Extract Refresh Optimization — Apply

extract-optimization-apply

A guided, destructive Tableau Cloud admin workflow that joins the extract refresh inventory with Admin Insights job performance, recommends a keep / downgrade / delete action per task, and — only after explicit human approval — applies those changes.

Admin Only · Destructive

This prompt is restricted to Tableau site administrators and requires the ADMIN_TOOLS_ENABLED feature flag. It drives the destructive update-cloud-extract-refresh-task and delete-extract-refresh-task tools. The inventory, performance, and recommendation steps are read-only: no task is updated or deleted until the user approves a specific task set at the required human-in-the-loop confirmation break.

Workflow

The prompt sequences existing deterministic tools — it performs no calculations itself. Steps 1–3 are read-only; no write happens until after the Step 4 approval break:

1. Inventory (read-only) — calls list-extract-refresh-tasks once to enumerate every extract refresh task on the site. When taskIds is supplied, the working set is narrowed client-side; any requested ID missing from the inventory is reported under "Missing tasks" and skipped.
2. Performance signals (read-only) — calls query-admin-insights-job-performance once with a pre-baked filter on the four extract-refresh job types (RefreshExtracts, IncrementExtracts, RefreshExtractsViaBridge, IncrementExtractsViaBridge). Rows are used verbatim — no recomputation.
3. Recommend (read-only) — joins inventory (step 1) and performance rows (step 2) per task and produces a Markdown table with a keep / downgrade / delete recommendation per row. delete is only proposed when the task has zero successful runs in the lookback window AND a non-zero failure count, or is otherwise demonstrably abandoned.
4. Human confirmation break — presents the recommendation table and requires explicit approval (yes or a list of Task IDs) before any update or delete. A previous approval does not carry forward. In a dry run (the default) the workflow stops here, having written nothing.
5. Apply (only after Step 4 approval) — for each approved task, in order: downgrade rows call update-cloud-extract-refresh-task with the proposed schedule; delete rows call delete-extract-refresh-task (irreversible). Calls are sequential, not parallel; the first error stops the run.
6. Final report — prints a "Changes applied" section listing every task touched and the outcome, a "Skipped" section for keep rows or operator-excluded rows, and (when taskIds was supplied) a "Missing tasks" section.

Arguments

Argument	Type	Required	Description
lookbackDays	string (integer)	No	Window on Started At for the performance read, in days. Tableau Cloud caps lookback at 90 (365 with Advanced Management).
taskIds	string	No	Comma-separated extract refresh task IDs (letters, numbers, commas, spaces, dashes). When omitted, every task returned by the inventory is analyzed.
dryRun	"true" | "false"	No	When true (default), produces only the recommendation report — never calls the update or delete tools. Set to false to allow the apply step after the confirmation break.

Safety guarantees

• No task is updated or deleted until the user approves a specific task set at the Step 4 break.
• The workflow only acts on tasks the user explicitly approved; tasks the user did not approve are never touched.
• delete-extract-refresh-task is irreversible; update-cloud-extract-refresh-task is reversible by re-applying the prior schedule.
• Apply calls run sequentially, not in parallel; the first error stops the run so the operator can review partial state.

Configuration

ADMIN_TOOLS_ENABLED=true

See also: Environment Variables