Administering Power BI in the admin portal

The admin portal enables you to manage a Power BI tenant for your organization. The portal includes items such as usage metrics, access to the Microsoft 365 admin center, and settings.

The full admin portal is accessible to all users who are Global Admins in Office 365 or have been assigned the Power BI service administrator role. If you're not in one of these roles, you only see Capacity settings in the portal. For more information about the Power BI service administrator role, see Understanding the Power BI admin role.

How to get to the admin portal

Your account needs to be marked as a Global Admin, within Office 365 or Azure Active Directory, or have been assigned the Power BI service administrator role, to get access to the Power BI admin portal. For more information about the Power BI service administrator role, see Understanding the Power BI admin role. To get to the Power BI admin portal, do the following.

  1. Select the settings gear in the top right of the Power BI service.

  2. Select Admin portal.

    Settings to admin portal

There are seven tabs in the portal. The rest of this article provides information about each of these tabs.

Admin portal navigation

Usage metrics

The Usage metrics enables you to monitor Power BI usage for your organization. It also provides the ability to see which users, and groups, are the most active within Power BI for your organization.

Note

The first time you access the dashboard, or after you visit again after a long period of not viewing the dashboard, you'll likely see a loading screen while we load the dashboard.

Once the dashboard loads, you see two sections of tiles. The first section includes usage data for individual users, and the second section has similar information for groups in your organization.

Here’s a breakdown of what you can see in each tile:

  • Distinct count of all dashboards, reports, and datasets in the user workspace

    Distinct count of dashboards, reports, datasets

  • Most consumed dashboard by number of users who can access it. For example, if you have a dashboard that you shared with 3 users, and you also added it to a content pack that two different users connected to, its count would be 6 (1 + 3 + 2)

    Most consumed dashboards

  • The most popular content users connected to. This would be anything the users could reach through the Get Data process, so SaaS content packs, Organizational content packs, files or databases.

    Most consumed packages

  • A view of your top users based on how many dashboards they have, both dashboards they created themselves and dashboards shared to them.

    Top users - dashboards

  • A view of your top users based on how many reports they have

    Top users - reports

The second section shows the same type of information, but based on groups. This lets you see which groups in your organization are most active and what kind of content they are consuming.

With this information, you can get real insights into how people are using Power BI across your organization, and be able to recognize those users and groups who are very active in your organization.

Users

You manage Power BI users, groups, and admins in the Microsoft 365 admin center. The Users tab provides a link to the admin center for your tenant.

Go to Microsoft 365 admin center

Audit logs

You manage Power BI audit logs in the Office 365 Security & Compliance center. The Audit logs tab provides a link to the Security & Compliance center for your tenant. Learn more

To use audit logs, make sure the Create audit logs for internal activity auditing and compliance setting is enabled.

Tenant settings

The Tenant settings tab enables fine-grained control over the features that are made available to your organization. If you have concerns around sensitive data, some of our features may not be right for your organization, or you may only want a particular feature to be available to a specific group.

The following image shows the first two sections of the Tenant settings tab.

Tenant settings

Note

It can take up to 10 minutes for a setting change to take effect for everyone in your tenant.

Settings can have three states:

  • Disabled for the entire organization: No one in your organization can use this feature.

    Disabled all setting

  • Enabled for the entire organization: Everyone in your organization can use this feature.

    Enabled all setting

  • Enabled for a subset of the organization: A specific subset of users or groups in your organization can use this feature.

    You can enable the feature for your entire organization, except for a specific group of users.

    Enabled subset setting

    You can also enable the feature only for a specific group of users and also disable it for a group of users. Using this approach ensures that certain users do not have access to the feature even if they are in the allowed group.

    Enable except setting

The next few sections provide an overview of the different types of tenant settings.

Help and support settings

Publish "Get Help" information

Users in the organization can go to internal help and support resources from the Power BI help menu. Specifically, these parameters change the behavior of the Learn, Community, and Get help menu items.

