Best practise organisation reports

[maacke]

Hi! We had an incident where a user created Power Bi reports for organisation use and then left company and the reports were close to be deleted, but luckily we saved them in time. As i understand this user created all reports in My workspace and thats why this happened. 

Im wondering what is the best practise for creating organisation Power Bi reports? Is there any tutorial how you should setup Power Bi in general for organisation wide use and how you should be thinking when creating organisation reports or other in Power Bi?

[ibarrau]

Hi. The best way to work in a collaborative environment sharing with users is using a Workspace. Creating a workspace will store the data at the tenant. A PowerBi Admin can know about it and manipulate permissions with API and things like that.

You can read more about that here: https://docs.microsoft.com/en-us/power-bi/consumer/end-user-workspaces

That would be the way to go. Create a workspace. Invite people (with edit/admin permissions or just read). Publish reports to the workspace.

I hope that helps,

[maacke]

Hi! So if i understand this correctly, if a user creates a Workspace it is stored on tenant level and will not be removed even if the user would leave the company and no one else have permission for this Workspace? Or does the user who creates the Workspace need to do anything, like move the permission to someone else before he leaves?

Thanks!

[ibarrau · Accepted solution]

Yes. The best idea is always keeping more than one Admin on a workspace because it will help have more than one owner with UI clicks. Worst case scenario you had one admin and has left the company, a user with Power Bi Admin role in office 365 tenant can get to the workspace with an API to add new admins in order to continue the development. The content with belong to the organization and there will be always a way to get there. Of course it will be more difficult if you have 300 workspaces and you are trying to find one. But it's there.

Just to be clear "My Workspace" is NOT a collaborative workspace like the one in the link. That's only for personal use and belong to the user account.

I hope that make sense

[maacke]

Thanks for the answers, i just got one more question. You mention that the Workspace belong to the tenant, so if i understand correctly - Workspace with the State "Orphaned" does not get deleted automatically after a certain time? It will exist forever until we manually delete them?

[ibarrau]

Yes. For now it will exist forever until an admin user deletes it.

It can change in a future if Microsoft creates a new version of workspaces or something like that, but for now, it will be there for ever.

It should be IT or analytics department reponsability to administrate and keep an eye of created workspaces. There are configurations to handle like "only delimited users can create workspaces" and things like that.

Regards,