Use input tables with version tagging (Beta)

You can apply version tags to documents that contain input tables. When you tag a document version that contains an input table, a copy of the input table is created for the tagged version. The data in the input table in the tagged version is separate from the data in the input table in the published version of the document. Changes to the input table in the tagged version do not affect the input table in the published version and vice versa.

This document explains how to use version tags with workbooks that contain input tables. For more information on version tagging, see Add version tags to workbooks and data models. For more information on input tables, see Add an input table.

System and user requirements

The ability to tag document versions with input tables requires the following:

• You must be granted Can write only or Can use data access on a connection that supports input tables and has write access enabled.
• You must be assigned an account type with the Create input tables, Apply tag, and Create, edit, and publish workbooks permissions enabled.
• You must be the workbook or data model owner or be granted Can edit access to the workbook or data model.
• To create a version tag, you must be assigned the Admin account type.

Considerations

When applying a version tag to a workbook or data model that contains an input table, consider the following:

• Updates made to the input table in one tagged version do not affect the same input table in another tagged version.
• When you apply a tag to a document with an input table, a copy of the input table is created for the tagged version. If you swap the source of the input table while applying a version tag, the copy is created on the new connection. In both cases, the copy of the input table does not sync with the original.
• If you apply a tag to a workbook with an input table with data entry permissions set to Only editable in published version, the tagged version of the workbook contains an empty copy of the input table, and the contents are not copied over. For more information, see Data entry permissions and input table version tagging.
• You cannot swap the source of a CSV input table.

Data entry permissions and input table version tagging

When applying a version tag to a workbook with an input table, functionality differs based on the data entry permissions of the input table:

• If the input table has a data entry permission set to Only editable in draft, the data in the input table is copied over to the tagged version.
• If the input table has a data entry permission set to Only editable in published version, the tagged version of the workbook contains an empty copy of the input table.

For input tables with data entry permissions set to Only editable in published version, the tagged version of the workbook contains an empty copy of the input table, retaining the columns and their data types, but none of the data. If you want to include the input table data from the published version in the tagged version, you can do one of the following:

• If you do not need to edit the input table data in the tagged version:

  1. Change the data entry permission for the input table to Only editable in draft.
  2. Apply the version tag.
  3. The data in the input table appears in the tagged version, but is not editable. You cannot directly change the data entry permission of an input table in a tagged version.

• If you need to edit the input table data in the tagged version:

  1. Keep the data entry permission for the input table set to Only editable in published version.
  2. Copy the data in the input table.
  3. Apply the version tag.
  4. In the tagged version, edit the input table and paste the data.
  5. The data appears in the input table in the tagged version, and is editable.

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Input tables in data models always have their data entry permissions set to Only editable in draft. Because of this, these considerations do not apply to data models, and their input table data is always copied over to the tagged version.

Apply a version tag to a document with an input table

Apply a version tag to a document with an input table:

1. Open the published version of a workbook with an input table.

2. Next to the document name, click () to open the document menu.

3. Select Versions > Tag this version.

4. If your document is a workbook, review the information provided in the Set tag on version modal and confirm that each input table is listed under the correct section and click Ok.

   • Any input tables with data entry permissions set to Only editable in draft are listed under Input tables with data being copied over.
   • Any input tables with data entry permissions set to Only editable in published version are listed under Input tables with data NOT being copied over.

5. Configure the tag settings:

   Choose tag	Select the tag to apply to this version.
   Swap sources of the tagged version	[optional] If you want the tagged version of the document to use a different data source, select the checkbox. For example, use a different connection, database or catalog, table, data model, or dataset for the tagged version. See Swap the source of an input table in a tagged version.
   Set this tag as default	[optional] Select the checkbox to set this tagged version as the default version of the document. This only applies to users who do not have access to the published version of the document. See Set a default version tag for a document.
   Allow user to use data sources when they "Save as"	[optional] If you want to grant Can view access to the data sources used in the workbook, select the checkbox. If this checkbox is not selected, users access the tagged version of the workbook without data.
   Select version of dataset to use on tagged version	[optional] If your workbook contains an element that uses a dataset as its source, select the version of the dataset to use for the tagged version.

6. Click Set tag.

The published version of the workbook is tagged with the selected version tag. Input tables with data entry permissions set to Only editable in draft contain the data from the published version. Input tables with data entry permissions set to Only editable in published version contain an empty copy of the input table.

Swap the source of an input table in a tagged version

You can swap the source of an input table when applying a version tag. Swapping the source allows you to select a different connection for the input table in the tagged version.

1. Open the published version of a workbook with an input table.

2. Next to the document name, click to open the document menu.

3. Select Versions > Tag this version.

4. If your document is a workbook, review the information provided in the Set tag on version modal and confirm that each input table is listed under the correct section and click Ok.

   • Any input tables with data entry permissions set to Only editable in draft are listed under Input tables with data being copied over.
   • Any input tables with data entry permissions set to Only editable in published version are listed under Input tables with data NOT being copied over.

5. Configure the tag settings:

   Choose tag	Select the tag to apply to this version.
   Swap sources of the tagged version	Select the checkbox to swap the source of the input table in the tagged version.
   Set this tag as default	[optional] Select the checkbox to set this tagged version as the default version of the document. This only applies to users who do not have access to the published version of the document. See Set a default version tag for a document.
   Allow user to use data sources when they "Save as"	[optional] If you want to grant Can view access to the data sources used in the workbook, select the checkbox. If this checkbox is not selected, users access the tagged version of the workbook without data.
   Select version of dataset to use on tagged version	[optional] If your workbook contains an element that uses a dataset as its source, select the version of the dataset to use for the tagged version.

6. Click Set tag.

7. In the Swap sources modal, under SOURCES OF TAGGED WORKBOOK, select a new connection for the input table in the tagged version. If you have multiple schemas with Write access enabled in the connection, you can select from among them here.

8. Click Swap and tag.

The published version of the workbook is tagged with the selected version tag. Input tables with data entry permissions set to Only editable in draft contain the data from the published version, copied to the new connection. Input tables with data entry permissions set to Only editable in published version contain an empty copy of the input table on the new connection.