#Configure Power BI Workspace Renewal Profiles

A Power BI workspace renewal profile enables a renewal process for users to periodically review and change governance details of Power BI workspaces when they go through the renewal process.

To access Renewal profiles, click the Renewal profiles card on the Profiles & templates page.

To define Power BI workspace renewal profiles, click Create > Power BI workspace renewal profile on the ribbon to open the Create Power BI workspace renewal profile panel and configure the following settings:

#Basic info

Configure the following basic settings:

1. Profile name – Enter a name for the Power BI workspace renewal profile.

2. Description – Enter an optional description for the Power BI workspace renewal profile.

3. Message to renewal task assignee – To customize the message that is shown to the renewal task assignee when they start the renewal process, complete 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. The message will be shown to the Power BI workspace renewal task assignee before they start to renew a Power BI workspace.

4. Default language – Select a default language for the message shown to the renewal task assignee. If a user’s Cloud Governance display language is not one of the enabled options, the message will be shown in the default language. Note that only the languages that are enabled as available languages can be selected as the default language.

5. Conditions to initiate renewal process – Turn on the Generate renewal tasks on schedule toggle and define when and how to trigger a renewal process, and then choose one of the following methods to configure the renewal schedule:

   • Configure a periodic renewal schedule – If you choose this method, configure the following settings:

     • Specify the start time of the renewal recurrence – Choose one of the following options to specify the renewal recurrence start time:

       • Power BI workspace imported time – The time when a Power BI workspace is imported.

       • Specific time – Click the calendar button and select a specific date and time.

     • How often do you want the renewal process to initiate? – Click one of the options and configure the corresponding settings to define the recurrence of the renewal process as daily, weekly, or monthly.

   • Manually specify each renewal task generation time – If you choose this method, to manually specify the time to generate each renewal task, click Add renewal time, select a renewal task generation time in the Add renewal time panel, and then click Save.

     NOTE

     • You can add up to 12 unique renewal task generation times.
     • A Power BI workspace can only have one renewal process on the same day.

   • Generate the next renewal task based on the last renewal completion date – If you choose this method, configure the following settings:

     • Specify the start time of the renewal recurrence – Choose one of the following options to specify the renewal recurrence start time:

       • Power BI workspace imported time – The time when a Power BI workspace is imported.

       • Specific time – Click the calendar button and select a specific date and time.

     • How often do you want the renewal process to initiate? – Enter a number in the text box and select Days, Weeks, Months, or Years from the drop-down list to define the renewal recurrence. When the Power BI workspace renewal task is completed, after your specified renewal recurrence interval, the next renewal task will be generated.

       For example, if you configure the recurrence as Every 10 Day(s) after the last renewal completion date, and the last renewal completion time is 2023-09-15, then the next renewal date will be 2023-09-25.

When you complete the configurations, click Next and go to configure settings on the next page.

#Renewal details

Configure the following Power BI workspace renewal details:

1. Renewal options – Choose what information will be displayed to the renewal task assignee for review and update, and then configure the corresponding settings:

   For the information renewal, you can choose whether to Show guidance to renewal task assignee when renewal task assignees process the renewal. 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.

   • Contact renewal – Allows renewal task assignees to review and modify primary and secondary Power BI workspace contacts.

     • People picker filter profile for primary contact – Select a people picker filter profile from the drop-down list, which will be applied to the primary Power BI workspace contact people picker fields in the renewal task. The profile will determine what users are available in the people picker fields, including search results, for example, who can be specified as the primary contact.

       You can click View profile details to view the details of the selected people picker filter profile. You can also click the create button to create a new profile. For more information about how to create a people picker filter profile, refer to Configure People Picker Filter Profiles.

       To retrieve the latest people picker filter profiles that are available, you can click the refresh button.

     • People picker filter profile for secondary contact – Select a people picker filter profile from the drop-down list, which will be applied to the secondary Power BI workspace contact people picker fields in the renewal task. The profile will determine what users are available in the people picker fields, including search results, for example, who can be specified as the secondary contact.

       You can click View profile details to view the details of the selected people picker filter profile. You can also click the create button to create a new profile. For more information about how to create a people picker filter profile, refer to Configure People Picker Filter Profiles.

       To retrieve the latest people picker filter profiles that are available, you can click the refresh button.

     • Choose whether to Require the task assignee to assign a secondary contact. If you enable the setting, a secondary contact is required in the contact renewal.

