Power BI Apps vs App Workspace (the new Viewer role)
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- čas přidán 2. 07. 2019
- The viewer role for Power BI App Workspaces is now available! Now, let's look at Power BI Apps vs. App Workspaces and have a discussion around which is the better way to go for content distribution in your enterprise.
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Can you please do a video on how to share reports between content creators and consumers using ONLY Pro licenses and NOT Premium.
Thank you!
This is a terrific feature for our organization. We have small centralized groups of users who need to access more information than that which is mass distributed to other internal and external users. Previously we used to have to create two apps for each scenario... One for the power users and one for the mass audience. We can now leverage the "include in app" to keep some information only for those select set of users. Looking forward to this!!
This is great information. For those of us who's budget does not allow spending $5000 a month for premium, we are still left out of a great number of these very cool features like this one and paginated reports.
Amen to that! Seems like every time I see something that is cool or would be useful it has to have a premium backing. I really thought power bi was going to be our BI choice but I continue to run into this prerequisite and it may be a deal-breaker for us. They should at least have some intermediary level where you can pay a bit more to have some of these features but not as many users or data volume or something. Not being able to use paginated reports is killing me.
I think Pro licence users can access apps. The only Premium feature here is Viewer role, which does not add much IMO.
Great video. I hadn't understood the Apps piece and now I do. It would be great if you could do a video that summarises the options and permutations between Workspaces, Apps and Licencing options and also with how reports can also be used within Teams and Sharepoint pages. There's a grouping of how to deploy reports and there are so many permutations and options it's really difficult to get the picture; I'm trying to piece this together. There's been a lot of evolution on this subject in the last three years that it would be great to bring it all together in a single piece communication. Your channel is really excellent, one of my "goto" places to get quality content.
To clarify - when Adam says “backed by premium” I believe that means “premium per capacity” - I think that’s important because you can have a pro or premium license - but only premium per capacity means mass distribution. Adam does say it at the beginning quickly in case folks didn’t catch it!
Yup. Premium Capacity. This video came out before Premium Per User was a thing though. Going to revisit this and a few other videos based on some recent changes including the new UI updates that landed this week.
@@GuyInACube can this work for Premium per user??
Thank you for this video. Our users had been getting that message as I was using the workspace, not the App. I think this answers so many of my questions.
Thank you for the video. To resume a free user can consume a report : (1) across an App (2) across a Premium Workspace where he have the viewer role.
Great info thanks! It would be great to see an up to date video on creating compelling apps and managing row level security for the app
Amazing video, I always deployed via workspaces because my team was always pretty small, but will keep apps in mind for future ones!
Is there a video on what you can and can’t do, and how you should distribute...under the assumption you only have a Pro license and not Premium?
I would really welcome this as well. The majority of my customers doesn't have Premium.
Adam, this would be a great piece of information
Id love to see that video also? Has anyone found a decent video yet, maybe at a PASS or SQL Bits summit?
I think that they still very different. in my opinion, the App should meant for contents that are definitive while the WS has to be used as a staging area. the viewer role should be assigned to a stakeholder that has to validate the content before publish.
Good one Adam!! Thanks for sharing some perspective around Apps and App Workspaces.
Me happy :) I was waiting for a long time for this feature. This makes it a lot easier for me to sell BI solutions.
Personally, I think the new workspace switchover to GA is a new way to ratchet money out of the customer base, which makes me suspect more stickiness in the PBI service cloud, especially in the enterprise space. Awesome video as always yes viewer is a big deal, hope you do another video perhaps with some architecture and a few small and large enterprise examples. I think if you looked at consuming shared data in workspaces and apps that would be awesome and helpful .
Hey !! Thanks for simple but clear information.
I'd say this is a away for my report developers to have "preview of what is coming" (like Azure does) for selected people before it goes out to the enterprise. Perfect way to do Test/QA on reports and dashboards before they go live.
Yup. Using the app workspace as a staging area for development purposes is a great use case.
Finally understood why people may prefer apps (Premium). Though there is still a serious drawback : 1 workspace = 1 app. We chose approach when pro users consume reports through direct links or in Shared with me and it seems there is no alternative for the time being.
Great video - been trying to wrap my head around the Viewer role since it was released and this definitely helps! One question I do have - we are distributing a report using the app workspace, RLS is applied so Viewer role is being used. Is there any way for users to still pin to dashboard if they only have the Viewer role in the app workspace? Thanks!
I just watched this over lunch. Great news. I do wonder when a video like this has a thumbs-down. Why??
Microsoft's use of the word "App" is confusing. It suggests a standalone App as in Apple apps that doesn't require a browser to view. microsoft is so behind the times.
