# Sharing views and extract cache warmup

*Tableau Server Administrator Study Guide · Administration · Last updated November 13, 2026 · https://www.certifyforce.com/study-guide/tableau-server-administrator/administration/sharing-views-and-extract-cache-warmup*

How users share views on Tableau Server (Share with people, Copy Link, Copy Embed Code, modified and custom views) and what the site's Sharing setting changes, plus the 2022.3 post-refresh query cache warmup for extract-based workbooks: its usage threshold, server and site controls, and the admin views that reveal its load.

- Certification: Salesforce Tableau Server Administrator
- Exam section: Administration
- Study guide: https://www.certifyforce.com/study-guide/tableau-server-administrator

**Official exam objective:**

> 3.4 End-user Abilities; 3.5 Understand: 3.5.1 Table recommendations; 3.5.2 Publishing views and data sources; 3.5.3 Renaming a workbook; 3.5.4 Interacting with a view via the Web; 3.5.5 Web authoring & editing; 3.5.6 How to share views; 3.5.7 Data Source Certification; 3.5.8 Extract caching.

## What the exam expects

- Choose between sharing directly with people, copying a link and copying embed code for a given distribution need.
- Predict what the Share dialog and the site's Sharing setting allow, including for modified and custom views.
- Explain what post-refresh query cache warmup does for extract-based workbooks on Tableau Server 2022.3.
- Calculate the warmup usage ratio and pick the server-wide, threshold or per-site control.
- Name the administrative views that show when warmup is overloading the server.

Key terms:
- **Share with people:** sending content to named site users, who get a notification and a Shared with Me entry.
- **Embed code:** code copied from a view's Share dialog and pasted into a webpage's source to show the interactive view there.
- **Modified view:** a view changed by selecting marks or filters, which Share captures in a unique link.
- **External query cache warmup:** recomputing and caching a workbook's query results when its extract refresh runs.
- **view_threshold:** the TSM setting that sets which recently viewed workbooks qualify for warmup.

## Key facts

| Fact | Detail | Source |
|---|---|---|
| Share with people | Notification plus a Shared with Me entry | [Share Web Content](https://help.tableau.com/current/pro/desktop/en-us/shareworkbooks.htm) |
| Missing link option | Clear names from Share with people | [Share Web Content](https://help.tableau.com/current/pro/desktop/en-us/shareworkbooks.htm) |
| Embed a view | Copy Embed Code into the webpage source | [Share Web Content](https://help.tableau.com/current/pro/desktop/en-us/shareworkbooks.htm) |
| Modified-view link expiry | Two years after last access, or after creation if never accessed | [Share Web Content](https://help.tableau.com/current/pro/desktop/en-us/shareworkbooks.htm) |
| Sharing setting off | Users can only copy a link | [Server Settings](https://help.tableau.com/current/server/en-us/maintenance_set.htm) |
| Warmup default | On for recently viewed workbooks with scheduled extract refreshes | [Workbook Performance after a Scheduled Refresh](https://help.tableau.com/current/server/en-us/perf_workbook_scheduled_refresh.htm) |
| Usage ratio | Views in past 7 days ÷ refreshes scheduled in next 7 days | [Workbook Performance after a Scheduled Refresh](https://help.tableau.com/current/server/en-us/perf_workbook_scheduled_refresh.htm) |
| view_threshold default | 2.0 | [Workbook Performance after a Scheduled Refresh](https://help.tableau.com/current/server/en-us/perf_workbook_scheduled_refresh.htm) |
| Per-site control | Clear Workbook Performance after a Scheduled Refresh; server admins only | [Workbook Performance after a Scheduled Refresh](https://help.tableau.com/current/server/en-us/perf_workbook_scheduled_refresh.htm) |
| Warmup job category | Warming up external query cache on data change, in Background Tasks for Non Extracts | [Workbook Performance after a Scheduled Refresh](https://help.tableau.com/current/server/en-us/perf_workbook_scheduled_refresh.htm) |
| Later releases | Warmup deprecated 2023.1; View Acceleration retired in Server 2026.2 | [View Acceleration](https://help.tableau.com/current/server/en-us/data_acceleration.htm) |

## Check yourself

- When does the option to grant access appear after sharing?
- What is the default value of `backgrounder.externalquerycachewarmup.view_threshold`?
- When was external query cache warmup due to be deprecated?
- Why might an item on Shared with Me show only one sharer's message although several people shared it?

## Sources

- [Share Web Content](https://help.tableau.com/current/pro/desktop/en-us/shareworkbooks.htm)
- [Server Settings (General and Customization)](https://help.tableau.com/current/server/en-us/maintenance_set.htm)
- [Configure Workbook Performance after a Scheduled Refresh](https://help.tableau.com/current/server/en-us/perf_workbook_scheduled_refresh.htm)
- [View Acceleration](https://help.tableau.com/current/server/en-us/data_acceleration.htm)

## About the full unit

The "Core concepts", "Exam traps" and "Worked scenario" sections of this unit, its 7 linked practice questions, and unlimited timed mock exams are included with the Tableau Server Administrator pack (USD $19): https://www.certifyforce.com/practice-exams