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Managing Workspaces

Administrator

Workspaces in DataCentral act as organizational folders for your Power BI reports and dashboards. They map directly to Power BI Workspaces in the Power BI Service, providing a structured way to manage and group content for your end users.

1. Connecting to Power BI Workspaces​

Before you can add individual reports to DataCentral, you must first connect the platform to the corresponding Power BI Workspaces.

  1. Log in to DataCentral as a Tenant Administrator.
  2. Navigate to Administration > Workspaces.
  3. Click the Add Workspace button.

DataCentral will use the configured Power BI Service Principal to query the Power BI Service and retrieve a list of all Workspaces it has access to.

  • Select the desired Workspace from the dropdown list.
  • The system will automatically populate the Workspace ID.
  • Provide a friendly Display Name for the Workspace (this is how it will appear to users in DataCentral).
  • Click Save.

Note: If a Workspace does not appear in the list, ensure that the DataCentral Service Principal has been added as a "Viewer" or "Member" to that Workspace in the Power BI Service.

2. Workspace Organization​

Once a Workspace is connected, you can organize the reports within it.

  • Reordering: You can drag and drop reports within a Workspace to change the order in which they appear on the end user's dashboard.
  • Visibility: You can toggle the visibility of entire Workspaces. If a Workspace is hidden, none of the reports within it will be visible to end users, regardless of their individual report permissions.

3. Assigning Workspace Access​

Access to Workspaces is managed through DataCentral's role-based authorization system.

  1. Navigate to Administration > Roles.
  2. Select or create a Report Role (e.g., "Finance Team").
  3. In the role settings, locate the Workspaces section.
  4. Check the boxes next to the Workspaces this role should have access to.
  5. Assign the role to specific users or Organizational Units (OUs).

When a user logs in, they will only see the Workspaces (and the reports within them) that their assigned roles grant them access to.

4. Syncing Workspaces​

If you add new reports or modify existing ones within a Power BI Workspace, you may need to synchronize those changes with DataCentral.

  1. Go to Administration > Workspaces.
  2. Locate the Workspace you want to update.
  3. Click the Sync icon next to the Workspace name.

DataCentral will query the Power BI Service and update the list of available reports, dashboards, and datasets for that Workspace.

5. Deleting a Workspace Connection​

If you no longer need to display content from a specific Power BI Workspace, you can remove the connection.

  1. Navigate to Administration > Workspaces.
  2. Locate the Workspace you wish to remove.
  3. Click the Delete icon.
  4. Confirm the deletion.

Warning: Deleting a Workspace connection in DataCentral will also remove all configured access roles and report links associated with that Workspace. It does not delete the Workspace or its contents in the Power BI Service.