Tag: Power BI Workspace

BI Administration, Data Security, Microsoft Certification, PL-300, Power BI

Assign Workspace Roles (PL-300 Exam Prep)

 
This post is a part of the PL-300: Microsoft Power BI Data Analyst Exam Prep Hub; and this topic falls under these sections:
Manage and secure Power BI (15–20%)
   --> Secure and govern Power BI items
      --> Assign Workspace Roles

Note that there are 10 practice questions (with answers and explanations) at the end of each topic. Also, there are 2 practice tests with 60 questions each available on the hub below all the exam topics.

Overview

In Power BI, workspaces are collaborative containers used to develop, manage, and distribute content such as semantic models (datasets), reports, dashboards, dataflows, and apps.
Assigning workspace roles is a core governance task that ensures users have the appropriate level of access—no more and no less—based on their responsibilities.

For the PL-300 exam, you are expected to understand:

  • The four workspace roles
  • What each role can and cannot do
  • When to assign each role
  • How workspace roles relate to security, governance, and content lifecycle

Power BI Workspace Roles

Power BI provides four predefined workspace roles:

1. Admin

Highest level of access

Admins have full control over the workspace and its contents.

Key capabilities:

  • Add or remove users and assign roles
  • Update workspace settings
  • Publish, update, and delete all content
  • Configure semantic model settings (refresh, credentials, endorsements)
  • Publish and update workspace apps
  • Delete the workspace

Typical use cases:

  • Power BI service administrators
  • BI platform owners
  • Lead analytics engineers

🔑 Exam tip: Only Admins can manage workspace access and delete a workspace.

2. Member

Content creators and managers

Members can actively create and manage content, but they cannot manage workspace access.

Key capabilities:

  • Create, edit, and delete reports and dashboards
  • Publish semantic models
  • Configure scheduled refresh
  • Publish and update workspace apps
  • Share content (depending on tenant settings)

Limitations:

  • Cannot add or remove workspace users
  • Cannot delete the workspace

Typical use cases:

  • Power BI developers
  • Data analysts responsible for production content

3. Contributor

Content creators without publishing authority

Contributors can build and modify content, but they cannot publish apps or manage access.

Key capabilities:

  • Create and edit reports and semantic models
  • Upload PBIX files
  • Modify existing content they have access to

Limitations:

  • Cannot publish or update workspace apps
  • Cannot manage workspace users
  • Cannot change workspace settings

Typical use cases:

  • Analysts building reports for review
  • Developers working in shared or pre-production workspaces

4. Viewer

Read-only access

Viewers can consume content but cannot modify anything.

Key capabilities:

  • View reports, dashboards, and apps
  • Interact with visuals (filters, slicers)
  • Export data (if allowed)

Limitations:

  • Cannot create or edit content
  • Cannot publish apps
  • Cannot configure refresh or settings

Typical use cases:

  • Business users
  • Executives and stakeholders
  • Consumers of certified content

🔑 Exam tip: Viewers require a Power BI Pro license unless the workspace is in Premium capacity.

Assigning Workspace Roles

Workspace roles are assigned in the Power BI service:

  1. Navigate to the workspace
  2. Select Access
  3. Add users or groups
  4. Assign the appropriate role (Admin, Member, Contributor, Viewer)

🔐 Best practice: Assign Azure AD security groups instead of individual users to simplify governance and reduce maintenance.

Governance and Security Considerations

Least Privilege Principle

Always assign the lowest role necessary for a user to perform their job.

  • Consumers → Viewer
  • Report authors → Contributor or Member
  • Platform owners → Admin

Separation of Duties

Use different workspaces for:

  • Development
  • Testing
  • Production

Assign higher roles in dev, more restrictive roles in prod.

Workspace Roles vs Item-Level Security

  • Workspace roles control what users can do
  • Row-level security (RLS) controls what data users can see

Both are often used together.

Common Exam Scenarios

You may see questions such as:

  • Which role allows a user to publish an app but not manage access? → Member
  • Which role is required to assign users to a workspace? → Admin
  • Which role should be assigned to report consumers? → Viewer
  • Why use Contributor instead of Member? → To prevent app publishing or access management

Key Takeaways for PL-300

  • Know all four workspace roles
  • Understand capabilities vs limitations
  • Admin = access + settings
  • Member = manage content + apps
  • Contributor = build content only
  • Viewer = consume content only
  • Assign roles strategically for security and governance

Practice Questions

Go to the Practice Questions for this topic.

