#View Workspace Details and Manage Settings

In the Workspaces tab, you can view the list of your workspaces and their properties in a table view and operate the following actions:

• View and manage workspaces – Including viewing the detailed information and managing workspace settings as well as user access to each workspace. See View Workspace Details and Manage Settings.

• Operate Cloud Governance lifecycle management – If you have an AvePoint Cloud Governance for Power Platform subscription, you can manage app contacts, edit app metadata, and use the profiles created in Cloud Governance for your apps’ lifecycle management. See Cloud Governance Integrated Workspace Management.

  NOTE

  • A subscription to the Cloud Governance for Power Platform is required for the lifecycle management. If you would like to subscribe to Cloud Governance, contact your AvePoint account manager. For more information on Cloud Governance, refer to the Cloud Governance Administrator Guide.
  • To perform Cloud Governance operations in EnPower, the target environments need to be imported into Cloud Governance first. For details on importing the workspaces, refer to Automated Import for Power BI Workspaces.

• Report or export workspaces – Report specific workspaces with emails or export them into Excel files. See Report or Export Workspaces.

#View Workspace Details

In EnPower, you can view the detailed information of your Power BI workspaces with the report table on the Power BI > Workspaces page or on the details page of each workspace.

On the workspace details page, information and manageable settings are in the following tabs:

• Basics – You can view the basic information of a workspace, such as the tenant, the container that the workspace belongs to, the capacity, and the capacity SKU tier the workspace is using.

• Advanced – You can view and manage the advanced setting for the workspace, including the contact list, the workspace OneDrive, and whether the template app is enabled for the workspace.

• Artifacts – You can view the number of data artifacts in a workspace and view the data source of the artifacts.

• Access – You can view the users and groups that have access permissions to the workspace and update their permissions, add users, or remove users from the access list.

• Activities – You can view the audit logs in the workspace.

  NOTE

  The activity details are retained in EnPower for a maximum of 6 months. Therefore, activities older than 6 months are not available in this tab.

• Governance details – If a workspace has been imported to AvePoint Cloud Governance, you can view the detailed governance information of a workspace, including the renewal information, contact information, and metadata.

  NOTE

  A subscription to Cloud Governance for Power Platform is required for the governance details.

Refer to the following sections for the manageable settings in EnPower and the steps to manage them.

#Update Basic Information and Advanced Settings

You can update the name and description of a workspace by completing the following steps:

1. In the Basics tab on the Workspace details page, click Edit on the upper-right. The name and description will be editable.

2. Enter the new name or description for the workspace.

3. Click Save to save the updates.

You can also update the workspace contacts by completing the following steps:

1. In the Advanced tab on the Workspace details page, click Edit in the Contacts field.

2. In the management panel, update the settings.

3. Click Save to save the updates.

#Manage Workspace Access

In the Access tab on the Workspace details page, you can perform the following actions:

• Update permissions for the user who have access to the workspace – You can update the permissions by selecting Admin, Contributor, Member, or Viewer in the dropdown list in the Permission column of each listed user. The permission is updated upon selection.

• Add users to the access list – You can add users to the access list of the workspace by completing the following steps:

  1. Click Add.

  2. In the Add access panel, search and specify the users to add.

  3. Select the permissions for the users to add from Admin, Contributor, Member, and Viewer in the dropdown list in the Permission column. You can also click Remove in the Remove column to remove the user from the list.

  4. Click Add to add the users to the access list of the workspace.

• Remove users from the access list – You can remove the users from the access list by selecting them and clicking Remove on the ribbon. The selected users will be removed from the access list and will not have the permissions to access the workspace and relevant content.

#Manage Metadata

In the Governance details tab on Workspace details page, the metadata of the workspace you added in Cloud Governance can be edited by the following steps:

1. In the Metadata section, click the Edit button on the upper-right.

2. In the Edit metadata panel, fill in your updates in each field.

3. Click Save.

#Bulk Edit Workspaces

You can update the permissions of multiple workspaces or delete specific workspaces in EnPower.

To bulk edit workspace access, complete the following steps:

1. On the Power BI > Workspaces page, select the workspaces you want to edit in bulk.

2. Click Bulk edit.

3. In the Bulk edit panel, select the fields that you want to edit for the selected workspaces in the left pane. Or you can search by field names to select the fields you want to edit. The corresponding settings will appear in the right pane. You can update the workspace access and user access to the content artifacts in the workspaces.

