UP & RUNNING WITH

POWER BI
SERVICE
With Power BI Certified Instructor Aaron Parry

*Copyright Maven Analytics, LLC

 COURSE STRUCTURE

This is a project-based course designed for students looking for a practical, hands-on, and
engaging approach to learning cloud-based business intelligence with Power BI Service

Course resources include:

Downloadable PDF eBook to serve as a helpful reference when you’re
offline or on the go (or just need a refresher!)

Course Assignments and Quizzes to test and reinforce key concepts

throughout the course, with detailed step-by-step solutions

Hands-on demos to keep you engaged, with downloadable project files

that you can use to follow along from home

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 COURSE OUTLINE

Introduce the Microsoft Fabric and Power BI ecosystems, and review

1 The Fabric & Power BI Ecosystem account tiers, user personas, and core elements of the interface

Connect and import data to Power BI Service, and explore features

2 Connecting to Data like gateways, dataflows, and scheduled refresh

Create reports and dashboards, and explore tools like data driven
3 Reports & Dashboards alerts, Q&A, mobile design, and quick insights

Learn how to share workspaces, collaborate with your team,

4 Sharing & Collaboration publish apps to an organization, and more

Define and test static and dynamic roles with DAX to restrict data
5 Row-Level Security access to specific users or groups

Review common Power BI Service administration roles, options,

6 Power BI Service Administration tenant settings and more

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 SETTING EXPECTATIONS

This course is designed as part of a larger Power BI series

• We strongly recommend that you complete our Power BI Desktop course before this one, as it provides
important context and covers several core topics in depth

What you see on your screen may not always match mine
• I’ll be using a Fabric Trial capacity on a PC/Windows machine. If you don’t have access to that trial or don’t
have the same admin settings enabled, your experience may differ (some features are unavailable for Mac)
• Power BI features are updated frequently, so tools and interface options may change over time

You’ll need a compatible email address to access some features

• Sharing and collaboration features are only accessible with a paid license (60-day free trial available)
• Compatible emails must be associated with work or school addresses (personal email domains won’t work)

Our goal is to get you up and running with Power BI Service

• This course is designed to provide a foundational understanding of Power BI Service; some concepts may be
simplified, and we won’t cover every Fabric component

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 HELPFUL RESOURCES

The “Help & Support” menu provides access to documentation and training
videos from Microsoft support, as well as links to blogs, Power BI communities,
and service updates

The Fabric Community is a place to connect, learn, The Microsoft Power BI blog publishes The Power BI YouTube Channel publishes
and discuss business intelligence with your peers monthly summaries of new features demos, feature summaries, and advanced
and experts (community.fabric.microsoft.com) (powerbi.microsoft.com/blog) tutorials (check out “Guy in a Cube” too!)

*Copyright Maven Analytics, LLC

 INTRODUCING THE COURSE PROJECT

THE Congratulations! You’ve just been hired as an analyst for Maven Inspectional Services*, a
SITUATION restaurant health inspection agency based in Los Angeles, California

All you’ve been given is a collection of raw csv files containing health inspection records, along
THE with details about each restaurant, health inspector, and violations
BRIEF Your goal is to use Power BI Service (and Desktop) to build scalable reports & dashboards from
the inspection data that can be shared across the company for collaboration

• Load the raw data into Power BI Service

THE • Build reports and dashboards within a company workspace
OBJECTIVES • Automate dataflows and schedule updates
• Share and collaborate with your peers and teams

*This data is adapted from the Los Angeles County Environmental Health site and is for informational purposes only . The data was adapted, and content was added, for the
purpose of this course. The example inspectors and email addresses depicted herein are fictitious, and no association with any real person is intended or should be inferred.
*Copyright Maven Analytics, LLC
THE MAVEN INSPECTIONAL SERVICES DATA MODEL

Table Name Table Type Definition

Restaurant This table contains inspection and violation data
Fact including date, facility, geo data, grade, etc.
Inspection Data
Calendar Date Contains date, month, week, quarter and year details

City Lookup Two-column lookup table with facility city and region id
Multi-column table with inspector name, email, assigned
Inspector Lookup region, role, etc.

Two column lookup table with facility region and

Region Lookup associated region id

Restaurant
Lookup One column lookup table with unique facility name
Name
Sanitary Grade Lookup One column lookup table with A, B, or C values

*Copyright Maven Analytics, LLC

FABRIC & POWER BI ECOSYSTEM

*Copyright Maven Analytics, LLC

 FABRIC & POWER BI ECOSYSTEM

In this section we’ll introduce Microsoft Fabric and the role that Power BI plays within the
larger ecosystem, and review the basic components and building blocks of Power BI Service

TOPICS WE’LL COVER GOALS FOR THIS SECTION

• Understand where Power BI fits within the broader

Fabric Ecosystem User Personas Microsoft Fabric ecosystem

Desktop vs. Service Account Types • Explore Power BI account tiers and user personas

• Create an account and configure your first workspace

Trial Activation Interface Overview
• Review the Power BI Service workflow, including
dataflows, semantic models, reports and dashboards
Workspaces PBI Service Workflow

