Use datasets across workspaces (Preview)

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Business intelligence is a collaborative activity. It's important to establish standardized datasets that can be the 'one source of truth.' Then discovering and reusing those standardized datasets is key. When expert data modelers in your organization create and share optimized datasets, report creators can start with those datasets to build accurate reports. Then your organization has consistent data for making decisions, and a healthy data culture.

Select a shared dataset

In Power BI, dataset creators can certify or promote datasets so others can discover them. That way, report authors know which dataset are high quality and official, and they can use those datasets wherever they author in Power BI. Dataset owners can keep control of who has access to their data by using the Build permission. Tenant administrators have a new tenant setting to govern the use of datasets across workspaces.

Dataset sharing and the new workspace experience

Building reports based on datasets in different workspaces, and copying reports to different workspaces, are tightly coupled with the new workspace experience:

  • In the service, when you open the dataset catalog from a new workspace experience, the dataset catalog shows datasets that are in your My Workspace and in other new workspace experience workspaces.
  • When you open the dataset catalog from a classic workspace, you only see the datasets in that workspace, not the ones in other workspaces.
  • In the Desktop, you can publish Live Connect reports to different workspaces, as long as their datasets are in new experience workspaces.
  • When copying reports across workspaces, the target workspace needs to be a new experience workspace.

Build permission for datasets

With the Build permission type, you can allow others in your organization to build new content, such as reports, dashboards, and pinned tiles from Q&A, on an existing dataset. They can also build new content on the dataset outside Power BI, such as Excel sheets via Analyze in Excel, XMLA, and export. Read more about the Build permission.

Discover datasets (Preview)

When building a report on top of an existing dataset, the first step is to connect to the dataset, either in the Power service or Power BI Desktop. Read about discovering datasets from different workspaces (Preview)

Copy a report

When you find a report you like, in a workspace or an app, you can make a copy of it, and then modify it to fit your needs. You don't have to worry about creating the data model. That's already created for you. And it's much easier to modify an existing report than it is to start from scratch. Read more about copying reports.

Promotion and certification

If you create datasets, hen you create one that others can benefit from, you can make it easier for them to discover it by promoting your dataset. You can also request that experts in your organization certify your dataset.

Licensing

The specific features and experiences built on shared dataset capabilities are licensed according to their existing scenarios. For example:

  • In general, discovering and connecting to shared datasets is available to anyone. However, users without a Pro license can only connect to datasets that reside in their personal My Workspace or in Premium workspaces.
  • Promoting and certifying datasets outside of personal workspaces requires a Pro license, because you need a Pro license to be a member in an app workspace.
  • Copying reports between workspaces requires a Pro license, again because you need a Pro license to be a member in an app workspace.
  • Copying reports from an app requires a Pro license, as was required for organizational content packs.

Considerations and limitations

  • Building a report on top of a dataset in a different workspace requires the new workspace experience at both ends: The report needs to be in a new workspace experience and the dataset needs to be in a new workspace experience.
  • In a classic workspace, the dataset discovery experience only shows the datasets in that workspace.
  • You can create reports in app workspaces that are based on datasets in a different workspace. However, you can't create an app for a workspace that contains those datasets.
  • Free users in Desktop only see datasets from My Workspace and from Premium-based workspaces.
  • If you want to add a report based on a shared dataset to an app, you have to be a member of the dataset workspace. This is a known issue.
  • “Publish to web” doesn’t work for a report based on a shared dataset. This is by design.
  • If two people are members of a workspace that is accessing a shared dataset, it's possible that only one of them can see the related dataset in the workspace. Only people with at least Read access to the dataset can see the shared dataset.

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