Configuring and updating workspace apps in Power BI is a crucial skill for managing how content is distributed to end users across an organization. Workspace apps serve as curated collections of dashboards, reports, and datasets that can be published and shared with specific audiences.
To configur…Configuring and updating workspace apps in Power BI is a crucial skill for managing how content is distributed to end users across an organization. Workspace apps serve as curated collections of dashboards, reports, and datasets that can be published and shared with specific audiences.
To configure a workspace app, you first need to navigate to your Power BI workspace and select the option to create or update an app. During configuration, you define several key settings including the app name, description, and contact information. You can also customize the app's appearance by adding a logo and selecting theme colors that align with your organization's branding.
Access management is a fundamental aspect of app configuration. You can specify which users or groups have permission to access the app through audience settings. Power BI allows you to create multiple audiences with different access levels, enabling you to show specific content to particular user groups while restricting other content.
The navigation experience can be customized by organizing content into sections and controlling the order in which reports and dashboards appear. You can hide certain items from the navigation pane while still making them accessible through links within other reports.
When updating an existing workspace app, any changes made to reports or dashboards in the workspace must be republished to the app for users to see the updates. This provides a layer of control, ensuring that work-in-progress content is not accidentally exposed to end users.
Permission settings allow you to grant users the ability to share app content, build new content using underlying datasets, or copy reports. These granular permissions help maintain governance while enabling collaboration.
Best practices include regularly reviewing app access permissions, maintaining clear documentation of app configurations, and establishing a consistent update schedule to ensure users always have access to the most current and accurate information for their business decisions.
Configure and Update Workspace Apps in Power BI
Why It Is Important
Workspace apps are the primary method for distributing Power BI content to business users across an organization. Understanding how to configure and update these apps is essential for the PL-300 exam because it directly impacts how end users access reports, dashboards, and datasets. Proper app configuration ensures secure, organized, and user-friendly content delivery while maintaining governance standards.
What Are Workspace Apps?
A workspace app is a packaged collection of dashboards, reports, and datasets from a Power BI workspace that can be published and shared with users. Apps provide a read-only experience for consumers, meaning they can view and interact with content but cannot modify the underlying reports or data models.
Key characteristics of workspace apps include: - One app per workspace - Customizable navigation and content organization - Separate permissions from workspace access - Support for automatic installation - Version control through updates
How Workspace Apps Work
The app publishing process follows these steps:
1. Create Content: Build reports and dashboards within a workspace 2. Configure App Settings: Set up app name, description, logo, and support information 3. Organize Content: Structure the navigation pane and select which items to include 4. Set Permissions: Define who can access the app (entire organization, specific groups, or individuals) 5. Publish: Make the app available to designated audiences 6. Update: Modify content and republish to push changes to users
Configuring Workspace Apps
Setup Tab: - App name and description - Contact information and support site links - App logo customization - App theme color
Navigation Tab: - Include or exclude specific reports and dashboards - Create sections and organize content hierarchy - Add links to external content - Set a default landing page - Hide or show navigation elements
Permissions Tab: - Grant access to the entire organization - Specify security groups or distribution lists - Add individual users - Enable or disable app installation permissions - Allow users to connect to underlying datasets (Build permission) - Enable automatic app installation
Updating Workspace Apps
When content changes are made in the workspace, they do not appear in the published app until you explicitly update and republish. The update process involves:
1. Making necessary changes to workspace content 2. Opening the app settings 3. Reviewing and adjusting configuration if needed 4. Clicking Update app to push changes to all users
Users with the app installed will see updated content after refresh or the next time they open the app.
Exam Tips: Answering Questions on Configure and Update Workspace Apps
1. Remember the Permission Hierarchy: Workspace roles (Admin, Member, Contributor, Viewer) are separate from app permissions. Users can have app access with no workspace access.
2. Know the Difference Between Workspace and App: Exam questions often test whether you understand that publishing an app creates a separate copy for consumers, and changes require republishing.
3. Understand Build Permissions: When a question mentions allowing users to create their own reports from shared datasets, the answer involves granting Build permission through app settings.
4. Automatic Installation: Questions about ensuring users receive apps in their Apps list involve enabling automatic installation for security groups.
5. Navigation Customization: Be familiar with scenarios where specific reports should be hidden or organized differently for app consumers versus workspace members.
6. One App Per Workspace Rule: If a question describes multiple apps from a single workspace, recognize this as incorrect. Each workspace supports only one published app.
7. Update Timing: Remember that workspace changes are not reflected in the app until an update is published. Questions may present scenarios where users cannot see recent changes.
8. License Requirements: Apps can be shared with Pro or Premium Per User license holders, or with free users if content resides in Premium capacity.