*Copyright Maven Analytics, LLC

 INTRODUCING MICROSOFT FABRIC

Microsoft Fabric
Power BI Data Data Industry
Microsoft Fabric is an end-to-end data and analytics Factory Activator Solutions

solution that brings together new and existing

components from Power BI, Azure Synapse, and Azure
Data Factory into a single integrated environment
Data Data Data Real-Time
Engineering Science Warehouse Analytics
Key advantages of Microsoft Fabric:
• Industry leading, integrated analytics tools & services
• Unified data storage and access via OneLake OneLake
• Consistent, accessible data format and reusable assets
• Shared assets across the entire Fabric ecosystem SaaS Foundation
• Centralized administration, governance, and monitoring
• Simplified, predictable billing and licensing structure

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 FABRIC ECOSYSTEM

Microsoft Fabric is a huge ecosystem; focus on building expertise in a few keys areas that align with your
role, rather than trying to master everything

Data Data Dashboards

Data
Engineering Warehouse
Pipeline
Notebook Semantic Real-Time
Model Analytics

Notebook Paginated
Spark Job Reports Dataflow
Lakehouse
Data
Factory
ML Models
Healthcare
Reports Solution
Power BI
Reflex
Apps
Data Data
OneLake
Activator Science

KQL Dataflow KQL

Industry Experiments Eventstream
Database Queryset
Solutions

*Copyright Maven Analytics, LLC

 FABRIC COMPONENTS

Fabric components offer a comprehensive set of analytics experiences that are tailored to specific tasks
and use cases, and designed to work together seamlessly

Use Lakehouses, Notebooks, and Spark Jobs to design, build and

Power BI is a set of tools designed to help users visualize, maintain infrastructures & systems that enable organizations to
analyze, and share data in a centralized online environment collect, store, process, and analyze large volumes of data
Power BI Data Engineering

Create ETL processes with Dataflows and Data pipelines that Use Notebooks, Experiments, and ML models to explore your
allows users to create, schedule, and coordinate data data, prep and clean data for experimentation, build ML models,
transformations and create predictive insights for your BI reports
Data Factory Data Science

Data Activator lets business users define rules and conditions Data Warehouse combines big data and warehousing solutions,
that trigger data-driven alerts and automated actions providing a unified platform to create schemas, tables, stored
procedures, and other database objects
Data Warehouse
Data Activator

Industry Solutions address unique challenges faced by different Rapidly ingest, transform, and query any data source and format,
industries and provide a space for industry-relevant connectors, from 1 GB – 1 PB, and then visualize and share the insight
transformations, scenario-specific tools, and decision making
Industry Solutions Real-Time Analytics
 FABRIC COMPONENTS

Data Ingestion & ETL Data Storage Data Science & Engineering Business Intelligence

Data Factory Real-Time Analytics Data Warehouse Data Engineering Data Science Power BI Industry Solutions Data Activator

OneLake

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 FABRIC USER PERSONAS

Data Ingestion & ETL Data Storage Data Science & Engineering Business Intelligence

Data Engineers Database Admins Analytics Engineers Data Scientists BI & Data Analysts Business Users
 MEET POWER BI SERVICE

Power BI Desktop

Power BI Service is a cloud-based business intelligence

service designed to help users visualize, analyze, and share
data in a centralized online environment Service

With Power BI Service, users can:

• Create interactive reports and dashboards
• Connect to online and on-premises data sources Mobile

• Collaborate through shared workspaces

• Provide a scalable, organization wide BI solution
• Integrate seamlessly with other Microsoft services & products

More info at powerbi.microsoft.com

*Copyright Maven Analytics, LLC

 POWER BI DESKTOP VS. SERVICE

Power BI Desktop and Power BI Service have become more similar over time, and now share many of
the same tools, features, and functionality for connecting, creating, building and sharing with data

CONNECT CREATE BUILD SHARE

• 190+ Data Sources • Data models • Reports & dashboards • Publish to Service
• Power Query • Relationships • Visualization tools • Share file directly
• M code • DAX calculations • Mobile layout
• Row-level security
Power BI Desktop

• 160+ Data Sources • Data models • Reports & dashboards • Workspaces

• Dataflows (PQ) • Relationships • Visualization tools • Apps
• M code • DAX calculations • Mobile layout • Publish to Web
• Gateways • Row-level security • Export options
Power BI Service

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 INDIVIDUAL LICENSE OPTIONS

There are different types of individual licenses available in Power BI Service, including Free, Pro and PPU

Power BI Power BI Power BI

FREE PRO PREMIUM PER USER

No license required but users Individually licensed and can Individually licensed, can leverage
have limited access and can’t leverage all content creation and all content creation, interaction,
collaborate or distribute content interaction features and most premium features

Capabilities: Capabilities: Capabilities:

