A workspace in Power BI is a cloud-based platform where you can collaborate with your colleagues, share dashboards, reports, and other content. It’s an area for collection, collaboration, and sharing for Power BI content.
Creating a Workspace in Power BI
Creating a workspace in Power BI is an easy process and requires only a few clicks:
- Sign in to Power BI Service.
- Click on the “Workspaces” option on the left pane.
- Then, click on the “+ Create a workspace” button.
- In the new window, provide a name and description for the workspace. The name should be unique and the description should indicate what the workspace is intended for.
- Under the advanced section, you have options to choose workspace members can edit content and workspace members can certify content. These depend on your specific requirements.
- After providing all the necessary information and setting your preferences, click the “Save” button.
The newly created workspace will now appear on your Workspaces list. Remember, you might need the appropriate license to create workspaces based on who needs to access it and what functionality you require.
Configuration of a Workspace in Power BI
Once the workspace has been created, it’s time to configure it. Configuration is all about setting the permissions, adding users, and managing the content:
- Adding Members and Assigning Roles: In the newly created workspace, click the “Access” button, then add the email addresses of the users who need access to the workspace. Next, you need to assign them workspace roles – Member, Contributor, Admin. These roles define what level of access a user has in the workspace.
- Adding Content: You can add existing reports, dashboards, or other Power BI content to your new workspace. Simply click on “Get Data” or “New” in the workspace, and follow the prompts.
- Setting the Workspace Settings: Click on the “Settings” icon on the top right corner of the workspace to open the settings pane. Here you can amend the workspace’s name or description, or alter the contents and data source settings.
- Setup Power BI Premium Per User (PPU) capacity: If your workspace requires a premium capacity, under the “Premium” tab, you will be allowed to set this up. This option will only be available when the appropriate licenses were assigned.
| Workspace roles | Can view content | Can edit content | Can add/remove workspace content | Can manage workspace |
|---|---|---|---|---|
| Admin | ✔️ | ✔️ | ✔️ | ✔️ |
| Member | ✔️ | ❌ | ❌ | ❌ |
| Contributor | ❌ | ✔️ | ✔️ | ❌ |
Creating and configuring a workspace, and understanding what each option entails, is crucial to utilizing Power BI effectively and seamless collaboration with your team. Make sure to explore each option thoroughly as you prepare for your PL-300 Microsoft Power BI Data Analyst exam.
Practice Test
True or False: In Power BI, workspaces can only be created by the owner of the organization’s Power BI account.
- Answer: False
Explanation: Any Power BI user within the organization can create workspaces, it’s not limited to only the owner.
What is the purpose of a workspace in Power BI?
- a) To create and store vacation pictures
- b) To allow multiple users to work on the same report
- c) To present business data in a visual format
- d) To store unrelated data
- Answer: b) To allow multiple users to work on the same report
Explanation: In Power BI, workspaces are a collaborative area where you can create, publish, and share data, reports, and dashboards with other Power BI users.
Can you limit who can see and edit content in a workspace?
- a) Yes
- b) No
- Answer: a) Yes
Explanation: Workspace permissions are configurable in Power BI, allowing you to limit which users can see and edit content within a workspace.
True or False: In Workspace settings, you can exclude groups from an invitation’s accepted list.
- Answer: True
Explanation: The Workspace settings include an option to specify groups that are added to the invitation’s accepted list by default, and groups that are excluded.
Can you change the name of a workspace after it’s been created?
- a) Yes
- b) No
- Answer: a) Yes
Explanation: You can change the name of a workspace at any time by entering its settings and updating the “Name” field.
True or False: You can add guest users to a workspace.
- Answer: True
Explanation: Guest users, meaning users from outside your organization, can be added to a workspace if they are assigned the appropriate permissions.
What is the maximum size of a dataset that can be published in a workspace?
- a) 1 GB
- b) 2 GB
- c) 3 GB
- d) 5 GB
- Answer: a) 1 GB
Explanation: Power BI allows you to publish datasets up to 1 GB in size to a workspace.
Can you add the same report to multiple workspaces?
- a) Yes
- b) No
- Answer: a) Yes
Explanation: In Power BI, the same report can be added to multiple workspaces.
True or False: You must be an admin to create a workspace.
- Answer: False
Explanation: Any user who has access to Power BI can create a new workspace, not just admins.
When a workspace is deleted, what happens to its content?
- a) It is transferred to the recycle bin
- b) It is permanently deleted with no recovery
- c) It is transferred to a backup folder
- d) It remains in the workspace
- Answer: a) It is transferred to the recycle bin
Explanation: When a workspace is deleted, its content is sent to the recycle bin where it can be recovered later.
Interview Questions
What is a workspace in Power BI?
A workspace in Power BI is an area where you can collaborate with your colleagues to create collections of dashboards, reports, datasets, and paginated reports.
How can you create a workspace in Power BI?
You can create a workspace in Power BI by selecting Workspaces in the left navigation pane, and then clicking ‘Create a workspace’.
What is the purpose of setting up permissions when configuring a workspace in Power BI?
Setting up permissions determines who can view and contribute to the workspace, enhancing security and promoting collaboration within specified boundaries.
How can you add users to a workspace in Power BI?
You can add users to a workspace in Power BI by going to the workspace settings, clicking on ‘Access’, then adding the names or email addresses of the users you seek to add.
What roles can be assigned to users in a Power BI workspace?
The roles that can be assigned in a Power BI workspace are Member, Contributor, and Admin.
Can a workspace in Power BI be deleted?
Yes, a workspace in Power BI can be deleted, but only by the person who created it or a Power BI admin.
What happens to the content in a workspace when you delete the workspace in Power BI?
When a workspace is deleted in Power BI, all the content within it such as dashboards, reports, and datasets are also deleted.
Is it possible to restore a deleted workspace in Power BI?
Yes, a deleted workspace can be restored in Power BI within 30 days of deletion. After 30 days, it is permanently deleted.
How can you modify the properties of a workspace in Power BI?
The properties of a workspace can be modified by selecting the workspace in question, clicking on ‘…’ (more options), then ‘Workspace Settings’, where various properties can be edited.
What is a Premium workspace in Power BI?
A Premium workspace in Power BI is a workspace that is hosted on a Power BI Premium capacity, providing more resources for demanding usage scenarios.
Can workspace members without any Admin permissions modify the workspace, for example, change its name?
No, only Admins can change the properties of a workspace such as the workspace’s name.
Can you add Office 365 groups to a Power BI Workspace?
Yes, you can add Office 365 groups to a Power BI Workspace to collaborate with the group members.
How do you change the workspace’s storage mode?
To change a workspace’s storage mode, you have to click on the workspace name, then ‘…’ (more options), and then ‘Workspace settings’. From there, you can change the storage mode.
Where can you see the list of all the workspaces you’ve access to?
You can see the list of all workspaces you’ve access to by clicking on ‘Workspaces’ in the left navigation pane on the Power BI Home page.
What kind of content can be stored in a workspace?
Content such as Power BI reports, dashboards, datasets, and even Excel workbooks can be stored in a workspace.
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