Engine Works
Under the hood of Alteryx: tips, tricks and how-tos.
By Steve Dreibelbis, Calli Morales (@callimorales), and Jarrod Thuener (@JarrodT)
Table of Contents
- Requirements
- How to Use the Server Usage Report Effectively
- Starter Dashboard
- Dashboard tabs
- Example Use Case Scenarios
- Planning for Server Scaling or Upgrades
- Auditing User Access for Compliance Reviews
- Optimizing During Peak Server Load
- Installing the Server Usage Report Utility
- Set Up MongoDB Connections
- Running the Server Usage Report Workflow
- Conclusion
The New Alteryx Server Usage Report Utility (SUR) is designed to help you understand how users across your organization interact with your Alteryx Server. It provides valuable insights into server activity, including workflow execution, user engagement, scheduling patterns, tool telemetry, information on Server cleanup, and resource utilization. Specifically, the Server Usage Report can help you answer questions like:
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What needs to be cleaned up on the server?
Identify stale workflows and apps, inactive users, and other unused assets that may be cluttering the environment. |
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What workflows are causing issues on the server?
Spot workflows with high error rates or long run times that may be consuming excessive server resources or causing delays. |
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How are server resources utilized?
Track usage based on concurrent workflow execution settings and the number of workflows actively running. While the SUR does not capture machine-level metrics like CPU or memory, it helps assess load and optimize performance based on concurrency. |
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How is server access and security managed?
View details on server users, including API access, DCM permissions, recent publishers, and active curators to understand who has access and how. |
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How is server performance and utilization measured?
Access a variety of charts and graphs that visualize server performance and overall usage patterns to inform infrastructure decisions. |
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How can you view workflow-specific statistics?
Enter a workflow ID to view its location, owner, access permissions, subscriber list, and execution history. |
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What tools and macros are used in workflows?
Gain insight into workflow design by seeing which tools and macros are used within each workflow. |
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What assets does each user have on the server?
Review what assets each user has access to and owns on the server—including workflows, apps, schedules, connections, and executions. |
By leveraging the Alteryx Server Usage Report, you'll have actionable insights to improve your team's productivity, identify training opportunities, optimize resources, and ensure your Alteryx Server environment is effectively supporting your organizational goals.
In this blog, we’ll cover the requirements and instructions for installing and configuring the new Server Usage Report Utility appropriately. We’ll also cover how to run the Server Usage Report workflow in Designer Desktop.
Requirements
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Must have the Tableau Tools Add-on installed
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To install, navigate to the Alteryx Marketplace > Sign in > Search and download the Tableau Tools Add-on.
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Must have the Simba Driver for MongoDB installed
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To install, navigate to downloads.alteryx.com > Click Drivers > MongoDB > Simba MongoDB 2.3.22.1024 64-bit > Click Download
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MongoDB Version-Specific Schema File
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Installed with the .yxi for the SUR Link in the getting started will take you to the location on your computer. Currently, if only one change is needed, all files will be installed with the .yxi, and you will need to pay attention to the version.
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Ensure Correct Permissions in Alteryx Server UI to download workflows
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Admin Panel > Settings > Assets
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Ensure Disable Direct Download is not selected
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How to Use the Server Usage Report Effectively
Once the Server Usage Report (SUR) utility is installed and configured, the real value comes from how you explore and act on the insights it provides. The accompanying Tableau file delivers a suite of visualizations that help you monitor server activity, identify inefficiencies, and make informed operational decisions. Below is an overview of how to navigate and apply the report’s insights for maximum impact.
The SUR dashboard is divided into several tabs, each targeting a specific operational area:
Starter Dashboard
This dashboard has been designed as a foundational template, featuring commonly used visualizations based on Server usage data. It serves as a starting point and can be customized to align with your specific needs and insights. Feel free to modify and adapt the dashboard as needed—it’s intended to be fully editable and tailored to your use.
