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Get Stale Content Report

Builds a deterministic report of stale Tableau Cloud content (workbooks and published datasources) by querying the Admin Insights Site Content datasource — which exposes a Last Accessed At field per item — applying the staleness threshold server-side, and returning already-filtered rows.

The server applies the threshold comparison, optional project filter, and sort. Clients receive only items where days since last use exceed the threshold. No client-side math is required.

The tool is admin-only — it is registered only when ADMIN_TOOLS_ENABLED=true, and at request time it verifies the caller's site role and rejects anything below SiteAdministratorCreator / SiteAdministratorExplorer / ServerAdministrator.

APIs called​

Optional arguments​

minAgeDays​

Minimum days since last access for content to be considered stale. The server applies the condition daysSinceLastUse > minAgeDays (strict greater-than).

If omitted, falls back to the server-configured threshold STALE_CONTENT_MIN_AGE_DAYS, which defaults to 90 — the Tableau Cloud TS Events lookback ceiling.

Range: 1–3650.

Example: 30

projectIds​

Optional list of project LUIDs to scope the report to. The server resolves the LUIDs to project names via the Tableau REST API and filters the Site Content datasource by Item Parent Project Name. The LUID → name lookup is cached for 5 minutes per site.

If omitted, falls back to the server-configured INCLUDE_PROJECT_IDS bound (if any). When both are set, the final scope is the intersection.

Example: ["af59ee84-a375-4cb4-84b9-eaa7864f59fb"]

itemTypes​

Optional filter for item types. Defaults to ["Workbook", "Datasource"]. Allowed values: Workbook, Datasource.

Example: ["Datasource"]

Notes and caveats​

  • The Tableau-managed Admin Insights project is excluded by design — its datasources are admin-owned and refreshed by Tableau, not user content. The exclusion is enforced as a server-side VDS filter on Item Parent Project Name.
  • Last Accessed At is null for items that have never been accessed. The report ages those items from Created At instead and flags them with neverAccessed: true.
  • Rows are sorted descending by daysSinceLastUse, then by size.
  • Tableau Cloud Last Accessed At is populated whenever the underlying TS Events access stream records an access — items beyond the 90-day Cloud event lookback may show null even if they were accessed earlier. Items with daysSinceLastUse ≥ 90 should be interpreted accordingly.

Example result​

{
  "thresholdDays": 90,
  "totalStaleItems": 2,
  "totalStaleSizeBytes": 5586253,
  "rows": [
    {
      "itemId": "1412202",
      "itemType": "Workbook",
      "itemName": "World Indicators",
      "project": "Samples",
      "ownerEmail": "owner@example.com",
      "createdAt": "2025-09-02T23:26:02",
      "updatedAt": "2025-09-02T23:26:02",
      "lastUsedDate": "2025-09-02T23:26:02",
      "daysSinceLastUse": 259,
      "size": 796179,
      "neverAccessed": true
    },
    {
      "itemId": "5092116",
      "itemType": "Datasource",
      "itemName": "California Schools (frpm + schools)",
      "project": "default",
      "ownerEmail": "owner@example.com",
      "createdAt": "2026-01-13T22:22:19",
      "updatedAt": "2026-01-13T22:22:20",
      "lastUsedDate": "2026-01-13T22:22:19",
      "daysSinceLastUse": 126,
      "size": 4269845,
      "neverAccessed": true
    }
  ]
}
  • query-admin-insights-site-content — generic VDS wrapper this tool builds on; expose this tool's behavior as a generic Site Content query when ad-hoc field selections are needed.
  • query-admin-insights-ts-events — TS Events sibling tool.
  • The MCP prompt stale-content-cleanup-inform invokes this tool and renders the response as a Markdown table for HITL review.