#Import Power BI Workspaces

You can either manually import existing Power BI workspaces or set up profiles to automatically discover and import them using the following instructions:

#Manually Import Power BI Workspaces

To import existing Power BI workspaces, complete the following steps in order:

#1. Export Workspace Information to a Template File

Complete the following steps to export a template file that contains Power BI workspace information:

1. In the Cloud Governance admin center, navigate to Profiles & templates > Manual import, and then click Export a template on the ribbon.

2. Configure the following settings in the Export a template panel:

   1. Export job name ‒ Enter a name for the export job.

   2. Description ‒ Enter an optional description for future reference.

   3. Object type ‒ Select Power BIworkspace.

   4. Scope ‒ Define the scope for the workspaces you want to export. Click Add to open the Add containers panel. Then, select one or more containers that were configured in AvePoint Online Services and click Add. Workspaces within the containers that are not currently managed by AvePoint Cloud Governance will be exported to the template file.

      NOTE

      Make sure workspaces have already been discovered and added into the appropriate AvePoint Online Services containers.

   5. Metadata – Add metadata that will be added to the exported template file. You can then review and edit the metadata values of the workspaces. Click Add. In the Add Metadata window, select metadata and click Add to list.

3. Click Export to export the template file. After the export job is completed, navigate to Job monitor. Select the export job and click Download on the ribbon to export the template file.

#2. Configure the Template File to Provide Governance Details

To configure an exported Power BI workspace template file, complete the following steps:

1. Navigate to the location where the exported template file is saved.

2. Open the template file to view and configure the following information for each Power BI workspace.

   NOTE

   The template file contains column headings in the first row and these headings are required. The information you enter must be exact, including spaces and capitalization.

   • Tenant ID ‒ Displays the tenant ID of the workspace.

   • Workspace Name ‒ Displays the ID of the workspace.

   • Workspace ID ‒ Displays the ID of the workspace.

   • Primary Contact ‒ Enter the email address of a user to assign the user to be the primary workspace contact.

   • Secondary Contact (optional) ‒ Enter the email address of a user to assign the user to be the secondary workspace contact.

   • Contact Election Profile (optional) – Enter a Power BI workspace contact election profile name to apply the profile to the workspace.

   • Renewal Profile (optional) – Enter a Power BI workspace renewal profile name to apply the profile to the workspace.

   • Metadata ‒ If you have selected metadata for the export job, the metadata is included in the template file. You can edit the metadata value for each workspace or remove the metadata that you do not want to apply to any workspaces.

     Note the following:

     • If the type of the metadata is Hyperlink, the metadata value must be the desired text and the hyperlink address separated by a semicolon.

     • If the metadata type is Lookup, AvePoint recommends that you do not change the format of the SharePoint library/list column whose value will be retrieved as the metadata value. Make sure the metadata value is in one of the following types: Yes/No, Date and Time, and User or Group.

     • If the metadata type is Microsoft Entra property, the metadata value must be the user email address.

3. Save the template file after the configuration.

#3. Import the Template File

To import the configured template file, complete the following steps:

1. In Profiles & templates > Manual import, complete the following settings:

   1. Import job name ‒ Enter a name for the import job.

   2. Description ‒ Enter an optional description for future reference.

   3. Object type ‒ Select Power BI workspace.

   4. Import a template file (.xlsx) ‒ Click Browse to locate the configured template file.

2. Click Import to start the import job and apply the governance details.

#4. View Import Results

After you start the import job, go to Job monitor. When the import job status changes to Completed, it indicates that the Power BI workspaces included in the template file have been successfully imported to AvePoint Cloud Governance.

If the import job status changes to Completed with Exception, it indicates that one or more workspaces are not successfully imported. Follow the steps below to view the import results:

1. Select the import job and click Download on the ribbon to download the job report.

2. Navigate to the location where the import result file is saved and open the file.

3. The Result column shows the import result.

   • Successful indicates the workspace has been successfully imported.

   • Failed indicates the workspace is not imported. You can refer to the details in the Comment column for troubleshooting and modify the template file.

     When you modify the template file, remove the rows of the workspaces that have been successfully imported and only keep the failed workspaces. After modifying the template file, you can import the template file again to re-import those workspaces.

   • Skipped indicates the workspace is skipped being imported. You can refer to the details in the Comment column to find the reason.

#Automated Import for Power BI Workspaces

To set up profiles to discover newly created Power BI workspaces that have been created outside of AvePoint Cloud Governance and automatically import the workspaces, complete the following steps in order.