It is also possible to specify a URL to direct users to a custom solution for licensing requests. This parameter customizes the target URL of the Upgrade account button that a user without a Power BI Pro license can find in the Update to Power BI Pro dialog box as well as in the Manage personal storage page.

Workspace settings

Create workspaces

Admins use this setting to decide which users in the organization can create app workspaces to collaborate on dashboards, reports, and other content. Learn more about app workspaces.

The admin portal also has another section of settings about the workspaces in your tenant. In that section, you can sort and filter the list of workspaces and display the details for each workspace. See Workspaces for details.

Export and sharing settings

Share content with external users

Users in the organization can share dashboards with users outside the organization. Learn more

External users setting

The following image shows the message that appears when you share with an external user.

Share with external user

Publish to web

Users in the organization can publish reports to the web. Learn more

The following image shows the File menu for a report when the Publish to web setting is enabled.

Publish to web setting

Users see different options in the UI based on what the Publish to web setting is.

Feature Enabled for entire organization Disabled for entire organization Specific security groups
Publish to web under report's File menu. Enabled for all Not visible for all Only visible for authorized users or groups.
Manage embed codes under Settings Enabled for all Enabled for all Enabled for all

* Delete option only for authorized users or groups.
* Get codes enabled for all.
Embed codes within admin portal Status reflects one of the following:
* Active
* Not supported
* Blocked
Status displays Disabled Status reflects one of the following:
* Active
* Not supported
* Blocked

If a user is not authorized based on the tenant setting, status displays as infringed.
Existing published reports All enabled All disabled Reports continue to render for all.

Export data

Users in the organization can export data from a tile or visualization. Learn more

The following image shows the option to export data from a tile.

Export data from a tile

Note

Disabling Export Data also prevents users from using the Analyze in Excel feature, as well as using the Power BI service live connection.

Export reports as PowerPoint presentations or PDF documents

Users in the organization can export Power BI reports as PowerPoint files or PDF documents. Learn more

The following image shows the File menu for a report when the Export reports as PowerPoint presentations or PDF documents setting is enabled.

Export reports as PowerPoint presentations

Users in the organization can print dashboards and reports. Learn more

The following image shows the option to print a dashboard.

Print dashboard

The following image shows the File menu for a report when the Print dashboards and reports setting is enabled.

Print report

Allow external guest users to edit and manage content in the organization

Azure B2B guest users can edit and manage content in the organization. Learn more

The following image shows the option to Allow external guest users to edit and manage content in the organization.

Allow external guest users to edit and manage content in the organization

Content pack and app settings

Publish content packs and apps to the entire organization

Users in the organization can publish content packs and apps to the entire organization, rather than just specific groups. Learn more

The following image shows the My entire organization option when creating a content pack.

Publish content pack to organization

Create template organizational content packs and apps

Users in the organization can create template content packs and apps that use datasets built on one data source in Power BI Desktop. Learn more about template apps

Push apps to end users

Users can share apps directly with end users without requiring installation from AppSource. Learn more

Integration settings

Ask questions about data using Cortana

Users in the organization can ask questions about their data using Cortana. Learn more

Note

This setting applies to the entire organization and cannot be limited to specific groups.

Use Analyze in Excel with on-premises datasets

Users in the organization can use Excel to view and interact with on-premises Power BI datasets. Learn more

Note

Disabling Export Data also prevents users from using the Analyze in Excel feature.

Use ArcGIS Maps for Power BI

Users in the organization can use the ArcGIS Maps for Power BI visualization provided by Esri. Learn more

Use global search for Power BI (Preview)

Users in the organization can use external search features that rely on Azure Search. For example, users can use Cortana to retrieve key information directly from Power BI dashboards and reports. Learn more

Custom visuals settings

Add and use custom visuals

Users in the organization can interact with and share custom visuals. Learn more

Note

This setting can be applied to the entire organization or can be limited to specific groups.

Power BI Desktop (starting from March '19 release) supports using Group Policy to disable the usage of custom visuals across an organization's deployed computers.

