Tableau Index

What is Tableau Index Function?

Sometimes, you need a numbering system to number the rows in your table. It works when you need to call certain elements by their index number in a small table or find the feature specifics of a certain index element by querying it. Fortunately, Tableau has a default function called Index, which is a default table calculation that is available in Tableau. The INDEX function in Tableau can not only be used for the main calculation, as shown in the example below, but tableau Index by dimension is also possible.

Tableau index - Intro

Here, a calculated field called “INDEX” was created and declared for the feature “Ship Mode.” If you observe, a new index element was created for every different element in the Ship Mode.

Key Takeaways
  • The INDEX() function in Tableau assigns sequential indexes to rows within a dataset, providing a unique identifier for each row.
  • It is commonly used for tasks such as creating unique identifiers, ranking data, or establishing row order.
  • INDEX() can be customized with partitioning and ordering options, allowing users to define how indexes are calculated within specific groups or categories in the data.
  • One key advantage of INDEX() is its dynamic nature, as it automatically adjusts indexes when the underlying data changes, ensuring consistency and accuracy.
  • However, it has limitations in handling tied values and may require careful consideration for performance with large datasets.

Syntax

The syntax to use the Tableau Index Calculation is as shown:

INDEX()

This default table calculation can also be used to define the dimensions of various features in a table.

How to use the Index Function in Tableau?

Follow the simple steps below to learn how to use the Tableau Index Calculation appropriately.

Step 1: Once you open the Tableau application, create a new workbook to start working on your dataset.

Tableau index - Use - Step 1

Step 2: Drag and drop or select the file you want to import and analyze in Tableau.

Use - Step 2

Download and use the Sample-Superstore dataset for your purposes. The first sheet will be created by default in every new workbook.

Step 3: Go to the worksheet after importing the data in the workbook.

Use - Step 3

Step 4: To use the Tableau Index calculation, you need to define it in a new calculated field. To do so, create a new calculated field.

Tableau index - Use - Step 4

Step 5: Name the calculated field and then call the INDEX function in Tableau. Then, apply the changes.

Use - Step 5

Step 6: From the features, select “Category” and “Sub-Category” and place them in the “Rows” component.

Tableau index - Use - Step 6

Step 7: Drag and drop the INDEX field that you have created earlier. Since the result is numerical, it will be stored as a Measure. To get the accurate values, right-click on the calculated field and select “Discrete.”

Use - Step 7

Step 8: Rearrange the Tableau Index Column to make the table more coherent.

Tableau index - Use - Step 8

The resulting table was created using the Tableau INDEX function.

Tableau index - Use - Step 8 - Table

How do you create an index in Tableau?

To create an Index in Tableau, you need to follow a few steps since it is a Table calculation.

Step 1: Create a new calculated field.

Create - Step 1

Step 2: Name the field and call the INDEX function.

Create - Step 2

Step 3: Close the calculated field and use it for your needs. You can perform a variety of tasks which are very helpful for categorization and so on.

Tableau index - Create - Step 3

Examples

You can go through the different ways in which the Tableau Index function can be used. The Index function in Tableau is extensively used, as seen from these examples.

Example #1 – Find the position of rows using the Tableau INDEX function

When you have a table built in Tableau with the columns you need, you want to add an index that numbers all the rows depending on the fields and the dimensions that you’ve selected. Follow these steps to accurately define the position of the rows using the Tableau INDEX function.

Step 1: Connect your desired dataset to a new workbook. Here, the Sample-Superstore dataset is used.

Tableau index - Example 1 - Step 1

Step 2: In the worksheet, start by creating a calculated field to define the INDEX function.

Example 1 - Step 2
Tableau index - Example 1 - Step 2 - Index function

Continue further once these steps are defined.

Step 3: Select “Ship Mode” and “Segment” from the Dimensions and place them in the “Rows” component.

Example 1 - Step 3

Step 4: Drag and drop the INDEX field that you’ve created. Right-click on it and select “Discrete.”

Tableau index - Example 1 - Step 4

Create another copy of the INDEX field by pressing the “Ctrl” and the left-click button to create 2 INDEX fields. The “Rows” component now looks like this.

Tableau index - Example 1 - Step 4 - Row components

Step 5: Right-click on the INDEX field before the segment and select “Edit Table Calculation.”

Example 1 - Step 5

Step 6: In the Table Calculation popup, select “Specific Dimensions” and select “Segment.”

Tableau index - Example 1 - Step 6

Step 7: Similarly, right-click on the other INDEX field and edit its table calculations.

Tableau index - Example 1 - Step 7

Step 8: In the Table Calculation popup, select “Ship Mode” under “Specific Dimensions”.

Tableau index - Example 1 - Step 8

It is the final table.

Tableau index - Example 1 - Step 8 - Table

With this, the position of rows could be defined and found.

Example #2 – Find the position of rows start with specific field

In this example, you can learn how to start with a specific index field. It can be done by starting with a different number, say 0, which you can define using the Tableau Index Calculation field. Follow these steps side-by-side to learn more. 

Step 1: In a new workbook, import the Sample-Superstore dataset and go to the first worksheet.