Analytics, Business Intelligence, Data Education & Training, PL-300, Power BI

Publish, Import, or Update Items in a Workspace (PL-300 Exam Prep)

 
This post is a part of the PL-300: Microsoft Power BI Data Analyst Exam Prep Hub; and this topic falls under these sections:
Manage and secure Power BI (15–20%)
   --> Create and manage workspaces and assets
      --> Publish, Import, or Update Items in a Workspace

There are 10 practice questions (with answers and explanations) for each topic, including this one. There are also 2 practice tests for the PL-300 exam with 60 questions each (with answers) available on the hub.

Overview

Power BI workspaces are the central location for managing and collaborating on Power BI assets such as reports, semantic models (datasets), dashboards, dataflows, and apps.
For the PL-300 exam, you are expected to understand how content gets into a workspace, how it is updated, and how different publishing and import options affect governance, collaboration, and security.

What Are Workspace Items?

Common items managed within a Power BI workspace include:

  • Reports
  • Semantic models (datasets)
  • Dashboards
  • Dataflows
  • Paginated reports
  • Apps

Knowing how these items are published, imported, and updated is a core administrative and lifecycle skill tested on the exam.

Publishing Items to a Workspace

Publish from Power BI Desktop

The most common way to publish content is from Power BI Desktop:

  • You publish a .pbix file
  • A report and semantic model are created (or updated) in the workspace
  • Requires Contributor, Member, or Admin role

Key exam point:

  • Publishing a PBIX overwrites the existing report and semantic model (unless name conflicts are avoided)

Publish to Different Workspaces

When publishing from Power BI Desktop, you can:

  • Choose the target workspace
  • Publish to My Workspace or a shared workspace
  • Publish the same PBIX to multiple workspaces (e.g., Dev, Test, Prod)

This supports deployment and lifecycle management scenarios.

Importing Items into a Workspace

Import from Power BI Service

You can import content directly into a workspace using:

  • Upload a file (PBIX, Excel, JSON theme files)
  • Import from OneDrive or SharePoint
  • Import from another workspace (via reuse or copy)

Imported content becomes a managed workspace asset, subject to workspace permissions.

Import from External Sources

You can import:

  • Excel workbooks (creates reports and datasets)
  • Paginated report files (.rdl)
  • Power BI templates (.pbit)

Exam note:

  • Imported items behave similarly to published items but may require credential configuration after import.

Updating Items in a Workspace

Updating Reports and Semantic Models

Common update methods include:

  • Republish the PBIX from Power BI Desktop
  • Replace the dataset connection
  • Modify report visuals in the Power BI Service (if permitted)

Important behavior:

  • Republishing replaces the existing version
  • App users will not see updates until the workspace app is updated

Updating Dataflows

Dataflows can be:

  • Edited directly in the Power BI Service
  • Refreshed manually or on a schedule
  • Reused across multiple datasets

This supports centralized data preparation.

Updating Paginated Reports

Paginated reports can be updated by:

  • Uploading a revised .rdl file
  • Editing via Power BI Report Builder
  • Republishing to the same workspace

Permissions and Roles Impacting Publishing

Workspace roles determine what actions users can take:

RolePublishImportUpdate
ViewerNoNoNo
ContributorYesYesYes (limited)
MemberYesYesYes
AdminYesYesYes

Exam focus:

  • Viewers cannot publish or update
  • Contributors cannot manage workspace settings or apps

Publishing vs Importing: Key Differences

ActionPublishImport
SourcePower BI DesktopService or external files
Creates datasetYesYes
Overwrites contentYes (same name)Depends
Common useDevelopment lifecycleContent onboarding

Common Exam Scenarios

You may be asked:

  • How to move reports between environments
  • Who can publish or update content
  • What happens when a PBIX is republished
  • How imported content behaves in a workspace
  • How updates affect workspace apps

If the question mentions content lifecycle, governance, or collaboration, it is likely testing this topic.

Best Practices to Remember for PL-300

  • Use workspaces for collaboration and asset management
  • Publish from Power BI Desktop for controlled updates
  • Import external files when onboarding content
  • Use separate workspaces for Dev/Test/Prod
  • Remember that apps require manual updates
  • Assign appropriate workspace roles

Summary

Publishing, importing, and updating items in a workspace is fundamental to managing Power BI solutions at scale. For the PL-300 exam, focus on:

  • How content enters a workspace
  • Who can manage it
  • How updates are controlled
  • How changes affect downstream users

Understanding these workflows ensures you can design secure, maintainable, and enterprise-ready Power BI environments.

