In this unit, you will create a group that defines a set of users who have access to specific dashboards, reports, and data.
Video: Create workspaces
Workspaces are places to collaborate with colleagues to create and refine collections of dashboards, reports, and paginated reports. There are two types of groups in Power BI:
Classic workspaces – groups are based on the groups in Office 365. If you’ve been using Office 365 groups to manage your group’s email, calendar, and documents, then you’ll find that Power BI offers the same features. When you create a group in Power BI, you’re actually creating an Office 365 group.
New workspaces – are now the default workspace in Power BI. -Assign workspace roles to user groups: security groups, distribution lists, Office 365 groups, and individuals.
Create a workspace in Power BI without creating an Office 365 group.
Use more granular workspaces roles for more flexible permissions management in a workspace.
The Power BI admin can control who can create workspaces in Power BI
Setting up a new workspace
In Workspace settings in the admin portal, admins can use the Create workspaces (new workspace experience) setting to allow everybody or nobody in an organization to create new workspace experience workspaces. They can also limit creation to members of specific security groups.
Setting up a classic workspace
Imagine setting up a new finance group. Start in My Workspace with the dashboards, reports, and datasets that you’ve created or that someone has shared with you.
Expand My Workspace and select Create a group.
Give the group a name, for example, Finance. Power BI makes sure that the name doesn’t exist on the domain.
Set the privacy level by deciding whether anyone in your organization or only its members can see the contents of the group.
In the Create a group dialog box, type email addresses, security groups, and distribution lists. Select Add to make the set of users members of the group, and then select Save to save the group.
In this lesson, you will create an app with artifacts that already exist in Power BI, and then you will share the app with colleagues.
Video: Build apps
Start in the Power BI service. In My Workspace, you will create an app that includes your dashboard, the report underneath, and the dataset. Then, you will share the app with people in your organization so they can reuse the artifacts. In the workspace list view, decide which dashboards and reports you want Included in app.
Select the Publish app button in the upper right to start the process of creating and publishing an app from the workspace.
On Setup, fill in the name and description to help people find the app. You can set a theme color to personalize it. You can also add a link to a support site.
Choose whether to distribute the app to specific people or to groups, and then give the app a title. Provide a detailed description in the Description box so that people know what your app provides.
On the bottom of the dialog box, you can upload an image for the app and then select the dashboard to include in the app. When you publish, the app is added to the organization’s content gallery.
In this lesson, you will create an instance of an app for everyone in a group.
Video: Use apps
Start in My Workspace, select the group that you previously created, select My Organization to browse your content packs, and then connect to your app.
Power BI imports the dashboards, reports, and datasets that are in the app.
When you select the dataset, Power BI asks if you want to personalize the app. Create a copy of the app that you can use to make changes to yet keep it disconnected from the published version of the app. By creating a copy, you won’t automatically receive updates if the app creator makes changes to the published version of the app. You can edit the dashboard, the report, and even the dataset if you want.
To edit an app that you created previously and see how other people use your app, start in the Power BI Service in My Workspace. Anytime that you make changes to the dashboard, you’ll get a reminder that you’ve changed something that you’ve shared with others in an app. Power BI will prompt you to update the shared version.
Return to the settings icon and select View app to see the apps that you’ve already published. When you select Edit, you’ll return to the screen where you can edit the title and description. This time, the screen includes an Update button.
Power BI processes those changes and publishes the updated app to the app gallery. Anyone who has connected to your app will receive a message that the app has changed, and they will have the option to accept the changes or to keep the older version. As the app owner, you can manage the versions that your colleagues are using.
You can use your Power BI and Office365 groups to collaborate and share by using Microsoft OneDrive for Business.
Video: Use data from Microsoft OneDrive
OneDrive for Business is a potential storage location for your Power BI content that provides version history. You can share your files with an Office365 group to enable several people to work on the same Power BI or Excel files.
To connect to a PBIX (Power BI Desktop) file on OneDrive for Business, sign in to the Power BI service and select Get Data. Under Create new content, select Files, and then select OneDrive – Business. Highlight the file and then select Connect.
Your content appears on the left-hand side navigation bar. File changes on the OneDrive for Business page will automatically reflect in the Power BI environment and will be recorded in the version history.
In this lesson, you’re going to share a Power BI report on a webpage or share it through email. This feature of Power BI is often referred to as Publish to web.
Video: Publish reports to web
In the Power BI service, select the report that you want to share so that it’s displayed on the canvas. Then from the menu, select File > Publish to web. A dialog box will appear, explaining that you’ll receive an embed code that will allow you to include the report on a website or in an email.
When you select Create embed code, Power BI presents another dialog box stating that you’re about to share your data with everyone on the Internet. Verify that sharing publicly is acceptable before moving ahead.
Power BI presents a dialog with two links:
A link that you can share in an email, which shows the report as a webpage
HTML code (a link plus within an iframe) so that you can embed the report directly into a webpage
For the HTML link, you can choose from predefined sizes for the embedded report, or you can modify the iframe code and customize its size.
You can paste the email link into a browser and see your report as a webpage. You can interact with that webpage just as you would if you were viewing the report in Power BI. The following image shows a Publish to web page when its link was copied directly from that dialog box into a browser.
You can also embed that iframe link into a blog post, website, or Sway.
If you want to delete an embedded code that you created, Power BI can help. In Power BI, select the gear icon in the upper-right corner and then select Manage embed codes.
The Power BI workspace shows the embed codes that you’ve created.
To keep track of your data while you’re on the move, you can use one of Power BI’s touch-friendly mobile applications for iOS, Android, or Windows devices.
Video: Introducing Power BI mobile apps
Sign in to your account by using your Power BI service account information. The first screen displays all the content to which you have access, including reports, dashboards, and groups. The workspace also includes sample dashboards that you can explore for inspiration.
Tap any dashboard to open it. Within a dashboard, you can tap a dashboard tile to focus on it in a larger view. Note any insights that you discover by tapping the Annotate button in the top-right corner. The Annotate feature allows you to draw on a focused tile to highlight areas of interest. The annotation tools are along the bottom of the screen.
Share your annotated tile by tapping the Share link in the top right-hand corner.