks depend on each failing data source
Done when Every scheduled extract has a last refresh time and a pass or fail.
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2
Trello - open a card per broken workbook
trello.com
WebRun opens Trello to open a card per broken workbook. - Open the data team board in Trello
- Create a card for each failed or overdue extract with the workbook, the owner, and the last successful refresh
- Put the data sources that feed the most dashboards at the top of the list
- Skip anything that already has an open card, and comment on it instead if it failed again
Done when Every failing extract has one open card with its owner.
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3
WhatsApp - tell the data team
whatsapp.com
WebRun opens WhatsApp to tell the data team. - Message the internal data team group on WhatsApp with the morning status
- List the dashboards currently showing stale data and how many hours behind they are
- Name the highest impact one first so someone picks it up before the standup
- Say nothing when every extract refreshed on time
Done when The data team knows which dashboards are stale, or everything is green.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it re-run failed extracts on its own?
No. WebRun reads refresh status only. It never triggers a refresh, edits a schedule, republishes a workbook, or changes a data source connection, so recovery stays a deliberate action by your data team.
Does it read the data inside the dashboards?
No. It reads metadata: last refresh time, refresh status, owner, and project. Figures from inside a workbook are not copied into Trello or WhatsApp, so confidential numbers stay on the Tableau site.
How late is late?
You set the window per data source, for example flag anything that has not refreshed in 6 hours for hourly extracts and 26 hours for daily ones, so a normal schedule gap never raises a false alarm.
Related templates
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