Dashboard tabs
Server Overview: Provides a high-level snapshot of server activity, including execution utilization, concurrency, queue times, inactive schedules, error-prone workflows, and more.
Security: Displays API-enabled users, curator activity, and DCM connection access to help evaluate user permissions and compliance posture.
Performance: Offers insights into workload distribution, concurrency trends, job queue times, and engine usage to inform capacity planning.
Workflow Explorer: Allows you to drill into specific workflows to view owner details, associated schedules, access rights, and execution history.
Telemetry: Visualizes tool and macro usage within workflows, helping you understand design complexity and training needs.
User Assets: Summarizes asset ownership by user, including apps, connections, schedules, and executions.
Example Use Case Scenarios
Planning for Server Scaling or Upgrades
Analyze usage trends and concurrency limits using the Performance & Utilization dashboard to determine if your current infrastructure can meet growing demand. For example, if job queue times spike consistently during business hours, it may be time to scale resources or optimize job scheduling.
Auditing User Access for Compliance Reviews
Use the Security tab to quickly identify users with elevated permissions (e.g., Curator roles, API access, or DCM credentials). This is especially helpful during audits or compliance checks to ensure only authorized individuals have access to sensitive workflows and data connections.
Optimizing During Peak Server Load
If workflows are frequently delayed or queued, your server may be hitting its concurrency limits. Use the Job Arrival Heat Map and Max Concurrent Runs by Hour to identify peak usage times. These insights can guide adjustments to be made to the Server or help reschedule non-critical workflows during off-peak hours, improving overall performance and reducing wait times for users.
Installing the Server Usage Report Utility
Step 1: Install YXI
- Download the Server_Usage_Report.yxi from the Alteryx Marketplace
- Double-click the yxi file to install the utility using Designer
- Follow the prompts:
- Install for my account: only your user account will have access to the utility on the machine installs to:
%AppData%\Alteryx\ - Install for all users: all users will have access to the utility on the machine installs to:
%ProgramData%\Alteryx\
- Install for my account: only your user account will have access to the utility on the machine installs to:
- After completion, open the Getting started workflow
- In Designer, go to Help > Sample Workflows > Enterprise Utilities > Server Usage Report > Getting Started
Step 2: Install Tableau Output Connector
- Download the Tableau Output Connector from the Alteryx Marketplace
- Double-click the .yxi file to install the connector using Designer
- Follow the prompts:
- Install for my account: only your user account will have access to the Tool on the machine installs to:
%AppData%\Alteryx\ - Install for all users: all users will have access to the Tool on the machine installs to:
%ProgramData%\Alteryx\
- Install for my account: only your user account will have access to the Tool on the machine installs to:
Step 3: Install Simba Driver for MongoDB
- Download the Simba Driver from the license portal https://us1.alteryxcloud.com/license-portal/
- Scroll to the bottom of the Product Downloads section and select Download to the right of Drivers entry.
- Select MongoDB from the version list and select Next
- Select Download to the right of the Simba MongoDB 2.3.22.1024 64-bit entry.
- Double-click the .msi to install the driver on your machine. The driver will now be accessible in the ODBC administrator utility.
Set Up MongoDB Connections
Step 1: Set Up DSN for MongoDB Connections
- Open ODBC Data Source Administrator (64-bit).
- Create a new System DSN using Simba MongoDB ODBC Driver (version 2.03.22.1024).
- Fill in these fields:
Data Source Name: This can be anything, just relate it to the database you are setting up, but it needs to be filled in, even if temporarily using the ODBC connection.
Server: Your server name.
Port: Your server port (27018 for embedded MongoDB).
Database: AlteryxService (or AlteryxGallery, depending on which database you are updating).
Mechanism: SCRAM-SHA-256
Authentication Source: Match the database name from input “d” above.
Username: DB username, usually user.
Password: DB password. Check Alteryx settings for embedded MongoDB password.
- Select Test... to ensure the connection is successful.
- Select Advanced Options....