AttributeValue
key Software\Policies\Microsoft\Power BI Desktop\
valueName EnableCustomVisuals

A value of 1 (decimal) enables the use of custom visuals in Power BI (This is the default).

A value of 0 (decimal) disable the use of custom visuals in Power BI.

Allow only certified visuals

Users in the organization who have been granted permissions to add and use custom visuals, denoted by the setting "Add and use custom visuals", will only be able to use certified custom visuals (uncertified visuals will be blocked and will display an error message when used).

Power BI Desktop (starting from March '19 release) supports using Group Policy to disable the usage of uncertified custom visuals across an organization's deployed computers.

AttributeValue
key Software\Policies\Microsoft\Power BI Desktop\
valueName EnableUncertifiedVisuals

A value of 1 (decimal) enables the use of uncertified custom visuals in Power BI (This is the default).

A value of 0 (decimal) disable the use of uncertified custom visuals in Power BI (This option enables only the use of certified custom visuals).

R visuals settings

Interact with and share R visuals

Users in the organization can interact with and share visuals created with R scripts. Learn more

Note

This setting applies to the entire organization and cannot be limited to specific groups.

Audit and usage settings

Create audit logs for internal activity auditing and compliance

Users in the organization can use auditing to monitor actions taken in Power BI by other users in the organization. Learn more

This setting must be enabled for audit log entries to be recorded. There can be up to a 48 hour delay between enabling auditing and being able to view audit data. If you don't see data immediately, check the audit logs later. There can be a similar delay between getting permission to view audit logs and being able to access the logs.

Note

This setting applies to the entire organization and cannot be limited to specific groups.

Usage metrics for content creators

Users in the organization can see usage metrics for dashboards and reports they create. Learn more

Per-user data in usage metrics for content creators

Usage metrics for content creators will expose display names and email addresses of users who are accessing content. Learn more

Per-user data is enabled for usage metrics by default, and content creator account information is included in the metrics report. If you don’t want to include this information for some or all users, disable the feature for specified security groups or for an entire organization. Account information will then show in the report as Unnamed.

Dashboard settings

Data classification for dashboards

Users in the organization can tag dashboards with classifications that indicate dashboard security levels. Learn more

Note

This setting applies to the entire organization and cannot be limited to specific groups.

Developer settings

Embed content in apps

Users in the organization can embed Power BI dashboards and reports in Software as a Service (SaaS) applications. Disabling this setting prevents users from being able to use the REST APIs to embed Power BI content within their application. Learn more

Allow service principals to use Power BI APIs

Web apps registered in Azure Active Directory (Azure AD) will use an assigned service principal to access Power BI APIs without a signed in user. To allow an app to use service principal authentication its service principal must be included in an allowed security group. Learn more

Note

Service principals inherit the permissions for all Power BI tenant settings from their security group. To restrict permissions, create a dedicated security group for service principals and add it to the 'Except specific security groups' list for the relevant, enabled Power BI settings.

Dataflow settings

Create and use dataflows

Users in the organization can create and use dataflows. For an overview of dataflows, see Self-service data prep in Power BI. To enable dataflows in a Premium capacity, see Configure workloads.

Note

This setting applies to the entire organization and cannot be limited to specific groups.

Template apps settings (preview)

Two settings control template apps.

Power BI admin portal template apps settings

Create Template Apps (preview)

Users in the organization can create template apps. Template app creators can then distribute them to clients outside your organization by way of AppSource or other distribution methods.

Power BI admin portal, Create template apps setting

Install template apps (preview)

Users in the organization can download and install template apps from AppSource or another source.

Note

This setting determines which users can install template apps on their Power BI accounts.

Capacity settings

Power BI Premium

The Power BI Premium tab enables you to manage any Power BI Premium capacities (EM or P SKU) that have been purchased for your organization. All users within your organization can see the Power BI Premium tab, but they only see contents within it if they are assigned as either a Capacity admin or a user that has assignment permissions. If a user does not have any permissions, the following message appears.

