Stale Content Cleanup — Apply

stale-content-cleanup-apply

A guided, destructive Tableau Cloud admin workflow that identifies stale workbooks and published data sources, reports their owners to notify, and — only after explicit human approval — tags the approved items and deletes them to the recycle bin.

Admin Only · Destructive

This prompt is restricted to Tableau site administrators and requires the ADMIN_TOOLS_ENABLED site setting. It drives destructive delete tools. The report, LUID-resolution, and notify steps are read-only: no content is written (tagged or deleted) until the user approves a specific item 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. Report (read-only) — calls query-admin-insights with kind: "stale-content" once; uses its rows verbatim. If the report returns more than 100 rows, the workflow refuses to act on the whole batch and asks the user to narrow scope first.
2. Resolve LUIDs (read-only) — the report emits a numeric itemId, not the LUID the delete tools need. Each item's LUID is resolved via list-workbooks / list-datasources filtered by name and project. Ambiguous matches are skipped, never guessed.
3. Notify report (read-only) — builds an owner-notification table using the report's ownerEmail, falling back to list-users filtered by owner LUID (id:in:...) for any gaps. Report-only; no email is sent.
4. Human confirmation break — presents the resolved items and owners and requires explicit approval before any tag or delete. In a dry run (the default) the workflow stops here, having written nothing.
5. Tag approved items (reversible) — only for approved items, calls delete-content in preview mode (with the appropriate resourceType) to tag each pending-deletion. The tag is the server-side record the delete step verifies. Nothing is deleted.
6. Grace check — confirms the notification window has elapsed and the items are still the intended targets.
7. Delete (confirmed) — only for approved items, calls the delete tool with confirm: true. The tool re-fetches each item and deletes only if it still carries the pending-deletion tag from step 5 — a confirmed delete on an untagged item is rejected server-side. Deleted content goes to the Tableau recycle bin (recoverable for a limited time).

Arguments

Argument	Type	Required	Description
minAgeDays	string (integer)	No	Minimum days since last access for content to be considered stale. Defaults to the server-configured threshold (default 90).
projectIds	string	No	Comma-separated project LUIDs to scope the cleanup to.
itemTypes	string	No	Comma-separated subset of content types to clean up (Workbook, Datasource). Defaults to all supported types.
tag	string	No	Pending-deletion label applied during the tag phase. Defaults to pending-deletion.
dryRun	"true" | "false"	No	When true (default), stops at the confirmation break after the read-only report and notify steps — writing nothing (no tag, no delete). A safe rehearsal. Set to false to allow tagging and the confirmed-delete phase after approval.

Extensibility

The prompt is parameterized over a content-type registry mapping each itemType to its list and delete tools. Supporting a new content type is a matter of adding a registry entry plus its delete tool — the workflow text adapts automatically.

Configuration

ADMIN_TOOLS_ENABLED=true

See also: Environment Variables