- For the Binary Column Size, use the value 2147483647
- In the Metadata section under Mechanism, select Local File.
- Select Browse... and select the MongoDB_Schema_23.2.json file located in the MongoDB Version-Specific Schema Folder:
- User Install Location:
%appdata%\alteryx\samples\data\Enterprise Utilities\Server Usage Report\supporting_macros - Admin Install Location:
%programdata%\alteryx\samples\data\Enterprise Utilities\Server Usage Report\supporting_macros
- User Install Location:
- Select Open, then OK, and OK again.
- Repeat the above steps 1-10 for the AlteryxGallery database.
Step 2: Create DCM Connections for MongoDB
- Open Connection Manager (In Designer, go to File > Manage Connections).
- Select + New and choose the MongoDB tile.
- From the Technology dropdown, select MongoDB ODBC.
- Data Source Name: Enter the Mongo AlteryxService data source name from Step 1.
- ODBC DSN: Select the MongoDB AlteryxService ODBC DSN created earlier.
- Select Save, then Connect Credential.
- Fill in the following fields:
Authentication Method: MongoDB Username and Password
Credential: Create New Credential
Credential Name: Name of your choice (for example, MongoDB_AlteryxService_Local).
Vault: DCM
Username: user
Password: Your password.
Authentication Mechanism: SCRAM-SHA-256
Authentication Source: AlteryxService
Allow connection for SDK: Unchecked
- Select Test Connection. If successful, select Create and Link.
- Repeat these steps for the AlteryxGallery database.
NOTE: The AlteryxService and AlteryxGallery DCM Connections require their own unique Credential due to authorizing on their own database. (AlteryxService needs to authenticate with the AlteryxService database, and AlteryxGallery needs to authenticate with the AlteryxGallery database).
Running the Server Usage Report Workflow
Review the test activity
- Enter the credentials created in the previous steps
- Alteryx Gallery: DCM Connection to the AlteryxGallery database
- Alteryx Service: DCM Connection to the AlteryxService database
- API Credentials: DCM Connection to the Server API Credentials
- Filter Jobs and Results by Date: Restricts the AS_Queue (Jobs) and AS_Results (Results Messages) table queries to only pull back to a specified date.
- Use Cached Workflow Database (optional): Cache the app package downloads from the API calls. Use this option if your server contains a lot of workflows, as this can take a long time to download each run.
- Output to Tableau Hyper File: Define where you want to output the Tableau hyper file. Leave this as the default if this is your first run to test the Tableau workbook.
- Output to Database tables (optional): DCM Connection to output the data into separate tables in your own database.
- Output to separate files (optional)
- Select location (folder) to save the separate files (optional - empty = .\Output folder
- Enter Prefix (optional - empty = no prefix)
- Choose the file type (CSV or YXDB)
- Run the workflow
- Navigate to the supplied folder to open the Tableau workbook and view the data. If the hyper file was output to a different location, then reconnect the Data Source within Tableau to see your data.
Workflow advanced options
When working with the Server Usage Report Macro, several key areas in the workflow interface help guide your setup and execution.
- The local output folder where the macro stores your data, along with setup documentation and two useful apps: one for creating cache database tables and another for creating final output tables.
- This section is where you'll find a Tableau output container. Enable this if you plan to export your results to a Tableau Server or a custom folder path.
- This section points to the default save location for the output .hyper file and data. A .tbs Tableau workbook is included and pre-connected to sample data. To review the results, open the workbook in Tableau and use the datasource tab to reconnect it to the generated .hyper file.
Conclusion
The Alteryx Server Usage Report is more than a monitoring tool—it’s a strategic resource to help teams operate more efficiently, ensure governance, and make data-driven decisions about infrastructure and enablement. With its user-friendly dashboards, detailed workflow telemetry, and security insights, it supports admins, analysts, and enablement leaders alike.
Ready to get started? Visit the Alteryx Marketplace to download the Server Usage Report Utility and start transforming how you manage your Alteryx Server today.