No access to Premium settings

Power BI Embedded

The Power BI Embedded tab enables you to view your Power BI Embedded (A SKU) capacities that you've purchased for your customer. Since you can only purchase A SKUs from Azure, you manage embedded capacities in Azure from the Azure portal.

For more information about how to manage Power BI Embedded (A SKU) settings, see What is Power BI Embedded.

Embed codes

As an administrator, you can view the embed codes that are generated for your tenant. You can also revoke or delete codes. Learn more

Embed codes within the Power BI admin portal

Organizational visuals

The Organizational visuals tab enables you to deploy and manage custom visuals inside your organization. With organizational visuals, you can easily deploy proprietary visuals in your organization, which report authors can then discover and import into their reports from Power BI Desktop. Learn more

Warning

A custom visual could contain code with security or privacy risks; make sure you trust the author and the source of the custom visual before deploying to the organization's repository.

The following image shows all the custom visuals that are currently deployed in an organization's repository.

Org admin visual

Add a new custom visual

To add a new custom visual to the list, follow these steps.

  1. In the right pane, select Add a custom visual.

    Custom visuals form

  2. Fill in the Add custom visual form:

    • Choose a .pbiviz file (required): select a custom visual file to upload. Only versioned API custom visuals are supported (read here what this means).

    Before you upload a custom visual, you should review that visual for security and privacy to make sure it fits your organization's standards.

    • Name your custom visual (required): give a short title to the visual so Power BI Desktop users easily understand what it does

    • Icon: The icon file that is shown in the Power BI Desktop UI.

    • Description: a short description of the visual to provide more context and education to the user

  3. Select Add to initiate the upload request. If successful you can see the new item in the list. If failed, you can get an appropriate error message

Delete a custom visual from the list

To permanently delete a visual, select the trash bin icon for the visual in the repository.

Important

Deletion is irreversible. Once deleted, the visual immediately stops rendering in existing reports. Even if you upload the same visual again, it won't replace the previous one that was deleted. However, users can import the new visual again and replace the instance they have in their reports.

Disable a custom visual in the list

To disable the visual from the organizational store, select the gear icon. In the Access section, disable the custom visual.

After you disable the visual, the visual won't render in existing reports, and it displays the error message below.

This custom visual is no longer available. Please contact your administrator for details.

However, visuals that are bookmarked still work.

After any update or administrator change, Power BI Desktop users should restart the application or refresh the browser in the Power BI service to see the updates.

Update a visual

To update the visual from the organizational store, select the gear icon. Browse and upload a new version of the visual.

Make sure the Visual ID remains unchanged. The new file replaces the previous file for all the reports throughout the organization. However, if the new version of the visual might break any usage or data structure of the previous version of the visual, then do not replace the previous version. Instead, you should create a new listing for the new version of the visual. For example, add a new version number (version X.X) to the title of the new listed visual. This way it is clear that it is the same visual just with an updated version number, so existing reports do not break their functionality. Again, make sure the Visual ID remains unchanged. Then the next time users enter the organization repository from Power BI Desktop, they can import the new version, which prompts them to replace the current version that they have in the report.

For more information, visit Frequently asked questions about organizational custom visuals

Dataflow storage (preview)

By default, data used with Power BI is stored in internal storage provided by Power BI. With the integration of dataflows and Azure Data Lake Storage Gen2 (ADLS Gen2), you can store your dataflows in your organization's Azure Data Lake Storage Gen2 account. For more information, see Dataflows and Azure Data Lake integration (Preview).

Workspaces

As an administrator, you can view the workspaces that exist in your tenant. You can sort and filter the list of workspaces and display the details for each workspace. The table columns correspond to the properties returned by the Power BI admin Rest API for workspaces. Personal workspaces are of type PersonalGroup, classic workspaces are of type Group, and the new workspace experience workspaces are of type Workspace. For more information, see Create the new workspaces in Power BI.

Workspaces list

Next steps

Administering Power BI in your Organization Understanding the Power BI admin role
Auditing Power BI in your organization

More questions? Try asking the Power BI Community