Create a workspace in Power BI

This article explains how to create workspaces, spaces to collaborate with colleagues. In them, you create collections of dashboards, reports, and paginated reports. If you want, you can also bundle that collection into an app and distribute it to a broader audience. For more background, see the Workspaces in Power BI article.

Screenshot of a workspace in Power B I.

Create a workspace

  1. Select Workspaces > Create workspace.

    Screenshot of Create workspace.

  2. Give the workspace a unique name. If the name isn't available, edit it to come up with a name that's unique.

    When you create an app from the workspace, by default it will have the same name and icon as the workspace. You can change both when you create the app.

  3. Here are some optional settings for your workspace. They're explained in more detail in the Workspace settings section later in this article:

  4. Select Save.

    Power BI creates the workspace and opens it. You see it in the list of workspaces you’re a member of.

Workspace settings

To see these workspace settings, expand Advanced in the Settings pane.

Create a contact list

You can specify which users receive notification about issues occurring in the workspace. By default, any user or group specified as a workspace admin is notified, but you can add others to the contact list. Users or groups in the contact list are listed in the user interface (UI) to help users get help related to the workspace.

  1. Access the Contact list setting in one of two ways:

    In the Create a workspace pane when you first create it.

    In the nav pane, select the arrow next to Workspaces, select More options (...) next to the workspace name > Workspace settings. The Settings pane opens.

    Screenshot of Workspace settings.

  2. Under Advanced, Contact list, accept the default, Workspace admins, or add your own list of Specific users or groups.

    Screenshot of Workspace contacts.

  3. Select Save.

Set a workspace OneDrive

The Workspace OneDrive feature allows you to configure a Microsoft 365 Group whose SharePoint document library is available to workspace users. You create the Group outside of Power BI first, with one available method being from OneDrive. Read about creating a OneDrive shared library. NOTE: It's important to note that the creation of Microsoft 365 Groups may be restricted in your environment, and/or the ability to create them from your OneDrive site may be disabled. If this is the case, speak with your IT department.

Power BI doesn't synchronize permissions between users or groups with workspace access, and users or groups with Microsoft 365 Group membership. A best practice is to give access to the workspace to the same Microsoft 365 Group whose file storage you configured. Then manage workspace access by managing membership of the Microsoft 365 Group.

  1. Access the Workspace OneDrive setting in one of two ways:

    In the Create a workspace pane when you first create it.

    In the nav pane, select the arrow next to Workspaces, select More options (...) next to the workspace name > Workspace settings. The Settings pane opens.

    Screenshot of Workspace settings.

  2. Under Advanced > Workspace OneDrive, type the name of the Microsoft 365 group that you created earlier. Type just the name, not the URL. Power BI automatically picks up the OneDrive for the group.

    Screenshot of Specify a OneDrive location.

  3. Select Save.

Access the workspace OneDrive location

After you've configured the OneDrive location, you get to it in the same way you get to other data sources in the Power BI service.

  1. In the nav pane, select Get Data, then in the Files box select Get.

    Screenshot of Get data, get files.

    Power BI should automatically detect the workspace OneDrive, so it appears as **OneDrive - WORKSPACE_NAME". It may take some time for the workspace OneDrive to appear on the Get data page after you've configured it.

  2. Select the workspace OneDrive, for example, OneDrive - Sales and Marketing.

  3. Navigate to the folder containing your Power BI files. Select the file, then select Connect.

  4. If Power BI doesn't automatically detect the workspace OneDrive, on the Get data page, select SharePoint - Team Sites.

    Screenshot of SharePoint - Team Sites, get data.

  5. Type the URL of the shared library you created earlier, or select Connect to see the content available to you.

    Screenshot of Type the URL of the shared library you created earlier, or select Connect.

  6. Navigate to the folder containing your Power BI files.

    Screenshot of folders in SharePoint - Team Sites.

Allow contributors to update the app

You can create and publish apps from a workspace. Each workspace can hold the content for an associated app, a collection of dashboards, reports, and datasets which you can distribute to others in your organization. Read more about publishing apps from workspaces.

By default, only workspace Admins and Members can create, publish and update the app for the workspace. The Allow contributors to update the app for this workspace setting lets workspace Admins delegate the ability to update the app for the workspace to users with the workspace Contributor role. Read more about the different roles in workspaces.

  1. Access the Allow contributors to update the app setting in one of two ways:

    In the Create a workspace pane when you first create it.

    In the nav pane, select the arrow next to Workspaces, select More options (...) next to the workspace name > Workspace settings. The Settings pane opens.

    Screenshot of Workspace settings.

  2. Under Advanced, expand Security settings. Select Allow contributors to update the app for this workspace.

When enabled, contributors can:

  • Update app metadata like name, icon, description, support site, and color.
  • Add or remove items included in the app, like adding reports or datasets.
  • Change the visibility of the items for all the audience groups in the audience tab.

However, contributors can't:

  • Create or publish the app for the first time.
  • Add users to the app or change who has permission to the app.
  • Enable or disable automatic installation of app for app users.
  • Enable or disable advance settings under Manage audience access pane. These settings include share and build permissions for the datasets in the audience groups.
  • Allow or prevent app consumers saving a copy of reports included in the app.

Premium capacity settings

On the Premium tab in the Settings pane, you can choose settings related to Premium capacities.

  1. Set Premium capacity to On.

    Screenshot of Premium capacity On.

  2. Choose either Premium capacity or Premium Per User. Read more about Premium Per User.

    Screenshot of Choose Premium or Premium Per User.

  3. Choose Default storage limit. Read more about enabling large datasets.

Give users access to your workspace

Now that you've created the workspace, you'll want to add other users to roles in the workspace, so you can collaborate with them. See these articles for more information:

Next steps