Practice Questions

Go to the Practice Questions for this topic.

BI Administration, Business Intelligence, Microsoft Certification, PL-300, Power BI

Configure and Update a Workspace App (PL-300 Exam Prep)

 
This post is a part of the PL-300: Microsoft Power BI Data Analyst Exam Prep Hub; and this topic falls under these sections:
Manage and secure Power BI (15–20%)
   --> Create and manage workspaces and assets
      --> Configure and Update a Workspace App

Note that there are 10 practice questions (with answers and explanations) at the end of each topic. Also, there are 2 practice tests with 60 questions each available on the hub below all the exam topics.

Overview

In Power BI, a workspace app is a curated, read-only package of reports, dashboards, and related content that is published from a workspace and shared with a broader audience.
For the PL-300 exam, you are expected to understand when and why to use an app, how to configure it, and how to update it safely without disrupting consumers.

What Is a Workspace App?

A workspace app is:

  • A consumption layer built on top of a workspace
  • Designed for end users, not report developers
  • Read-only by default
  • Published and maintained by workspace Members or Admins

Apps help separate:

  • Development and collaboration (workspace)
  • Consumption and distribution (app)

This separation is a key design principle tested on the PL-300 exam.

Why Use a Workspace App?

Common reasons to publish an app include:

  • Providing a controlled, polished experience for business users
  • Preventing users from modifying reports or models
  • Distributing content to large audiences
  • Centralizing access to related dashboards and reports
  • Supporting versioned updates without breaking access

Apps are preferred over direct report sharing for enterprise-scale distribution.

Who Can Configure and Update an App?

Only the following workspace roles can manage apps:

  • Admin
  • Member

Contributors and Viewers cannot publish or update workspace apps.

Configuring a Workspace App

When configuring an app, you define how users experience and access content.

Key Configuration Areas

1. Content Selection

You can choose:

  • Which reports and dashboards appear
  • The order in which they appear
  • Which items are hidden from consumers

This allows you to publish only approved, production-ready assets.

2. Navigation and Layout

You can:

  • Reorder items
  • Group content logically
  • Create a clean navigation experience

This improves usability and storytelling, even though the app itself is read-only.

3. Audience Access

Apps support audience-based access, allowing you to:

  • Define different audiences
  • Control which content each audience can see
  • Apply security without duplicating reports

Audiences do not replace dataset security (such as RLS); they control visibility, not data filtering.

4. Permissions

When publishing an app, you can:

  • Grant access to users or security groups
  • Allow or prevent users from resharing
  • Optionally allow users to connect to the underlying semantic model

Allowing semantic model access is important for:

  • Excel Analyze in Excel
  • Power BI “Build” permissions
  • Self-service reporting scenarios

Updating a Workspace App

How Updates Work

Apps are not updated automatically when workspace content changes.

To update an app:

  1. Make changes in the workspace
  2. Select Update app
  3. Republish the app

This ensures:

  • Changes are intentional
  • Consumers are not impacted by unfinished work
  • Version control is maintained

What Happens to Users When an App Is Updated?

  • Users retain access
  • Bookmarks and links continue to work
  • Updated content appears after republishing
  • No re-sharing is required

This makes apps ideal for controlled release cycles.

App Updates vs Workspace Changes

ActionWorkspaceApp
Edit reportYesNo
Test changesYesNo
Publish to usersNoYes
Control visibilityPartialFull

This distinction is frequently tested on the PL-300 exam.

Common Exam Scenarios

You may see questions such as:

  • When to use an app instead of sharing reports
  • Who can publish or update an app
  • How to limit what users see without duplicating content
  • How to update content without disrupting consumers

Key takeaway:
Apps are for distribution; workspaces are for collaboration.

Best Practices to Remember for the Exam

  • Use apps for broad distribution
  • Keep development content in the workspace
  • Use audiences to tailor visibility
  • Republish the app after changes
  • Assign Members or Admins to manage apps
  • Combine apps with RLS for secure data access

Summary

Configuring and updating a workspace app is a core Power BI governance skill. For the PL-300 exam, you must understand how apps:

  • Control access
  • Improve usability
  • Separate development from consumption
  • Enable safe, repeatable updates

Mastering this topic ensures you can design secure, scalable, and user-friendly Power BI solutions.

