#Workspaces

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

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:

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:

#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:

#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 allsemantic 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.

*Note: Only guest users with direct access to the workspace can be removed. Guests who can currently access the workspace by shared links cannot be managed in EnPower.

#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. If you cannot find it on the ribbon, click the to expand the action list.

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.

#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 .

   • 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.

*Note: Renewal management is not available for personal or personal group workspaces.

#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 .

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. Click on the ribbon to 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.

#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.