4. In the right pane, update the settings.

5. Click Save.

#Check User Access

You can check the permissions of users in workspaces, including permissions to associated artifacts, to gain insights into the activity and security compliance of specific users.

To check the access, complete the following steps:

1. Select the workspaces you want to check the users’ access in. The selected workspaces should be in the same tenant.

2. Click Check user access on the ribbon to go to the Check user access page.

3. On the page, specify users to check by display names. You can check access for a maximum of 10 users at a time.

4. Click Check to view the checking results. You can view the following information listed:

   • User display name

   • User principal name

   • User type – The user type of the specified user, including Member or Guest.

   • Workspace – The workspace that the user has access to.

   • Workspace permission – The permission in the workspace that the user has.

   • Dashboards – The number of dashboards that the user has access to. You can click the number to open the details panel to view the dashboard details and update the users’ permissions.

   • Semantic models – The number of semantic models that the user has access to. You can click the number to open the details panel to view the semantic model details and update the users’ permissions.

Apart from managing permissions in the permission details panels, you can also perform the following operations on the searched results, including:

• Remove permissions – To remove specific permissions from users, complete the following steps:

  1. Select a result of user access and click Remove on the ribbon to open the Remove permissions panel.

  2. Select the permissions to remove.

  3. Click Apply, and the process will start to remove the specified permissions

     NOTE

     The access to an artifact cannot be removed when the user has a workspace permission.

• Remove and reassign – To remove specific permissions from a user and reassign the permissions to another user, complete the following steps:

  1. Select a result of user access and click Remove and reassign to open the Remove and reassign panel.

  2. Select the permissions to remove and reassign.

  3. Specify users to reassign the permissions to.

  4. Click Apply, and the process will start to remove and reassign the specified permissions.

• Export the checked results – Click Export on the ribbon, and the process will start to export the results. Click process center in the popup window or click View all in the Process center window to navigate to the Process center.

  After the process is finished, click the Download button to download your exported report.

#Apply Sensitivity Label

To apply a sensitivity label to your workspaces, complete the following steps:

1. On the Power BI > Workspaces page, select the workspaces you want to apply a sensitivity label to. You can only bulk apply sensitivity labels to workspaces in the same tenant.

2. Click Apply sensitivity label on the ribbon.

3. In the Apply sensitivity label panel, select the label to apply to the workspaces.

4. Click Apply.

#Remove Guest Users

To remove all guest users from your workspaces, complete the following steps:

1. Select the workspaces to remove all guest users from.

2. Click Remove guest users on the ribbon. The Remove guest users confirmation window appears.

3. You can select Remove guests from all semantic models and reports within the selected workspace in the confirmation window to remove access that the guest users have to the corresponding content in the selected workspace.

4. Click Remove to remove guest users from the specified workspaces.

#Report or Export Workspaces

With EnPower, you can filter workspaces in specific conditions and report them by sending an email notification or exporting them into Excel files for further processing. Refer to the following sections for more details.

#Send Emails

To send an email that contains information on specific workspaces for report purposes, complete the following steps:

1. Filter the workspaces based on your demands and select the filtered workspaces to include in the email. To filter specific workspaces, click Filters. By default, all fields are selected in the filter. You can click All in the filter to expand the field you want to update and select or deselect specific types in the fields. Then, click Apply to apply the updates.

2. Click Send email and select Notification.

3. In the Send email panel, select the email template to use. You can click Preview email to view the template details.

4. Select the recipients of the email. You can select Workspace admins, Workspace contributors, Workspace viewers, and Workspace members.

5. Click Send.

#Export Workspaces

To export workspaces into an Excel file, complete the following steps:

1. Click Export and select fields to include in the ZIP file. You can select from Current fields and All fields.

   • If you select current fields, only columns and workspaces shown in the table on the page will be exported. To configure the fields to show, you can manage the columns and configure the filter. See Get Familiar with the EnPower Interface.

     After clicking Current fields, the process will start to export the report.

   • If you select All fields, the process will start to export the report.

2. Click process center in the popup window or click View all in the Process center window to navigate to the Process center.

3. After the process is finished, click the Download button to download your exported report.

#Export Workspace Details

Apart from this common export, workspace details showing the membership information of the workspaces can also be exported by following the steps below:

1. Click Export on the ribbon.

2. Select Export workspaces details in the action list and select whether to export the current fields or all fields.

3. In the Export workspaces details panel, select whether to Expand group membership in the workspaces. If selected, when there are groups as members in this workspace, details of users in groups will be exported.

4. Click Export. The process will start to generate the report.