No option to add new columns to the dataset in Dataflow

[PS_78]

Hello Team - In order to enable self service reporting, I have started creating dataflows that allows users to utilize datasets in their PBIX files. However, I am running into two issues:

1. I don't see an option to share the individual dataflow with the users. I need to give workspace access and that too "Member" access which allows users to edit the data flow. Is this the restriction we have in Power BI dataflows?
2. I am using SAP BW Application server as the source for the datasets. If we need to add new columns after the dataset is initially created, I don't see an option. I have to create new dataset again and copy / paste the new columns into existing dataset. Whereas In PBI Desktop, we can click on settings of "Added Items" step and chose the new columns as needed. Giving below the screenshots for better understanding

Data Flow in Service

Power Query Editor in Desktop

Thanks,

Phani

[SaiTejaTalasila]

Hi @PS_78 ,

You will be the owner of the dataflow and your users should takeover the dataflow then only they will able to edit the dataflow.As per my knowledge no one does that without out owners permission.

You can update your table power queries on your semantic model/dataflows whenever you have any new columns on your source.

I hope it will be helpful.

Thanks,

Sai Teja 

[Anonymous · Accepted solution]

Hi,@PS_78 .I am glad to help you.

According to your description, you have encountered some problems while using dataflow on Power BI Service.
Let me help you to answer your questions and I hope my suggestions will help you.
1. I don't see an option to share a single dataflow with a user. I need to grant workspace access as well as “member” access to allow users to edit the dataflow. Is this a limitation we have in Power BI dataflow?

This is a very good question. The fact that dataflow sharing needs to be tied to access to the workspace in which it resides is because dataflow is essentially part of the workspace. Unlike other members of the workspace (report, dashboard), when you try to share dataflow with other users, it means that all the private data information stored in that dataflow data collection is directly exposed to other users.
While dataflow as a collection tool specialized in managing data sources, such direct sharing is not safe for the confidentiality effect of the data.
Power BI specifies that dataflow permission management and sharing settings need to be carried out through the workspace. This ensures the security of the data and the ease of management , rather than as a general data source that only need access to share , because a dataflow often contains a number of different data sources , covering a very large number of private information. So the current need to arrange the operation of the workspace role permissions to protect the data flow of data security , while greatly improving the efficiency of the management of dataflow .
The following is a document about the management policy of dataflow, I hope it will be helpful to you.
URL:
Best practices for reusing dataflows across environments and workspaces - Power Query | Microsoft Le...
 

Power BI pays great attention to the security of user's data, so this provision can better protect your data, thank you for your understanding.

2.I am using SAP BW Application server as the source for the datasets. If we need to add new columns after the dataset is initially created, I don't see an option.

This is a relatively common problem. First of all, it is up to the system to determine if there is a gear identifier for the step of the operation in the power query.
The system will determine whether the current data operation can be processed through the corresponding UI settings instead of directly inputting the M code to the data source. The fact that the corresponding gear symbol does not appear when you perform the add items operation in dataflow on the service is because the system determines that the current operation cannot be performed through the UI interface.
For the same steps on Power BI Desktop, you can set the gear directly. Since the power query function in the dataflow creation process is of the online type (the function on the service), the online function will be missing compared with that on Power BI Desktop, and there are more restrictions, because the power query online provides comprehensive functions. The comprehensiveness of the functionality provided by Power query online is affected by the type of license used by the user (PPU/Premium Capacity).
Power query on Desktop offers more powerful data processing capabilities than Power query online.

Power query on service and Power query on Desktop are not exactly the same, because they are designed for different goals and scenarios, service makes data processing more convenient, while Desktop is more comprehensive for data processing.
I suggest you can try to copy the M code of the corresponding add items step in Desktop to the advance editor in the dataflow of service, thank you for your understanding.

I hope my suggestions give you good ideas, if you have any more questions, please clarify in a follow-up reply.
Best Regards,
Carson Jian,
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[PS_78]

Thanks @Anonymous for taking time and detailing the reasoning. I don't completely agree with what you said but your suggestion have definitely gave more clarity on the way it is designed.

My intention of creating data flows is, create multiple dataflows based on the business area and share them with users from the respective business area. Because of this approach (giving access to complete workspace vs individual data flow), I would have to create multiple workspaces for the data coming from each business area.

With regards to the 2nd point, I understand that it's how the power query online is designed. Though it provides great benefit and overcomes lot of complications (for example limitations in creating a PBI report using datasets), I am sorry to say that it is (adding additional items) supposed to be a basic requirement for any technical team. I agree (and I have been doing) that we can either copy the code from desktop's advanced editor to power query online or create new dataset within the data flow and copy, paste the code into existing dataset.

Thanks again for your detailed explanation.

Regards,

Phani