How to publish and share Paylocity Data dashboards with Tableau Server

Integrate connectivity to Paylocity data into your enterprise reporting capabilities. The CData ODBC Driver for Paylocity enables you to access live Paylocity data in business intelligence tools like Tableau Server. Connectivity to Paylocity APIs enables you to monitor changes to your data in real time. Other members of your organization can access your dashboards from a Web browser and get updates from their mobile phone.

This article explains how to configure a DSN on the client and server machines, publish a data source for Paylocity to Tableau Server, and publish an entire Workbook to Tableau Server (including the data source). If you publish a data source, you will be able to create new, refreshable workbooks in Tableau Server.

Connect to Paylocity as an ODBC Data Source

To create a data source or workbook in Tableau Desktop and publish the data source or workbook to Tableau server, you will need to configure a DSN on each machine (Desktop and Server), specifying connection properties and creating DSNs using the same name on each machine. Information for connecting to Paylocity follows, along with different instructions for configuring a DSN in Windows and Linux environments.

Set the following to establish a connection to Paylocity:

• RSAPublicKey: Set this to the RSA Key associated with your Paylocity, if the RSA Encryption is enabled in the Paylocity account.

  This property is required for executing Insert and Update statements, and it is not required if the feature is disabled.

• UseSandbox: Set to true if you are using sandbox account.
• CustomFieldsCategory: Set this to the Customfields category. This is required when IncludeCustomFields is set to true. The default value for this property is PayrollAndHR.
• Key: The AES symmetric key(base 64 encoded) encrypted with the Paylocity Public Key. It is the key used to encrypt the content.

  Paylocity will decrypt the AES key using RSA decryption.
  It is an optional property if the IV value not provided, The driver will generate a key internally.

• IV: The AES IV (base 64 encoded) used when encrypting the content. It is an optional property if the Key value not provided, The driver will generate an IV internally.

Connect Using OAuth Authentication

You must use OAuth to authenticate with Paylocity. OAuth requires the authenticating user to interact with Paylocity using the browser. For more information, refer to the OAuth section in the Help documentation.

The Pay Entry API

The Pay Entry API is completely separate from the rest of the Paylocity API. It uses a separate Client ID and Secret, and must be explicitly requested from Paylocity for access to be granted for an account. The Pay Entry API allows you to automatically submit payroll information for individual employees, and little else. Due to the extremely limited nature of what is offered by the Pay Entry API, we have elected not to give it a separate schema, but it may be enabled via the UsePayEntryAPI connection property.

Please be aware that when setting UsePayEntryAPI to true, you may only use the CreatePayEntryImportBatch & MergePayEntryImportBatchgtable stored procedures, the InputTimeEntry table, and the OAuth stored procedures. Attempts to use other features of the product will result in an error. You must also store your OAuthAccessToken separately, which often means setting a different OAuthSettingsLocation when using this connection property.

When you configure the DSN, you may also want to set the Max Rows connection property. This will limit the number of rows returned, which is especially helpful for improving performance when designing reports and visualizations.

Windows

If you are installing the CData ODBC Driver for Paylocity on Windows, DSN configuration is the last step of the driver installation. If you already have the driver installed, or you wish to configure new DSNs, you can use the Microsoft ODBC Data Source Administrator.

Linux

If you are installing the CData ODBC Driver for Paylocity in a Linux environment, the driver installation predefines a system DSN. You can modify the DSN by editing the system data sources file (/etc/odbc.ini) and defining the required connection properties.

/etc/odbc.ini

[CData Paylocity Source]
Driver = CData ODBC Driver for Paylocity
Description = My Description
OAuthClientID = YourClientId
OAuthClientSecret = YourClientSecret
RSAPublicKey = YourRSAPubKey
Key = YourKey
IV = YourIV
InitiateOAuth = GETANDREFRESH

For specific information on using these configuration files, please refer to the help documentation (installed and found online).

Publish the Paylocity Data Source to Tableau Server

With the connections to Paylocity data configured, you are ready to publish a Paylocity data source on Tableau, ready to be leveraged by users in your organization to create workbooks based on Paylocity data.

Create and Publish a Data Source

1. In the Connect pane, click More -> Other Databases (ODBC). Select CData Paylocity Sys, the system DSN.

   The driver installation automatically creates matching user and system DSNs: The system DSN is needed to connect from Tableau Server.

   👁 The connection to the DSN. (Salesforce is shown.)
   
2. In the Database menu, select CData.
3. In the Table box, enter a table name or click New Custom SQL to enter an SQL query.
4. Drag the table onto the join area. 👁 A connection to a single table. (Salesforce is shown.)
   
5. From the Server menu, click Publish Data Source -> (YOUR DATA SOURCE). 👁 Image
   
6. Enter the URL to the server. For most instances, you will authenticate with the Tableau Server username and password. Other authentication scenarios can be found below:
   • If Tableau is configured to use Kerberos and your computer has valid Active Directory credentials, Tableau connects to the server.
   • If Tableau is configured to use SAML, a login prompt for your external identity provider is displayed.
   • If Tableau is configured to use Active Directory, enter your Windows username and password.
7. In the resulting dialog, set the Project, Data Source, and other properties. If you want to schedule refreshes, select Embedded Password in the Authentication menu. Click Publish.

You and other users in your organization can now create and share workbooks based on the published data source.

👁 Connectivity to your data source from the Web authoring environment in Tableau Server. (Salesforce is shown.)

Refresh Workbooks

With a system DSN configured on the client (Tableau Desktop) machine and server (Tableau Server) machine, you can refresh workbooks connected to the Paylocity data source. From the Web interface for Tableau Sever, click Data -> (YOUR DATA SOURCE) -> Refresh.

👁 Refresh the data extract on demand from Tableau Desktop. (Salesforce is shown.)

Publish a Completed Workbook with Paylocity Data to Tableau Server

If you have a specific Workbook that you wish to share with your organization, you can create the Workbook on Tableau Desktop and publish the Workbook directly to Tableau Server.

1. To connect to Paylocity and select data, follow steps 1-5 above. 👁 A connection to a single table. (Salesforce is shown.)
   
2. Click Server -> Sign in and configure the connection to the server. For most instances, you will authenticate with the Tableau Server username and password. Other authentication scenarios can be found below:
   • If Tableau is configured to use Kerberos and your computer has valid Active Directory credentials, Tableau connects to the server.
   • If Tableau is configured to use SAML, a login prompt for your external identity provider is displayed.
   • If Tableau is configured to use Active Directory, enter your Windows username and password.
3. With the data selected, select dimensions and measures to visualize and select a type of chart or graph to build your visualization(s). 👁 Image
   
4. Once the Workbook is complete, click Server -> Publish Workbook to publish the Workbook to Tableau Server. 👁 Image
   
5. In the resulting dialog, set the Project, Name, Description and other properties. If you want to schedule refreshes, click Edit under Data Sources and change the Authentication option to Embedded Password. Click Publish. 👁 Image
   

You and other users in your organization can now review the published workbook from Tableau Server.

👁 Connectivity to your published Workbook from the Web authoring environment in Tableau Server. (Salesforce is shown.)