2:27 Would love to know what he has in the 501st, Drones and Wisdom favourites folders :)
@
Guy in a Cube: Thanks for all the information. This channel is great. One question is
Is there any way to give user access to entire work-space but limit which reports that user can see? RLS doesnt help as user can still see the report exist (which he doesn't have access to) but content is blank.
I am wondering how many businesses have Premium deployed. I think this is a great feature for those that do, but I wonder if that is the majority of the community?
Thanks Adam for this clarifications. Something I realized when watching this video was that Apps has a lot of extra capabilities that I personally didn't have a clear understanding of. Is there an updated list of all the extra capabilities you get by publishing as an app (RLS etc) ?
Also... and more important, one thing you didn't mention was reasons to not publish as an app... Where it comes to embedding a report published as an app in e.g. SharePoint online, the user will not see any report on the SharePoint page if the user doesn't also have the app installed on his/her app-space. Sharing embedded directly from the workspace using the viewer role really makes things easier as you might not want to publish all the apps on the users app-space just by the reason that the reports shall be embedded
What about the Share option in dashboards and reports? Could you clarify why this option exists? In my point of view, the Share option is against Apps & Workspaces and is not governed at the same level as the other options.
Could you clarify when it is better to use the Share option than to work with Apps & Workspaces?
Can someone let me know what type of chart was it . i am just trying to get the same chart for my report.
Hi Adam, great video again! Thanks. I have a question from the admin perspective of this. I know if it possible to use a REST API to get a list of all workspaces in the organisation and using a parameter $expand I can even get users from the workspaces in one call. I was wondering if there is anything like it for Power BI apps - all I can find in the MS documentation is Get Groups but that only gives me a list of apps - not a list of users that can access it. Any suggestions, please? Thank you!
Super useful video thanks! however what if i have multiple non-pro users that should be able to see different reports in an app? At which level do i set up their rights?
I would now like to buy Guy in Cube Tees as know I am understanding what in vedios you are saying simple short and clear...thanks
Can I use power bi embedded dedicated capacity instead of the premium capacity to assign workspaces and view workspaces as a viewer where I don’t have an SKU office365 licence or power bi licence. Also can I publish or embed content to a share point site from this workspace in the embedded capacity skew.
how can i have a workspace with no security i wanted to have a very big list of user create report against a data model that will be available for the entire organization
Hi Adam, one thing that is discouraging from apps is the left menu that takes 1/8 of the screen. It seems not to be collapsed by any means in the full screen mode. Have you found any workaround for that?
Could you clarify the relationship between an APP and the underlying Workspace? If I create a Workspace and I separately create an APP called "SampleAPP' does the APP in reality create its own workspace with security? or does it "associate or connect" to an existing Workspace where all the RLS and Datasets exist? Or does the APP have ALL of that self contained and IS its own workspace behind the scenes?
Does the report link gets updated on re-publishing the same report in a non-premium workspace, premium workspace and apps?
Can non pro user make a report and save on there own workspace if they are part of premium workspace(dataset) as viewer
Very Nicely described but I have very simple question in your video very 1st window or print shot of your account showing different options but when I opened PowerBI then usually see The Visualization window and not able to see that options window. So that I can't explore things you are suggesting. Please elaborate for both Pro & NON Pro users..because I tried hands on COVID-19 data and made a simple dashboard but I tried to share it then I publish it and it's been saved in Workspace but My problem is I unable to see my Workspace and all features which I escalate 1st in comments. I hope you got point and eager to see your reply with easiest solution. Thanks
How users can sync their dashboard bookmarks on the app? We tried it, and they did not show up. i.e I created a bookmark in the app, and it did not show in the dashboard and VS.
How can we add a notification message on power bi apps when the data does not refresh on a scheduled date and time?
Thank you so much. I'm a brand new analyst and am struggling to understand at lightning speed. Any help is welcomed. Someday can you post a video on changing a complex excel file to power bi.
hi when i try to update my app to publish it it says app failed to update can you tell me the reason
Didn't understand what does "Backed by premium" means - that the user that created the workspace is a premium used? the end user that consumes the data is a premium user?would be happy for some explanation....
thank you for sharing all these very useful information, and I was hoping someone could help me find training material for Power BI, I recently completed a couple of courses to this awesome tool but I cant find any material/project to apply what I've learned and really lock in all the techniques. thanks again, and keep up the great work!
Probably the best material that no one uses is the Microsoft Documentation that you can find in Microsoft Power BI webpage and Microsoft Power BI CZcams Channel
Great video, Adam. Thank you. Suggestion... I really really wish you would split all of your videos into two segments: Segment A: Premium; Segment B: Non-Premium. All of your suggestions on processes rely on this -- if premium, then... if non-premium, then...
