The Power BI new workspace experience has been Generalย Available since April 2019.ย It offersย improvedย security management, more flexibleย workspaceย roles,ย andย new capabilities like a contact list to help you support your teams.ย Using the new workspace experienceย also enables several major features like shared and certified datasets and large models, to name a few.ย
Today, we enabled workspace upgrade for all commercial cloud customers as an opt-in Public Preview. The roll-out may still be proceeding so if you don’t see it just yet don’t worry, it’s coming. For national cloud customers, weโre expecting to enable it in your tenants in early January 2020.
Below you can see how to find the upgrade option in the workspace settings pane if youโre a workspace Admin.
How to prepare forย the upgradeย
What should I do after upgrading?
You should do several thingsย afterย you upgrade. It’s best to plan themย beforeย you upgrade:
- Review the access list and understand theย permissions after upgrade.
- Review theย contact listย and make sure it’s set as you desire.
- If you’ve not already, learn about theย new workspace experience.
Who can upgrade a workspace and how does itย work?ย ย
Workspace admins will be able to upgrade workspaces they own.ย Power BI admins can see which workspaces are classic workspaces by using the workspaces list in the Power BI admin portal.ย They can then work with workspace admins to upgrade the desired workspaces.ย
Watch the videoย belowย to see the upgrade in action.ย Scroll forward to 17 minutes and 26 secondsย toย the workspace upgrade section.ย
Whatย is the user experienceย afterย anย upgrade?ย
For end users,ย the upgrade keeps things like they wereย before you upgradedย the workspace.ย ย Theย URLs and item identifiers of the workspace, the items it contains,ย and the app youย published from it donโt change. Features like data refresh, subscriptions, and so forthย keep working as they did beforeย the upgrade.ย
Additionally,ย upgradingย your Power BI workspace doesnโt change or remove the Office 365 Group. Any of the Teams, SharePoint Sites,ย OneNote notebooks,ย or other things tied to the Office 365 Groups continue to exist and work as they did before.ย ย ย
Yourย endย users will need to refresh their web browsersย after the upgrade happens, so you may want to upgrade at off-hours.ย
There are important differences if the workspace has installed or publishedย content packs, these are described below at a high level, and more extensively in the documentation.ย
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Whatย are the biggestย changesย to be aware of afterย upgrade?ย
Firstly, your workspace in Power BI isnโt tied to the Office 365 Group anymore. That means that if you delete the Office 365 Group, the workspace wonโt be deleted.ย Also,ย if you delete the workspace, the Office 365 Group wonโt be deleted.ย
The workspace access list and roles assigned to users are updated.ย Youโll want to review these afterย upgradeย to make sure you understand the changes. Theย Owners of the Office 365 Group are added as Admins of the workspace. The members of the Office 365 Group are not added individually to the workspace access list. Instead,ย theย Office 365ย Group is added with theย appropriate workspace role.ย ย
In most cases, the Office 365 Group will be given the Member role. However, if your workspace is โread-onlyโ then theyโll be given the Viewer role.ย ย
You will want to review theย permissions after upgrade sectionย in theย documentationย to familiarize yourself with the details.ย ย
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What happens if Iโm still using content packs?ย
The new workspace experience doesn’t support content packs. Instead, use apps and shared datasets to distribute content in the workspace. We recommend removing published or installed content packs from the workspace prior to upgrade.ย ย
However, if there are published or installed content packs when you upgrade, the upgrade process attempts to preserve the content. The top thing you should know is that we copy the content so itโs still available to users, but it wonโt update any more.ย Because we copy the content URLs to items in content pack will change so youโll need to distribute new URL to anyone you shared those items to.ย There is no way to restore the content pack or the association of content to the content pack after you upgrade. If you are still using content packsย read through the documentationย which covers what happens in detail.ย ย
Can I moveย my organizationย entirelyย offย classic workspaces?ย
The public preview allows upgrading individualย workspace. It doesnโt provide tools for bulk upgrade. New Office 365 Groups will continue to be listed as workspaces in Power BI.ย For organizations wanting to move their workspaces, the documentation offers some suggested approaches for doing so.ย ย
Can I go back to a classic workspace after the upgrade?
For 30 days after the upgrade, you can use the go back to classic workspace option to return to an Office 365 Group based workspace. When you do this, some aspects of your classic workspace won’t be restored, like content packs.ย You’ll want to learn more about going back to a classic workspace since there are a number of cases when you won’t be able to go back.
What is the Viewer role and how can I use it?
The Viewer role allows a user to view all the reports, dashboards, and Excel workbooks in the workspace. The role makes it easier for teams to share with colleagues who need to see all the content in the workspace, but donโt need to edit or add new content.
The users see the workspace in their workspaces list. If you assign the workspace to a Power BI Premium capacity, users with the Viewer role do not need a Power BI Pro license to view the content in the workspace. Some teams may find it easier to just give their colleagues the Viewer role than to publish and keep an app updated.
Users with the Viewer role can export summarized data from reports and datasets they have access to. This is because under the covers they are given the Read permission to the reports and the datasets in the workspace. However, to export summarized data or to Analyze in Excel, youโll need to give them the Build permission on the datasets you want them to use. If you expect your users will need that, itโs likely easier to publish an app since this will give them Build permission on all the desired dataset, without you managing permission on each dataset manually.
Itโs well worth familiarizing yourself with the details of the new workspace roles.
How can I tell the two types of workspaces apart?
In the workspaces list, if you expand the โโฆโ menu, youโll see the difference in available options. New workspace experiences workspaces show options for Workspace Settings and Workspace Access. If you configured a Workspace OneDrive, youโll see the Files option too. ย Classic workspaces show different options including Calendar, Members, Conversations, and a few others.
When you open the workspaceโs content list, youโll see that new workspaces have new options for Access, Settings in the top actions bar.
Weโve tried to keep consistency for the experiences across workspace types, so most users donโt notice there was a change and to minimize retraining costs.
Next Stepsย
Learn more about upgrading classic workspaces in Power BIย
Learn more about the new workspace experienceย ย
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