#Cloud Governance Integrated Workspace Management

#Edit Cloud Governance Metadata

If you have a Cloud Governance for Power Platform subscription, you can manage the Cloud Governance metadata applied to the workspaces in EnPower. To add, remove, or edit the values of metadata of a workspace, complete the following steps:

1. Select a workspace and click Edit metadata on the ribbon.

2. In the Edit metadata panel, all existing Cloud Governance metadata applied to the workspace are listed. You can:

   • Click Add metadata to apply new metadata to the workspace. In the Add metadata panel, select the metadata to add and click Add in the lower-right corner.

   • Click Remove to remove certain metadata from the workspace.

   • Edit the metadata values.

3. Click Save.

To edit metadata of multiple workspaces at a time, complete the following steps:

1. Select multiple workspaces and click Edit metadata on the ribbon.

   NOTE

   You can only bulk edit metadata for workspaces in the same tenant.

2. In the Edit metadata panel, select the bulk operation:

   • Add metadata – Select to apply new metadata to the workspaces. Then, select the metadata to add and enter their values.

   • Remove metadata – Select to remove certain metadata from the workspaces. Then, select the metadata to remove.

   • Remove metadata and add new ones – Select to remove all existing metadata from the workspaces and add new ones. Then, select the metadata to add and enter their values.

   • Update metadata with new values – Select to update values of certain metadata applied to the workspaces. Then, select the metadata and enter their new values. If the specified metadata to update are not applied to the workspaces, the action will be skipped. Only workspaces with specified metadata can be updated.

3. Click Save.

#Reassign Import Process

If you have a subscription to the Cloud Governance for Power Platform, during specific phase of importing the Power BI workspace to Cloud Governance, there might be occasions where the import task needs to be reassigned to another user. The reassignment can be completed in EnPower by following the steps below:

1. Select the workspaces in the Governance details confirmation overdue or Pending confirmation of governance details phase. The workspaces in these phases can be found with the Phase filter.

2. Click Reassign import process on the ribbon.

3. In the Reassign governance details confirmation task panel, fill in the user to reassign the task to.

4. Click Reassign, a process will start the reassignment.

#Manage Contacts

You can assign primary and secondary contacts for workspace lifecycle management in both Cloud Governance and EnPower. Additionally, you can also apply contact election profiles to automatically nominate replacement contacts when the original contacts are deactivated.

#Specify Contacts

If you have a subscription to Cloud Governance for Power Platform, you can specify the primary and secondary contacts of your Power BI workspaces in EnPower to allow specific users to manage the apps. To assign contacts for specific workspaces, complete the following steps:

1. Select the workspaces to specify contacts for.

2. Click Specify contacts on the ribbon.

3. In the Specify contacts panel, configure the following settings:

   • Primary contact – Enter the name of a user to be the primary contact.

     Select whether to Notify the contact when the workspace is assigned. If selected, you need to select an email template for the notification email from the dropdown list.

   • Secondary contact – Enter the name of a user to be the secondary contact.

     Select whether to Notify the contact when the workspace is assigned. If selected, you need to select an email template for the notification email from the dropdown list.

4. Click Save. The process will start to assign the workspaces to the contacts.

#Apply a Contact Election Profile

To apply a contact election profile created in Cloud Governance to workspaces, complete the following steps:

1. Select one or more workspaces and click Apply contact election profile on the ribbon.

2. In the Apply contact election profile panel, complete the following configurations:

   • Contact election profile – Select a contact election profile to apply. For details on creating contact election profiles in Cloud Governance, refer to, refer to Configure Power BI Workspace Contact Election Profiles.

   • How do you want to handle workspaces that have ongoing contact election tasks – When you are applying profile to workspaces in the Preparing renewal report, Renewal completed with exception, Renewal in progress, Renewal overdue, or Renewal pending phase, select one of the following options:

     • Do not apply the new profile to these workspaces

     • Cancel all ongoing contact election tasks, escalation tasks, and apply the new profile

3. Click Save. The process will start to apply the contact election profile.

#Renew Workspaces

Power BI workspace renewal allows users to periodically review and update the workspace contacts, permissions, and metadata all in one task. In EnPower, you can apply the renewal profiles you have created in AvePoint Cloud Governance to your workspaces, restart the renewal process, and reassign renewal tasks. Refer to the following sections for more details.

#Apply Renewal Profile

To apply renewal profile to workspaces, complete the following steps:

1. Select the workspaces to apply the renewal profile to. For details on creating renewal profiles in Cloud Governance, refer to Configure Power BI Workspace Renewal Profiles.

2. Click Apply renewal profile on the ribbon.

3. In the Apply renewal profile panel, select the renewal profile to apply.

4. Select how you want to handle workspaces that have ongoing renewal tasks from one of the following actions:

   • Do not apply the new profile to these Power BI workspaces – Select this option to skip all workspaces that have ongoing tasks.

   • Cancel all ongoing renewal tasks, escalation tasks, and apply the new profile – Select this option to cancel all the ongoing tasks before the new profile is applied. If selected, you can also select a checkbox to Send a cancellation email to the task assignees and select the email template to use.

5. Click Save to update the changes.

#Restart Renewal

To restart the renewal process of workspaces, complete the following steps:

1. Select the workspaces to restart the renewal process.

2. Click Restart renewal on the ribbon.

3. In the confirmation window, select whether to Send a cancellation email to the task assignees. To send, select the email template to use.

4. Click Apply. The process will start to restart the renewal process for the selected workspaces.

#Assign Renewal Tasks

Apart from the existing renewal task assignees, you can also specify a user to assign the renewal task to and let the newly assigned user become the task assignee. To assign renewal tasks, complete the following steps:

1. Select the workspaces whose renewal tasks are to be assigned.

2. Click Assign renewal tasks on the ribbon.

3. In the Assign renewal tasks panel, specify the user to add as the assignee.

4. Click Save. The process will start to reassign the task.

#Auto-Complete a Renewal

To complete the renewal process using auto-complete, follow the steps below:

1. Select one or more workspaces.

2. Click Auto-complete renewal on the ribbon.

3. The Auto-complete renewal window appears, providing two-phase statuses. When the renewal process is completed, the phase will be changed upon your selection. You can select:

   • In compliance

   • Renewal canceled

   If one or more selected workspaces have renewal tasks, you can choose to send a cancellation email to the task assignees and select the email template to use.

4. Click Save.

#Remove Workspaces from Cloud Governance

To remove registered workspaces from AvePoint Cloud Governance, complete the following steps:

1. On the Power BI > Workspaces page, select one or more workspaces to remove. The selected workspaces must have been registered in Cloud Governance. You can find them with the Registered filter under Governance details category.

2. Expand the action list and click Remove from Cloud Governance.

3. In the confirmation window, select I agree that everything related to the selected Power BI workspaces will be removed from AvePoint Cloud Governance. Then, click Remove. The process will start to remove the selected workspaces from Cloud Governance.

#Check and Export Timeline

To view all renewal audits, profile changing history, and metadata edits, click the name of a workspace to go to the Workspace details page. In the Governance details tab, all changing history and predicted changes are listed in the Timeline section.

You can filter certain action logs by using the Action type and Date range filters above the table.

To export the timeline of workspaces, complete the following steps:

1. On the Workspaces page, select the workspaces whose timeline you want to export.

2. Click Export selected objects and then click Export timeline.

3. On the Export renewal timeline panel, select the content to export:

   • Details to export – Select the timeline components. You can select from Renewal audits and Metadata log.

   • Time range – Select the time range within which the records will be exported.

4. Click Export. A process will start to export the report. You can then download the report in Process center.