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rodneyc8063
Helper V
Helper V

Workspace's - How to share subsets of reports/dashboards?

So my organization is in the extremely early stages of figuring out a strategy to roll out Power BI Premium

 

After a meeting today one scenario came out that I wanted some advice on how best to implement it, or if its even feasible.

 

We were envisioning initially that the ability to create workspaces would reside with IT. So we were wanting to create a workspace per department in our organization (one for HR, one for Finance etc).

 

From what we understand, we were envisioning for example - Creating one workspace for HR. Then from there, HR can create an App to share out their reports to whom ever needs it. 

 

So far so good

 

An App from what we understand is 1:1, or one per workspace.

 

But then the question came up - What if HR wants to create a second App, to have a second subset of reports that they want to share out?

 

For example HR creates a set of reports specifically for managers, so one App for the managers.

 

But then lets say HR also needs to create another brand new set of reports/dashboards/datasets spefically for Marketing as there is a lot of people being hired/fired. Marketing doesnt want any other departments to know that they may have an issue, so they want a private set of reports/dashboards/datasets.

 

Would we need to create a new workspace in order to create an App for them?

 

Is there anything in the PBI roadmap that would allow multiple App's per workspace?

 

I guess is there anyway to share subsets of reports/dashboards from ONE workspace to different groups?

 

I know we could share out individual reports/dashboards/datasets but this could become very cumbersome.

 

I know we could have someone in HR designated to be able to create workspaces. But we are concerned that this be a slippery slope, and then there will be hundreds of workspaces out there from different groups, thats why we wanted to have IT only be able to create the workspace.

 

Another concern we had was with premium capacity - Is there a limit to the number of workspaces that can be in a capacity? Or is a capacity only limited by the space?

 

Actually another thing, is there a limit to the number of capacities an organization can have as well? Or is it only a limit based on money?

 

Sorry for the flurry of questions, as again we are in the early stages of planning a roll out and these scenarioes were brought up to be of concern

 

Thanks for any insight

1 ACCEPTED SOLUTION
lbendlin
Super User III
Super User III

In our experience you define app boundaries by target audience.  If you have an app that serves two very different audiences that means you need to split the app into two.  You can still have both of the apps use the same shared dataset (which may even reside in a workspace that does not have an app)

 

There are no plans to allow multiple apps per workspace.

Do NOT try to share subsets of reports  or any such thing - you will deeply regret even having attempted that.

Do NOT share reports/dashboards directly. Share apps.

There is no limit to the number of workspaces you can create.

Capacity limits  are only defined by the amount of money you want to spend.

View solution in original post

2 REPLIES 2
lbendlin
Super User III
Super User III

In our experience you define app boundaries by target audience.  If you have an app that serves two very different audiences that means you need to split the app into two.  You can still have both of the apps use the same shared dataset (which may even reside in a workspace that does not have an app)

 

There are no plans to allow multiple apps per workspace.

Do NOT try to share subsets of reports  or any such thing - you will deeply regret even having attempted that.

Do NOT share reports/dashboards directly. Share apps.

There is no limit to the number of workspaces you can create.

Capacity limits  are only defined by the amount of money you want to spend.

View solution in original post

@lbendlin - Many thanks for the concise answer!

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