Tableau index - Example 1 - Step 1

Step 2: Create a calculated field to start the index with a specific field.

Tableau index - Example 2 - Step 2

Step 3: Name the field and define the Index. Here, since you want to start the index from 0, you need to subtract 1 from the Tableau INDEX value. This is used to divide the values of the feature “Segment” in the dataset.

Tableau index - Example 2 - Step 3

Step 4: Place the features “Region” and “Segment” in the “Rows” component.

Tableau index - Example 2 - Step 4

Step 5: Drag and drop “Sales” in the empty column.

Tableau index - Example 2 - Step 5
Tableau index - Example 2 - Step 5 - Table

Step 6: Right-click on the SegIndex field and select “Edit Table Calculation”.

Tableau index - Example 2 - Step 6

Step 7: In the Table Calculation, select “Specific Dimensions”. Under that, select “Segment”.

Tableau index - Example 2 - Step 7
Tableau index - Example 2 - Step 7 - Calculation

This is the final table.

Tableau index - Example 2 - Step 7 - Table

Example #3: Show the top N numbers of rows only

Sometimes, you have to parse through datasets that have many data points. In such cases, it is prudent to categorize them using the INDEX function. By using the filtering option in Tableau, you can view a certain index range. To learn how to do this, follow the steps below.

Step 1: Import the database into a new workbook. Here, the Sample-Superstore dataset is used.

Tableau index - Use - Step 2

Step 2: Create a calculated field to call the INDEX function.

Tableau index - Create - Step 1

Name the field and use the INDEX function.

Example 3 - Step 2 - Index Function

Step 3: Place “INDEX” on the “Marks” tab. Right-click on the “INDEX” and click on “Discrete”.

Tableau index - Example 3 - Step 3

Step 4: Place “Sales” in the “Columns” and the INDEX field and the State in the “Rows”.

Tableau index - Example 3 - Step 4

Step 5: On top of the graph, click on the “sort” icon. The graph will be ordered in descending order.

Tableau index - Example 3 - Step 5

Step 6: Create a new calculated field to filter the top N indices.

Tableau index - Example 1 - Step 2

Step 7: In the calculation field, name the field and select the INDEX field that you have declared, not the default table function.

Tableau index - Example 3 - Step 7

Then, categorize the index based on groups of 10.

Tableau index - Example 3 - Step 7 - Groups

Step 8: Drag and drop the Index Filter calculated field to the “Filters” tab.

Example 3 - Step 8

Step 9: In the “Filter” tab, click on “All” to include the ranges defined.

Example 3 - Step 9

Step 10: Right-click on the Calculated field in the filter and select “Show Filter”.

Example 3 - Step 10

This creates a tick-box with the ranges you can check and uncheck to see the sales data even better.

Tableau index - Example 3 - Step 10 - check

This is the graph created.

Tableau index - Example 3 - Step 10 - Graph 1
Example 3 - Step 10 - Graph 2

You can filter the rows that you can see with Tableau.

Important Things To Note

  • Clearly understand why you’re using the INDEX() function. It’s often used for creating sequential indexes for ranking, sorting, or identifying specific rows in your data.
  • Utilize the INDEX() function within calculated fields to create new fields with sequential indexes. This allows for flexibility in analysis and visualization.
  • Use the INDEX() function with the appropriate partitioning to calculate indexes within specific groups or categories in your data.
  • Avoid mixing aggregated and non-aggregated expressions within the same calculated field when using INDEX(). 
  • Don’t neglect performance optimization. If your workbook is running slowly, revisit your calculations involving INDEX() and consider alternative approaches to achieve the same results more efficiently.

Frequently Asked Questions (FAQs)

1. What is the difference between the index and rank function in Tableau?

Tableau Index - FAQ 1

2. Are there any limitations to using the Index function?

In some cases, the Tableau index not working problem would lead to disastrous consequences. Here are some of the limitations of using the INDEX function.

• Limited flexibility in handling tied values.
• Index values are solely based on row position, not on specific data attributes.
• Does not provide dense ranking or competition ranking options.
• It may lead to confusion if used improperly due to its strict sequential nature.
• Index values can be affected by data partitioning and sorting, requiring careful consideration.

3. Can I combine the Index function with other Tableau functions?

Yes, you can combine INDEX() with other functions.

• It can be used with WINDOW_SUM(), WINDOW_AVG(), etc.

4. Does the Index function change dynamically with data updates?

Yes, the INDEX() function dynamically adjusts its values as data updates within Tableau. Whenever there are modifications or additions to the dataset, the INDEX() function recalculates indexes accordingly, ensuring that the sequential numbering remains consistent and reflects the current state of the data. This dynamic behavior enables users to rely on INDEX() in Tableau a great analysis, as it adapts to changes in the underlying dataset, maintaining accuracy and relevance over time.

Download Template

This article must help understand the Tableau INDEX formula and examples. You can download the template here to use it instantly.

This has been a guide to Tableau Index. Here we learn how to Create and use index function in Tableau with syntax, examples, points to remember & template. You can learn more from the following articles –

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