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Home » Introduction to Workspace in Power BI, Assign Roles and Permission

Introduction to Workspace in Power BI, Assign Roles and Permission

In Power BI service a workspaces are places to collaborate with colleagues to create collections of dashboards, reports, datasets, and paginated reports.

You can add users who can access, edit, and read the content in the workspace.

Lets Create and Manage a workspace in Power BI, also assign roles and permission to users.

Creating a New Workspace

Go to Power BI service account, In Home Page , Navigate to Workspaces and click on Create a workspace.

Next, you will see a Create a Workspace pane opens.

Provide the name for your workspace, and description (Optional).

You can also upload a Workspace image. Image can be either .png or .jpg format. File size has to be less than 45 KB. It is an optional.

Next, In Advance section, you can create a Contact list of users who will receive notifications if issues with the workspace occur.

By default, any user or group specified as a workspace admin is notified.

Once you done with this, just click on Save button to creating a workspace.

Next, you will see a workspace is created, now you can add a new reports, dashboard, dataset and dataflow to workspace.

Also you can manage and create a workspace access, review and change workspace settings and so on.


Creating and Managing Workspace Access

As you have just created a Workspace named Workspace-X, now we will see how to manage and assign a workspace roles to users.

In Power BI Home Page, you can Navigate to Workspaces, the select the workspace Workspace-X and then click on ellipse and select Workspace access.

Once you click on Workspace access, a Access pane opens as shown below.

Apart that, You can also access the workspace access pane, by selecting workspace Workspace-X and then click on Access button as shown below.

Once you click on Access button, a Access pane opens.

You will also notice that by default a workspace creator, or administrator is the only user that has a permission of Admin.

Assign workspace roles

Workspace roles allow you to designate who can do what within a workspace, There are four types of roles that you can assign to users to access workspace content as follows:

  • Admin
    1. Create, edit, delete, copy and publish reports and content in a workspace
    2. Publish, Update, or Share App in workspace.
    3. Access, view and interact with reports and dashboards in a workspace.
    4. Configure and modify Schedule data refreshes and Gateway.
    5. Add or Remove other users including other admins.
  • Member
    1. Can all the tasks that are associated with admins but can not add or remove users.
    2. Can not delete the workspace.
    3. Can add other users to the viewer or contributor role.
  • Contributor
    1. Can create, edit, delete, copy and publish content and reports within a workspace.
    2. Cannot publish, update, or edit an app in a workspace unless given this ability by admins or members.
    3. Cannot add or remove users.
    4. Modify Gateway and schedule data refreshes.
  • Viewer
    1. Can only view a report or dashboard in a workspace, also can interact with visuals.
    2. Cannot add or remove users.
    3. Can read data that is stored in workspace dataflows.

Lets assign a roles to users in workspace, first we will assign a viewer roles to user.

For this you need to enter the user email address or name, then select a Viewer from dropdown as shown below.

After selecting a viewer then click on Add button. You will see that the Viewer role is assigned to user Pradeep Gupta for the content of this workspace.

In case, if you want to define other role to this user or remove user from role, you can do this by clicking on ellipse(…) then then take required action as shown below.

Once you click on ellipse, you can see role option as shown below.

Lets add Member role also following same steps.

Now you can see, a Member roles is assigned to user Patti Fernandez.

So far we have seen the different different roles that are provided to user to access the content of workspace, yet there are few more permission which are specified on the datasets level that is Reshare and Build as follows:

Reshare: Allows user to share or reshare the dataset with other Power BI users.

Build: Allows user to build their own reports based on that dataset.

Build permissions are automatically granted to users within the Contributor, Member, or Admin roles set at the workspace level.

As we have just created a newly workspace so we do not have any dataset available, Lets quickly published a report to this workspace then see how to assign a build and reshare permission to user.

Publishing report to workspace

Lets say you have created a report SalesBySegment in Power BI desktop as shown below, now we will publish report to newly created workspace Workspace-X in Power BI Service.

You can click on Publish button then select a Workspace and click on Select button.

Once report is published,  can on link to see the report quickly on Power BI Service.

Now you can see the report and dataset in workspace.

You can view report and interact with visuals by clicking on report.

Now we have a report and dataset available in workspace, Lets see the dataset of this report so that we can assign build and reshare permission to user.

Expand the Workspace-X, then select the Dataset and click on ellipse (…), next select Manage Permission from Context menu.

After that you will see that all the list of user with assigned roles that you created in previously.

Lets assign a reshare permission to user Pradeep Gupta who have already a Viewer permission.

Just click on the ellipse(…), and select Add Reshare from context menu.

Once you select Add Reshare, a Reshare permission is assigned to user as shown below.

If you want to change the permission to Build or remove an existing permission that is reshare you can click on ellipse(…) again and take required action.

Also Read..

Download and Install Power BI Desktop

Publish Report to  Power BI Service

Renaming Dataset in Workspace

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