To me it seems you have to be a pretty large organization to have a premium workspace. So that leaves A LOT of smaller organizations who still have a lot of reporting requirements, but can never dream of paying what Microsoft wants for a premium workspace. For us, these videos are confusing. At the end of the video I'm still left confused as if you suggest now going back to workspaces, or still utilize apps.
Great feedback! and much appreciated. Also, apologies for the confusion. Really, the feature works (apps vs. workspaces). When it comes to Premium or not, It's really about whether or not you want non-pro users to be able to interact. If you do, then you need Premium. Otherwise, your Pro users are good to go.
Will keep this in mind going forward.
@@GuyInACube So if my leadership team were all Pro users, we could create and publish reports with each other and not have to have Premium at all correct? If so, at $9.99/user, that's actually affordable. Am I understanding that correctly?
@@mkmkcorrigan Late reply, but that's exactly how I use it in my environment. I created a Teams group, which in turn created a PowerBI workspace. Everyone who's a member of the team can see the workspace, but anyone without a pro license will see the same popup about a 60 day trial. I've given my leadership team Pro licenses (6 people + myself = 7 pro licenses) and they're all able to view the reports. I've also started teaching some of them how they can use the models I've created to do self-service reporting. 10$/month/person isn't bad for small teams.
I am a newbie and the permissions are very confusing to me. Reports have permissions, datasets have permissions and the workspace has permissions. Does giving someone viewer access to a premium Workspace allow them to see AND open all of the reports in that workspace or do they also have to be added to the report permissions?
Hello, Thank you for video. My question is, which premium license you are using here? is it premium per user ?
Hi,
I am a pro user but i am not able to see the option publish to app option in PBI services
Please suggest
Thanks, what a great video! I'll definitely try both options.
great to hear! Thanks for watching 👊
@@GuyInACube I really appreciate your work. Keep going 🤜🤛
Hello, I have one question. I am using power bi app, when I try to access the reports from app, 1st report shows data 2nd report shows data when accessing 3rd one it doesn't shows data. To troubleshoot shoot I did normal page refresh then it shows data. Is it common behavior of power bi app? Please help me to understand.
What is Difference between App sharing and assigning Viewer roles
When I create an app, the option to hide a report in workspace does not show. Any ideas why?
What SKU does this have to use? I have an EM1 SKU with premium backed content and still get the "try premium pop up"
we use apps; primarily it creates an abstraction layer between development & consumption; lot of times we are not ready; we do give temporary viewer access to folks doing UAT of our reports, but for general consumption, we use apps, as a strategy
What are the best ways to unpublish reports from an app?
thank you for this explanation
Certainly adds a lot of flexibility but unsure how well it will be adopted! End users will have to look for some content within an App Workspace, and then again other reports they can only find in APPs published to them. Currently, the look and feel of the two places are different: in the APP you have the custom navigation and Report pages are transferred to this as well, on the other hand, the App Workspace still provides three tabs (dashboards, reports and datasets) and you still have the reports show up as tabs. I am almost certain that it is hard to explain to end users why the experience is so different between actual APPs and App Workspaces apart from the fact that they will not understand why content is distributed differently case by case...
Does using an app have any impact on the RLS rules?
is there an updated view on this topic? or does this still stand?
What about vs. sharing individual reports using the share button. Currently in my organisation I can't easily create workspaces. My division has been assigned one premium workspace so all of our content goes on there. Makes it difficult to use the app to share and we can't share everything with everyone so have to resort to individual reports.
the same at my work
Does this mean that we can embed reports to MS Teams without the viewers having Pro if the workspace it backed by Premium? And does the same holds true for Web part embedding in SharePoint? If both are true, this is a huge boon for sharing Power BI reports!
Yep this has always been the case. You don't need to share the workspace, just need to make sure that people on the team have had that individual report shared with them using the share button.
Hi Adam. You refer to Apps and App Workspaces- however I can't see any other reference to App Workspaces. Do you mean "Workspace"?
Does anybody know if it still works like this? We're getting the "You need Pro or Premium" Message for our Users... Thanks!
First off-love the content on this channel.
However, I have some questions I’ve been wrestling with since creating 3 operational dashboards for 3 separate depts within our org. I built them in PowerBI desktop free, and as of now, that’s all my audience has too. I have the following obstacles in the way of my vision for our company being being fully integrated with relevant, accurate, and on-demand operational & financial data-and I’m wondering if licensing and/or making a distinction between PBI Desktop vs Services would overcome most of these:
1. These dashboards don’t auto refresh, and
2. are reliant on me to manually refresh throughout each day for the other associates if source data comes from a file sitting on our shared drive/share point.
