10.1 Workspaces, Apps, and Content Distribution
Key Takeaways
- Workspaces are containers for reports, dashboards, semantic models, and dataflows — they control access and collaboration.
- Apps bundle workspace content into a curated package for broad distribution to consumers who don't need workspace access.
- Content can be distributed via workspace sharing, apps, embed codes, publish to web, or email subscriptions.
- Dashboards are single-page canvases with pinned tiles from multiple reports — created only in the Power BI Service.
- The 'Publish to web' option creates a public URL that anyone can access — use with extreme caution for sensitive data.
Workspaces, Apps, and Content Distribution
Quick Answer: Workspaces organize Power BI content (reports, datasets, dashboards) with access control. Apps package workspace content for easy consumption without giving workspace access. Dashboards pin tiles from multiple reports onto one page. Choose distribution method based on audience: apps for broad audiences, workspace sharing for collaborators, subscriptions for automated delivery.
Workspaces
What is a Workspace?
A workspace is a container in the Power BI Service that holds:
- Reports (.pbix files)
- Semantic models (datasets)
- Dashboards
- Dataflows
- Paginated reports
- Scorecards
Creating a Workspace
Power BI Service → Workspaces → Create a workspace
→ Enter name, description
→ Optional: Configure license mode, OneDrive connection
Workspace Roles
| Role | Permissions |
|---|---|
| Admin | Full control: manage membership, delete workspace, publish apps |
| Member | Create/edit/delete content, publish apps, share items |
| Contributor | Create/edit/delete content, but cannot publish apps or share |
| Viewer | View and interact with content only (no editing) |
Role assignment:
Workspace → Settings → Manage access → Add people/groups → Assign role
Workspace vs. My Workspace
| Feature | My Workspace | Shared Workspace |
|---|---|---|
| Ownership | Personal (only you) | Team/organizational |
| Sharing | Limited | Full collaboration |
| Apps | Cannot publish | Can publish apps |
| Lifecycle | Personal development | Production content |
Best Practice: Use "My Workspace" for personal development and testing. Publish production content to shared workspaces.
Apps
What is an App?
An App bundles workspace content into a curated, read-only package for distribution:
- Curated navigation — organize content in a custom structure
- No workspace access needed — consumers see only the app, not the workspace
- Broad distribution — push to the entire organization or specific groups
- Updatable — update the app without republishing individual reports
Creating an App
Workspace → Create app
→ Configure: Name, description, logo, theme color
→ Content: Select which reports/dashboards to include
→ Navigation: Build custom navigation structure
→ Permissions: Choose who can install the app
App Updates
When workspace content changes:
Workspace → Update app → Review changes → Publish
App consumers see the updated content after you explicitly update the app.
App vs. Workspace Sharing
| Feature | App | Workspace Sharing |
|---|---|---|
| Audience | Large/broad | Small/collaborative |
| Access | Read-only | Role-based (view to admin) |
| Navigation | Custom curated | Default workspace list |
| Content selection | Choose what to include | All workspace content |
| Branding | Custom logo, colors | Standard Power BI |
Dashboards
What is a Dashboard?
A dashboard is a single-page canvas with pinned tiles from multiple reports and other sources.
Dashboard vs. Report
| Feature | Dashboard | Report |
|---|---|---|
| Pages | Single page only | Multi-page |
| Creation | Power BI Service only | Power BI Desktop or Service |
| Data sources | Tiles from multiple datasets/reports | Single dataset per report |
| Interactivity | Click tiles to navigate to source report | Full interactivity (slicers, filters) |
| Alerts | Supports data alerts on tiles | No data alerts |
| Q&A | Integrated Q&A box | Separate Q&A visual |
Creating a Dashboard
- From a report: Open a report → hover over a visual → click the Pin icon → select destination dashboard
- From Q&A: Type a question on the dashboard → pin the resulting visual
- From Excel: Pin ranges from Excel Online
- Custom tiles: Add web content, images, text boxes, streaming data
Pinning Tiles
Open report → Hover over visual → Pin icon (📌)
→ Choose: Existing dashboard or New dashboard
→ Pin
Pin options:
- Pin a specific visual from a report
- Pin an entire report page as a live tile
- Pin from a Q&A query
Content Distribution Methods
| Method | Audience | Use Case |
|---|---|---|
| App | Large groups, org-wide | Standard business reports for consumers |
| Workspace sharing | Small teams, collaborators | Development, editing, co-authoring |
| Direct sharing | Specific individuals | Quick ad-hoc sharing |
| Email subscription | Automated recipients | Scheduled report delivery |
| Embed | External/custom apps | Embedded analytics in portals |
| Publish to web | Public internet | ⚠️ Public data only — no auth required |
Email Subscriptions
Set up automated report delivery:
Report → Subscribe → Configure:
- Recipients
- Frequency (daily, weekly, monthly, after refresh)
- Format (PDF attachment, link)
- Page and filter selections
Data Alerts (Dashboard Only)
Configure alerts when data exceeds thresholds:
Dashboard tile → More options → Manage Alerts
→ Set condition: Above/Below threshold
→ Configure notification frequency
Gateways
A gateway bridges on-premises data sources with the Power BI Service:
When is a Gateway Required?
| Scenario | Gateway Needed? |
|---|---|
| Cloud data source (Azure SQL, SharePoint Online) | No |
| On-premises SQL Server | Yes |
| On-premises Excel/CSV files | Yes |
| On-premises Oracle, SAP | Yes |
| Web API (public internet) | No |
Gateway Types
| Type | Description |
|---|---|
| On-premises data gateway (standard) | Shared by multiple users, managed centrally by IT |
| On-premises data gateway (personal) | Single user, installed on their machine |
Scheduled Refresh with Gateway
After installing a gateway and configuring data source credentials:
Dataset Settings → Scheduled Refresh → Configure:
- Frequency (daily/weekly)
- Time(s) of day
- Time zone
- Failure notifications
- Gateway connection
Promoting and Certifying Content
Endorsement Levels
| Level | Description | Who Can Apply |
|---|---|---|
| Promoted | Content is ready for broad use | Any workspace member |
| Certified | Content meets organizational quality standards | Authorized certifiers only (admin-configured) |
Dataset/Report Settings → Endorsement → Select level
Why it matters:
- Certified content appears with a badge in search and browsing
- Helps users find trusted, approved data sources
- Reduces "shadow BI" — users connecting to unreliable data
On the Exam
The PL-300 frequently tests:
- Understanding workspace roles and their permissions
- Choosing between apps and workspace sharing for distribution
- Knowing when a gateway is required (on-premises data)
- Configuring scheduled refresh and understanding refresh limits
- Promoting vs. certifying content
A department of 200 people needs read-only access to a set of Power BI reports. They should NOT be able to edit content or see the underlying workspace structure. What is the best distribution method?
A report uses data from an on-premises SQL Server. After publishing to the Power BI Service, scheduled refresh fails. What is the most likely issue?
What is the difference between "Promoted" and "Certified" endorsement in Power BI?