Practice Questions

Go to the practice questions for this topic.

BI Administration, Business Intelligence, Microsoft Certification, PL-300, Power BI

Create and Configure a Workspace (PL-300 Exam Prep)

 
This post is a part of the PL-300: Microsoft Power BI Data Analyst Exam Prep Hub; and this topic falls under these sections:
Manage and secure Power BI (15–20%)
   --> Create and manage workspaces and assets
      --> Create and Configure a Workspace

Note that there are 10 practice questions (with answers and explanations) at the end of each topic. Also, there are 2 practice tests with 60 questions each available on the hub below all the exam topics.

Exam Context

Power BI workspaces are a core governance and collaboration concept on the PL-300 exam. You are expected to understand how to create workspaces, configure settings, assign roles, and manage content in a secure and scalable way.

What Is a Power BI Workspace?

A workspace is a container in the Power BI service used to:

  • Store and manage reports, semantic models (datasets), dashboards, and dataflows
  • Control access and permissions
  • Support collaboration and deployment across teams

Workspaces are the foundation for app publishing, security, and content lifecycle management.

Creating a Workspace

How to Create a Workspace

In the Power BI Service:

  1. Select Workspaces
  2. Choose New workspace
  3. Provide:
    • Workspace name
    • Description (recommended)
    • Optional contact list
  4. Configure advanced settings (if applicable)
  5. Create the workspace

⚠️ Only users with appropriate Power BI licenses and tenant permissions can create workspaces.

Workspace Types and Capacity

Shared Capacity vs Premium Capacity

  • Shared capacity
    • Default for most workspaces
    • Limited performance and feature availability
  • Premium capacity (or Fabric capacity)
    • Required for features like:
      • Large semantic models
      • Incremental refresh (advanced scenarios)
      • Copilot
      • XMLA read/write
      • Deployment pipelines

Understanding which features require Premium is frequently tested on the exam.

Workspace Roles and Permissions

Workspace Roles

Power BI workspaces support four roles:

RoleKey Capabilities
AdminFull control (settings, users, deletion)
MemberCreate, edit, publish, and share content
ContributorCreate and modify content, but no user management
ViewerRead-only access

Exam Tip

  • Admins manage access and settings
  • Members/Contributors build content
  • Viewers consume content only

Configuring Workspace Settings

Key workspace configuration areas include:

1. General Settings

  • Workspace name and description
  • Contact list (for support and ownership clarity)

2. Access Settings

  • Add users or security groups
  • Assign appropriate roles
  • Enforce least-privilege access

3. License and Capacity Settings

  • Assign workspace to Premium capacity
  • Required for advanced features and scalability

Managing Workspace Content

Within a workspace, users can manage:

  • Reports
  • Semantic models
  • Dashboards
  • Dataflows

Key actions include:

  • Publishing from Power BI Desktop
  • Updating datasets
  • Configuring refresh schedules
  • Setting dataset permissions
  • Endorsing content (Promoted or Certified)

Workspace Apps

Workspaces can be used to publish Power BI Apps, which:

  • Provide a curated, read-only experience for consumers
  • Separate development from consumption
  • Are commonly used for enterprise distribution

Exam Insight

  • Apps are published from workspaces
  • Viewers often access content through apps, not the workspace itself

Security and Governance Considerations

Workspaces play a central role in Power BI governance:

  • Centralized content ownership
  • Controlled collaboration
  • Reduced sharing sprawl
  • Support for deployment pipelines (Dev/Test/Prod)

Good workspace design aligns with:

  • Team boundaries
  • Business domains
  • Data ownership

Common Exam Scenarios

You may be asked to determine:

  • Which role a user needs to publish reports
  • When to use Premium capacity
  • How to restrict editing but allow viewing
  • Where apps are created and managed
  • How to organize content for multiple teams

Key Takeaways for PL-300

  • Workspaces are the primary container for Power BI content
  • Role assignment directly impacts security and collaboration
  • Premium capacity unlocks advanced enterprise features
  • Apps are built from workspaces, not standalone
  • Proper workspace configuration supports scalability and governance

Practice Questions

Go to the Practice Questions for this topic.