3. Anyone with access to a share point folder where my dashboards are housed can not only view-but also edit and alter the dashboards without restriction. How can I restrict certain editing permissions?
Any info to point me in the right direction is greatly appreciated!
Thanks!
Is it possible to share an app to a free user nowadays? i tried to share an app but it told the free user to upgrade to premium
Sir I use your technique and was able to success fully share Power BI app to a FREE Power BI user within the organization. however, starting April 2024 I can no longer do that. I think after the transition to Fabric, FREE user can no longer access Power BI App published in Premium workspace. can you check on this?
Thank you!
Hi sir, how can we get this tshirt? it is awesome
Great, but smaller company's don't have a budget to spend on premium capacity. Paginated reports for instance is really what we need for about 50 pro user's but it does not allow us. We are slowly moving away from Power BI because of the features that we need that they do not support for our budget.
Appreciate the comments about it. While I don't have an answer for you, as that would have to come from Microsoft, please do make sure you voice yourself on ideas.powerbi.com.
When you said Premium....¿is premium per user or premium capacity?
Please tell me where I can get that shirt! 😀
Using Power BI Premium, Can the viewer can consume the report using RLS ?
Does the Viewer role also work on a the Workspace Report that is embedded in SharePoint Online to a Project Site that the user has access to using the PowerBi free license or does the user need a Pro license to view the embedded report under the Viewer role
If the user has only a free license, then the content/workspace needs to be backed by Premium if it is to be accessed. And, the free user would need either viewer role on the workspace, or the content be shared with them.
I noticed that the sheets (pages, tabs of the report) are in a left list with blue background on one side, and the other one is at the bottom, why is that? I love that left list, but I don't know how to do that.
Power BI Desktop shows the pages/tabs on the bottom. Once published to the service, at least at the recording of this video, the pages/tabs are on the left. The pages with the blue background are in a published App using the new navigation experience.
@@GuyInACube Ah, yes!!! Found it!!! Thank you, I believe it's a better new feature, than the bottom tabs. Better way of going through the tabs.
Will this work if I am a premium per user creator and trying to share with free accounts?
Did you come to a conclusion? Here struggling with the same issue.
@@christianlingg3097 unfortunately you must be a premium per capacity user to share with free users. I decided that as a content creator that I should have premium per user and that the report consumers should have pro.
I think we should start a seperate channel for Pro users :)
Go for it! 😉👊
Seriously this who can afford premium!! Small businesses don't have a chance. Even Pro is expensive. Cool tool but would rather show in Excel. This cost model is crazy.
“If it’s backed by premium”.
What is “it” ?
How do I back it by premium?
If the Workspace is backed by premium. If you have purchased Power BI Premium, then within the Workspace settings, under Advanced, you can assign the workspace to your configured Power BI Premium node.
@@GuyInACube But only with "Premium by capacity"?
Only works for Premium though
So are you saying that if I have a premium license, I can share my workspaces with a few people who just have the free Power BI? Have I understood correctly? If so, as a small freelancer, that's great news for me.
That was my understanding, but hopefully Adam can confirm that too
Premium costs $5K/month, not sure what the benefit is for a small freelancer.
@@sergzador Hi. What I thought isn't correct. You can't share with anyone else unless the other person has a premium license. Not very good I don't think.
Hi @@EricaDyson It seems you are confusing Premium capacity ($5000/month) and Pro licence (~$9/month)
@@sergzador No I'm not confused. I thought from the initial CZcams that if I had Pro, I could share my reports with a few people who didn't have Pro. But that's not the case. Not good for small companies.
Correct me if I'm wrong, but that just made Premium better, and Pro is still the same?
The viewer role is important for Pro usage as well. RLS is one thing that comes to mind. Also, what I mentioned in this video, regarding small team collaboration, is still relevant. The fact that Premium allows non-pro users the ability to come in is nice, but that doesn't diminish the usage on the Pro side. Specifically, the viewer role is very important for Pro usage if you want to avoid App usage and still have read-only content capability.
@@GuyInACube ooh, I see what you mean, interesting! Does this change how embedded reports show? Or rather to whom they are visible?
I think this entire video is based upon the premise that you use premium workspaces. We're a small organization and have zero premium workspaces. Now that I've watched the video, I realize none of this applies to me as everything is still the same.
So confused
So it's not a real "app" like Apple, that stands alone on your pc. So you have to view this "app" within a browser logging into a free powerbi account? LOL!