How do I connect Tableau to Autotask in 5 minutes?

Execute the following steps to connect Tableau to Autotask. You only need knowledge of Tableau, your own business and the Autotask administration.

Autotask is cloud software for IT business management. Autotask covers traditional ITIL processes as well as more recently introduced methods.

No technical knowledge is needed nor knowledge on the Autotask APIs to connect Autotask to Tableau. This step-by-step plan will tell you exactly which steps you need to go through on Invantive Cloud to create your own Azure data warehouse with data from Autotask.

The steps to connect Tableau to Autotask are:

1. Register an Invantive Cloud account.
2. Create a Autotask database.
3. Make the Autotask database available through the Tableau OData connector.
4. Connect Tableau to Autotask through the connector.
5. Load data from Autotask into Tableau.

Invantive Cloud offers a Autotask connector to download data from Autotask into Tableau, but there are over 75 other connectors available also for SQL, Power BI, Power Query, Tableau en Azure Data Factory.

With the Autotask connector for Tableau you will by default fetch the data from all connected Autotask companies in your dashboard. You can limit the number of Autotask companies that are retrieved in Tableau through the Database settings. For example, you can also limit the connector for Tableau to the data from exactly one Autotask company. Of course, you can also filter the data by a specific Autotask company using a filter step in Tableau. The Autotask connector for Tableau has advanced optimizations for great real-time performance with both a single Autotask company as well as with hundreds of Autotask companies.

When you are having questions, please check the forums for Autotask. Every organisation is entitled to 1 hour of free training to help you get started. This free hour also applies to free plans.

Register Account on Invantive Cloud

Skip this step when you already have an account on Invantive Cloud. Otherwise execute the following steps one time to register an account on Invantive Cloud:

1. Go to Invantive Cloud start page.

2. Select the Log on-button.

3. Select the Sign Up-button.

4. Enter your business email address.

5. Select the Next-button.

6. Enter your personal data.

7. Select the Next-button.

8. Enter your password and repeat the provided password.

9. Select the Next-button.

10. You will receive a six-digit verification code by email within 2 minutes.

11. Enter the six-digit verification code.

12. Select the Sign Up-button.

13. Log on now.

14. Make sure you have an authentication app installed on your phone. Select the Next-button.

15. Add the displayed QR code to the authentication app, enter the current verification code, and choose "Finish".

16. Skip registration of the organization.

17. Complete your personal data and choose 'Save'.

18. Go to the dashboard.

19. The Invantive Cloud dashboard will be shown.

You now have a login code on Invantive Cloud with which you can set up the connection with Autotask and numerous other platforms. You will use the same Invantive login code and workflow for all other platforms.

Create Autotask database

In this step, we set up a database with data from Autotask. The database is "virtual" because it is not a traditional database, but is fed real-time from Autotask. Invantive Cloud provides Tableau with a real-time link to Autotask. The database will be used for all your Autotask reporting with Tableau. So you only need to perform these steps once.

1. Click the Add Database button.

2. Select Autotask from the list.

3. Please fill out the form with login information for Autotask.

4. Select the OK-button.

Congratulations! You can now process data from Autotask within the Invantive Cloud website. You can do this for example with the interactive SQL editor.

Grant connection from Tableau access to Autotask

To retrieve the data from Tableau we create a link via Invantive Bridge Online. This creates a "bridge" between the cloud of Invantive and the standard OData connector that is available in every version of Tableau. You do not need to install anything locally: no connector, no ado.NET provider and no Tableau add-on neither.

Execute the following steps to safely use the data from Autotask outside of Invantive Cloud:

1. Next to the database you will find an orange text requesting you to allow access from your current location (IP address). Select the nearby orange button.

2. You can completely disable IP address checking by entering an asterisk ("*").

You are now ready to import the Autotask data into Tableau.

Configure Tableau connector for Autotask

You will now pull in Tableau data from Autotask through the established link.

Please note again that Invantive Cloud under the hood handles all complexity such as setting up credentials such as a refresh token, acquiring an access token, optimizing and parallelizing access, accessing an API within the rate limits, scopes and security restrictions. There is absolutely no need for knowledge on complex technical topics such as OAuth access tokens or API.

Execute the following steps:

1. Start Tableau and choose "More..." from the "To a Server" menu on the left menu "Connect".

2. Search and select the OData connector.'

3. Enter in the window the Bridge Online URL of the Tableau database. This URL containing the data can be found in the Database-form of Invantive Cloud. Choose authentication type "Username and Password". Enter the Invantive Cloud user name and password.

4. The list of available Autotask tables appears. Select the desired tables and construct your Tableau dashboard.