#1. Create a Scan Profile to Discover Workspaces

To ensure AvePoint Cloud Governance can automatically import the newly created workspaces, you must create a scan profile first. Complete the following steps to create a scan profile in AvePoint Online Services:

1. Navigate to AvePoint Online Services > Auto discovery > Scan profiles.

2. Create a scan profile.

   • Select Power Platform > Power BI as the object type.

   • If you want to import all workspaces that will be created in Microsoft 365, you can choose Express mode.

   • If you want to import the workspaces that meet specific rules, you can choose the Advanced mode.

   • Make sure a scan schedule is configured in the scan profile settings.

   For details on creating a scan profile see Manage Scan Profiles.

#2. Create an Automatic Import Profile

To configure a Power BI workspace automatic import profile in the Cloud Governance admin center, go to Management > Profiles & templates > Automatic import profiles, click Create on the ribbon, and select Power BI workspace automatic import profile from the drop-down list. Then, configure the following settings in the Create Power BI workspace automatic import profile panel:

1. Profile name – Enter a name for the workspace automatic import profile.

2. Description – Enter an optional description for the workspace automatic import profile.

3. Automatic import method – Choose a method for confirming imported Power BI workspaces’ governance details.

   • Predefine governance details – If you do not require end users’ confirmation for team governance details and you want to predefine Power BI workspace governance details, you can select this option. The import process for the workspaces will be fully automated.

   • Require end user confirmation – If you require end users to confirm the governance details for the newly imported Power BI workspace, you can select this option. A task will be generated and assigned to end users. When end users finish confirming the workspace governance details, the import process completes.

     When end user confirmation is required, you can choose whether to Show guidance to confirm governance details task assignees respectively in the contact, profiles, and metadata steps of the confirm governance details tasks. If you want to show guidance, select a guidance profile from the drop-down list. You can click View profile details to view the details of the selected guidance profile. You can also click the create button to create a new profile. For more information about how to create a guidance profile, refer to Configure Guidance Profiles. To retrieve the latest guidance profiles that are available, you can click the refresh button.

4. Message to confirm governance details task assignee (This field appears only when you choose Require end user confirmation as the Automatic import method.) – Your message can help the task assignee to decide if they are the correct contact, as well as help them complete the confirm governance details process. To customize the message shown to confirm governance details task assignees for your desired languages, refer to the following steps:

   1. Click the edit button of your desired languages.

   2. In the Edit message panel, enter your desired message in the text box.

   3. Click Save when you finish the configuration.

   Default language – Select a default language. Note that only the languages that are enabled as available languages can be selected as the default language.

   If a user's Cloud Governance display language is not one of the enabled options, the message will be shown in the default language.

5. Scope – Define the scope for this profile to scan for new workspaces. Click Add to open the Add containers panel. Then select one or more containers that were configured in AvePoint Online Services.

   NOTE

   • Make sure workspaces have already been discovered and added into the appropriate AvePoint Online Services containers.
   • Containers that have been added to other profiles cannot be selected.

6. Automatic import schedule – Specify an interval and a start time for the automatic import process to define the automatic import schedule.

   • Interval – Enter an integer in the text box and select Days, Weeks, or Months as the unit of time to specify the automatic import interval.

   • Start time – Select a date and time as the start time for the automatic import process.

7. Assignment and duration (This field appears only when you choose Require end user confirmation as the Automatic import method.) – Select a stage profile from the drop-down list to define the assignment and duration of different stages that will be applied in the workspace import process. After the confirmation governance details task is approved by assignees of all stages, the workspaces can be imported. You can click View profile details to view the details of the selected stage profile. You can also click the create button to create a new profile. For more information about how to create a stage profile, refer to Configure Stage Profiles.

8. Contacts – Configure the secondary contact for the imported workspaces.

   • People picker filter profile – Select a people picker filter profile from the drop-down list. The filter settings will be applied to the workspace secondary contact people picker fields in the confirm governance details task. After selecting a people picker filter profile, you can click View profile details to view the details of the profile.

     You can also click the create button or go to Management > Profiles & templates > People picker filter profiles to create a people picker filter profile. For more instructions, refer to Configure People Picker Filter Profiles.

   • Secondary contact – Enter the name of a user or enter $ to select the user role $Power BI workspace admin or $Power BI workspace member as the secondary contact who will be responsible for the newly imported workspaces.

     You can choose one of the following options from the drop-down list to determine how to set the secondary contact:

     • Allow business users to configure this field – You can select the secondary workspace contact. Business users can choose whether to edit, remove, or assign the secondary workspace contact when they confirm governance details of the workspaces.

     • Require business users to configure this field – Business users are required to select the secondary workspace contact when they confirm governance details of the workspaces.