     • Choose whether to Notify the newly assigned contacts when renewal task assignees specify the new contacts. If you enable the notification, select an email template for the notification email sent to the new primary or secondary contact.

   • Workspace role renewal – Allows renewal assignees to review and modify Power BI workspace roles. You can choose from the following renewal types that the renewal task assignee can review for different Power BI workspaces:

     • Only renew external users – Allows renewal task assignees to review roles of external users only in the Power BI workspace.

     • Renew all workspace roles – Allows renewal task assignees to review roles of all users and groups in the Power BI workspace. You can choose whether to Allow the renewal task assignee to add users and groups to workspace roles. If you enable this option, the renewal task assignee can add users and groups to the workspace roles during the renewal process.

       Then, select a people picker filter profile from the drop-down list, which will be applied to the people picker fields in renewal tasks. The profile will determine what users and groups are available in the people picker fields when adding users and groups to the workspace roles, including search results.

       NOTE

       If a people picker filter profile with new guest users allowed is selected, new guest users can be added to workspace roles in renewal tasks.

       You can click View profile details to view the details of the selected people picker filter profile. You can also click the create button to create a new profile. For more information about how to create a people picker filter profile, refer to Configure People Picker Filter Profiles.

       To retrieve the latest people picker filter profiles that are available, you can click the refresh button.

   • Metadata renewal – Allows renewal task assignees to review and modify values of Power BI workspace metadata. With this option enabled, choose the renewal type and complete the corresponding configurations:

     • Manual – In this renewal type, you can define a list of metadata for renewal task assignees to review and update. Click Add, select metadata that will be available to renewal task assignees in the Add metadata panel, and then click Add to list. You can also click the edit button in the Action column to modify the value of the added metadata.

     • Dynamic – In this renewal type, select a dynamic metadata profile from the drop-down list and the metadata will be loaded based on the conditions or branches defined in the profile.

   • Recommended renewal actions – Configure the additional renewal actions that you recommend the renewal task assignees perform when they complete the Power BI workspace renewal tasks.

   • Minimum amount of admins required – Specify the minimum amount of admins required in the Power BI workspace. The renewal task assignees need to add or remove admins during the Power BI workspace renewal process based on your specified amount.

   • Remove users who have been blocked from signing in Microsoft Entra

   • Remove all guest users

2. Lifecycle management actions – Choose whether to Allow the renewal task assignee to delete a Power BI workspace during the renewal process. Once you set an approval process in the renewal profile, the deletion task will go through the approval process. The Power BI workspace will not be deleted until the task is approved.

   NOTE

   When the renewal task assignee deletes a Power BI workspace, Cloud Governance will add the Microsoft 365 account used to consent to the AvePoint Cloud Governance for Power Platform app to the admin list of the workspace automatically. This is due to an API limitation. Once the workspace is restored, the Microsoft 365 account will remain in the workspace admin list.

When you complete the configurations, click Next and go to configure settings on the next page.

#Advanced settings

Configure the following settings for Power BI workspace renewal:

• Assignment and duration – Select a stage profile from the drop-down list to define the assignment and duration of different stages that will be applied in the Power BI workspace renewal task.

  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 for Power BI workspaces, refer to Configure Stage Profiles.

• Escalation – Choose whether to Enable an escalation for an overdue renewal task. With the option enabled, select a Power BI workspace automated escalation profile from the drop-down list.

  You can click View profile details to view the details of the selected automated escalation profile. You can also click the create button to create a new profile. For more information about how to create an automated escalation profile for Power BI workspaces, refer to Configure Automated Escalation Profiles for Power BI Workspaces.

• Approval process – Choose whether to Require approval before submitted renewal task changes take effect. With the option enabled, select an approval process from the drop-down list. The approver will need to approve the submitted Power BI workspace renewal task.

  You can click View profile details to view details of your selected profile.

  You can click the create button or go to Management > Profiles & templates > Approval processes to create an approval process. For more instructions, refer to Configure Generic Approval Processes.

• Administrator contact – Configure the renewal process administrator contact and relevant email notification.

  • Administrator contact – Add a user or group (Microsoft 365 Group, distribution group, security group, or mail-enabled security group) to be the administrator contact. This should be an administrator who is responsible for the successful completion of the renewal process.

  • Notification email template for the assigned renewal task – Select an email template for the notification email to notify the task assignees when the renewal task is assigned to them.

  • Notification email template for renewal exception – Select a renewal exception notification email template from the drop-down list. If the renewal process encounters and exception, the administrator contact will receive a notification email.

Click Save to save all your configurations.