Workspace vs get data

[Anonymous]

All the experts here,

If a workspace is created for my team members to update files there, can connections be made to link the updates to visuals? 

In the event that they update, visuals can be refreshed to capture them?

Thank you

Jen

[parry2k]

@Anonymous not sure I fully understood your question, can you provide /elaborate more in detail what you are trying to achieve.

[Anonymous]

Thank you for quick response.

There is a few tables behind my visual that need to be updated on regular basis by different people. I was wondering if they can update in a common space, the workspace area, and if we can set up connections to link the updated tables to the visual once they update. 

Hope this explains. 

Jen

[parry2k]

@Anonymous you can use the dataset in a workspace as a data source for your visualization and once the workspace dataset is refreshed, all the visuals dependent on that dataset will be refreshed. I guess that is what you are asking for. You need to use Power Bi datasets as your data source when creating visuals.

[Anonymous]

Parry, 

Thank you for tolerating my way of asking questions. And exactly. That was what I was trying to ask. 

I notice that from the menu there is a "Power BI DataSets" icon under home --> data.

I am contemplating the sequences of events ... 

Step 1: set up a dedicated workspace for this reporting only.

Step 2: grant team members access to the workspace. 

Step 3: Let team members update datasets ( in excel or otherwise format ) there.

Step 4: Create visual by selecting "Power BI DataSets". 

Step 5: Visual will get automatic updates once the underlying datesets get updated in the workspace by teammember. ( Do I need to hit refresh for the visual to be updated? )

Could you please vet my thinking? Thank you!

Jen

[parry2k]

@Anonymous correct understanding and it will work. here is a link on a similar post. Can further help?

I would 💖 Kudos 🙂 if my solution helped. 👉 If you can spend time posting the question, you can also make efforts to give Kudos whoever helped to solve your problem. It is a token of appreciation!

[Anonymous]

Thank you for sharing this great resource. A few follow ups if you could help. I think this post will benefit the rest of the community.

1. We have Desktop and Pro version. Any restrictions for what I am trying to do?

2. Do my team members need to work out of one single file on the workspace? Or they can upload multiple files? Or the question should be... does the visual link to the dedicated workspace? Or files individually on the workspace?

3. A calculation table will need to be built up the files / data my team members update. The visual will need to be based on the calculation table. I suppose that I can create "new measures" or "calculated tables" From the page you shared, it appears that only the report tab will be available in the desktop canvas. Alternatively, I could have the calculation table live in the workspace and build visuals upon it. Then the question becomes ... does the workspace work the same way as a directory? Would the calculation table update once my team members update?

4. Scheduled refresh. Do I need to create a gateway for that?

Appreciated. I am not an IT person. But nowadays IT is essential knowledge. Everybody needs to brush it up.

Jen

[v-yingjl]

Hi @Anonymous ,

Based on your latest update, maybe I can provide some suggestions hope to help you:

1. If you have already owned a Pro license, there are no special restrictions about getting data and creating workspaces in power bi desktop and power bi service
2. You can upload multiple reports in one workspace, the visual is related to reports based on related dataset instead of dedicated workspace. You can create multiple reports based on one dataset. Please refer:
   • Connect to datasets in the Power BI service from Power BI Desktop 
   • Basic concepts for designers in the Power BI service 
3. When you connect to power bi datasets in power bi desktop, a calculated table is not supported because the connect mode is Live Connection. You can only create some measures under this mode. Please refer:
   • Power BI – Live connection vs. Import, comparison and limitations  
   • Power BI Connections: Live Connection 
4. If you want to configure scheduled refresh in power bi service, you need to configure a gateway first. Please refer:
   • Configure scheduled refresh 
   • Data refresh in Power BI 

Best Regards,
Yingjie Li

If this post helps then please consider Accept it as the solution to help the other members find it more quickly.

[parry2k]

@Anonymous If you are open we can discuss it over zoom meeting. It might be easier to explain.

[Anonymous]

Zoom meeting number please. 

[parry2k]

@Anonymous you can book the time at www.perytus.com