Datasets owned by one account

[Anonymous]

Hi all,

I am looking for an easy way to find out the list of datasets owned by a specific account from Power BI online portal, regardless of which workspace the dataset sits in.

Background for this exercise is that one of the team members is leaving the company and he has got tens if not hundreds of datasets under his user account. What is the easiest way to switch those datasets to another account so in case of any refresh failure there will still be a notification email?

Any help will be deeply appreciated.

Thanks,

Felix

[PeterNesbitt]

Are these datasets published to a personal workspace??

[Anonymous]

Hi, thanks for replying. These datasets are all within shared workspaces where he and a couple of other people are admins of.

[Anonymous · Accepted solution]

What you are asking might be a few different tasks so lets unpack the question:

1. No one owns datasets.  If it is in his personal workspace, no one else is going to see it.  So you will need to work with him to transition anything important out of there.  Best practise would be to never 'deploy' anything into production from a personal workspace.
2. Anything in an App Workspace is editable by any use with Edit rights.  When he leaves, this won't change.
3. Any report with scheduled refresh is "owned" by the person who configured it.  Any other user of that workspace can "take over" with a simple button click.  This won't break when he leaves.
4. If any of your data sources are using his log-on credentials, you will need to locate that manually.  Go through each workspace and dataset and check the scheduled refresh area for which credentials are being used.  If a gateway is involved, check the gateway itself under "Manage Gateways". It won't show you the usernames/passwords being used, but at least you can get a distinct list of the data sources to check the credentials are correct.
5. If any of the data sources are on his personal computer, cloud accounts etc, you will need to manually find those and alter all of the reports to look to whatever new location you move those data sources too.
6. Any report that was created in the desktop and published to the service can be downloaded back out.  There is an option called "Download PBIX" on the ... menu next to the dataset name.

I hope i got everyone.  Really depends what documentation they are leaving you and how robustly the materials were created.  Best practise is to upload to App Workspaces and make use of Service Accounts for all connections such that they are person independant.  Data sources should also be somewhere company accessable like shared network drives, database servers etc.