   • Choose whether to Notify the primary contact whenPower BI workspaces are imported to Cloud Governance. With the notification email enabled, select an email template from the drop-down list for the notification email.

   • Choose whether to Notify the secondary contact when Power BI workspaces are imported to Cloud Governance. With the notification email enabled, select an email template from the drop-down list for the notification email.

9. Renewal profile – A Power BI workspace renewal profile enables a renewal process for users to periodically review and change workspace governance details when a workspace goes through the renewal process. Select one or more renewal profiles for the newly imported workspaces. You can also click Create and create a Power BI workspace renewal profile in the Create Power BI workspace renewal profile panel. For details on how to configure a Power BI workspace renewal profile, refer to Configure Power BI Workspace Renewal Profiles.

   Default profile – Select a default renewal profile from the drop-down list.

   Choose one of the following options to determine how to set the Power BI workspace renewal profile:

   • Require business users to configure this field – A renewal profile is required to be selected in the confirm governance details task. You can select a renewal profile and business users can change the renewal profile in the confirm governance details task.

   • Show this field as read-only to business users – You select a renewal profile and business users cannot change the renewal profile in the confirm governance details task.

   • Hide this field from business users – You select a renewal profile, and it will not be shown in the confirm governance details task.

10. Contact election profile – With a profile applied to the Power BI workspaces, an automated contact election process will start when the primary or secondary contact is . Select one or more contact election profiles for the newly imported workspaces. You can also click Create and create a Power BI workspace contact election profile in the Create Power BI workspace contact election profile panel. For details on how to configure a Power BI workspace contact election profile, refer to Configure Power BI Workspace Contact Election Profiles.

    Default profile – Select a default contact election profile from the drop-down list.

    Choose one of the following options to determine how to set the Power BI workspace contact election profile:

    • Require business users to configure this field – A contact election profile is required to be selected in the confirm governance details task. You can select a contact election profile and business users can change the contact election profile in the confirm governance details task.

    • Show this field as read-only to business users – You select a contact election profile and business users cannot change the contact election profile in the confirm governance details task.

    • Hide this field from business users – You select a contact election profile, and it will not be shown in the confirm governance details task.

11. Metadata – The metadata configurations vary with the selected automatic import method:

    • If Predefine governance details is selected, choose the metadata that you want to apply to the newly imported workspaces. Click Add to open the Add metadata panel. Then, select available metadata in your tenant and click Add to list.

      If you want to modify the metadata value, click the Edit button and edit the metadata value in the panel.

    • If Require end user confirmation is selected, choose the method to determine what metadata will be applied to the newly imported workspaces:

      • Manual – With this option selected, you can choose the metadata to apply to the newly imported workspaces. Click Add to open the Add metadata panel. Then, select available metadata in your tenant and click Add to list.

        If you want to modify the metadata value, click the Edit button and edit the metadata value in the panel.

      • Dynamic – With this option selected, select a dynamic metadata profile from the drop-down list and the metadata to be applied to the newly imported workspaces will be loaded based on the conditions or branches defined in the profile.

12. Lifecycle management actions – Choose whether to Allow the confirm governance details task assignee to delete a Power BI workspace during the automatic import process.

13. Escalation – You can choose to Enable an escalation for an overdue import process, and then select an escalation profile from the drop-down list. If the confirm governance details task is not completed within the specified duration, the workspace import process will be overdue. The workspaces will be deleted based on the escalation profile.

    After selecting an escalation profile, you can click View profile details to view the details of the selected profile.

14. Administrator contact – Specify a user or group (Microsoft 365 Group, distribution group, or mail-enabled security group) to be the administrator contact to monitor the automatic import process.

    • Notification email for confirm governance details task assignment – Select an email template that will be used to send a notification email to the administrator contact, when the contact has a workspace assigned for confirming governance details.

    • Notification email template for the completed Power BI workspace import – Select an email template to notify the administrator contact when the workspace import process is completed.

    • Notification email template for completed governance details confirmation – Select an email template to notify the administrator contact when the governance details confirmation is completed.

15. Click Save to save all your configurations.

#3. Monitor Automatic Import Results

In Job monitor in the Cloud Governance admin center, you can monitor the status and results of automatic import jobs. When a job status is shown as Completed, it indicates that the newly discovered flows have been successfully imported to AvePoint Cloud Governance.

If a job status is shown as Exception, it indicates that one or more workspaces are not successfully imported. Follow the steps below to view the import results:

1. Select the automatic import job and click Download on the ribbon.

2. Open the automatic import result file to see the detailed import result.

3. The Status column shows the import result:

   • Successful indicates that the workspace has been successfully imported.

   • Failed indicates the workspace is not imported. You can refer to the details in the Comment column for troubleshooting.