• No license Required All from Free tier + All from Pro tier +
• Connect to 190+ Data Sources • User-based License • AI Capabilities
(desktop & service) • Workspaces • Advanced Dataflows
• Publish to Web • Email Subscriptions • Deployment Pipeline
• Export to PowerPoint, Excel, CSV • Peer-to-Peer Sharing • Datamarts
• Share to Pro or Premium users • Publish Apps • XMLA Endpoint Connectivity
• Analyze in Excel & PBI Desktop • Enhanced Automatic Page Refresh
• Paginated Reports • Increased Storage Limits

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 CAPACITY TIERS

There are different types of Power BI and Fabric capacity tiers/subscriptions available for organizations

Power BI Licensing for your organization to access

Fabric in a unified product; content can be
PREMIUM viewed without additional per-user cost Shared Capabilities:
• Capacity-based licenses (P/F SKUs)
• Consume company reports without need for
Fabric Licensing for your organization to access individual user licenses
Fabric in a unified product, plus Azure
RESERVATION Consumption Commitment (MACC) eligible
• Pro/PPU license required to create, publish, share,
and collaborate in Power BI workspace
• Greater scale & performance as business needs
evolve
Fabric Licensing based on dedicated capacity vs. • Works with on premises Power BI Report Server
number of users, plus MACC eligible and
PAY-AS-YOU-GO pay-as-you-go (scale up, down, & pause) • Unified access to Microsoft Fabric workloads

For more detailed information about pricing and a full comparison of features, head to: https://powerbi.microsoft.com/en-us/pricing/#powerbi-comparison-table *Copyright Maven Analytics, LLC
 FEATURE COMPARISON
FREE PRO PPU PREMIUM
Create reports with Power BI Desktop

Publish Power BI reports, share & collaborate

Advance AI, dataflows, datamarts, XMLA endpoint

Users can consume content without a PPU license

Access to all Microsoft Fabric workloads

Model memory size limit 1 GB 100 GB 400 GB

Refresh rate of Power BI Semantic Models 8 per day 48 per day 48 per day

Maximum storage (Power BI native storage) 10GB / user 100 TB 100 TB

Data security and encryption

OneLake storage, BCDR storage & cache

* For more detailed information about pricing and a full comparison of features, head to: https://powerbi.microsoft.com/en-us/pricing/#powerbi-comparison-table *Copyright Maven Analytics, LLC
 POWER BI USER PERSONAS

Power BI Service and the broader Power BI ecosystem are designed to serve various user personas

THE CREATOR – Creators design, build, and maintain reports & dashboards
These users play a key role in the entire BI workflow, from data wrangling to modeling and
visualization, and must have a deep, well-rounded Power BI skillset

THE ANALYZER – Analyzers explore and manipulate data to extract key insights
These users often create and edit visuals, define calculated measures and columns with DAX, and
use features like Q&A, interactions, report filters and bookmarks

THE COLLABORATOR – Collaborators publish and share reports, apps and workspaces to
ensure that everyone has access to the data they need
These users should be familiar with configuring user roles, row-level security (RLS), and
app/workspace environments

*Copyright Maven Analytics, LLC

 CREATING A NEW POWER BI ACCOUNT

1 Go to powerbi.microsoft.com/landing/free-account
and click TRY FOR FREE
• Head to Step 3 if you already have an account
2 Follow the account set up process
using a work or school email address 3 Once you’ve created your account, navigate
directly to app.powerbi.com to log in

HEY THIS IS IMPORTANT!

Power BI requires a work or school email
address. Domains like @gmail, @yahoo,
@outlook, etc. will not be accepted

*Copyright Maven Analytics, LLC

 PRO TIP: SIGNING UP THROUGH MAVEN ANALYTICS
Maven Analytics offers free Power BI Service accounts to individuals who
HEY THIS IS IMPORTANT!
do not have a school or work email address Microsoft continually evolves trial
account options, limits, and settings.
1. Create a free Maven Analytics account or Log In at https://www.mavenanalytics.io
You may or may not have access to
2. Activate your Power BI Service trial from the External Apps menu and follow the steps Fabric items as part of your free trial
3. Sign-in to app.powerbi.com with your new @mavenbi.org email account

Create free Maven account or log-in Activate Power BI Service free trial Sign-in to Power BI Service

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 ACTIVATING A FABRIC TRIAL

Log into your Power BI Service Your trial period lasts 60 days, and you’ll see your remaining time in the header bar each time you log in:
account and click Start Trial

HEY THIS IS IMPORTANT!

We’re activating a Fabric trial, which includes tools & features that we won’t cover in this course

* Refer to Microsoft’s site for post-trial pricing: powerbi.microsoft.com *Copyright Maven Analytics, LLC
 POWER BI SERVICE INTERFACE
OFFICE 365 APP LAUNCHER NAVIGATION PATH WORKSPACE ACTIONS SETTINGS MENU
Email, OneDrive, Calendar, etc. Highlights the active Fabric component, Get data, add new components, Quick links for settings, help,
workspace, app, report or dashboard update settings, manage access feedback, downloads etc.

NAVIGATION PANE
Key Power BI views, including
Favorites, Apps, Workspaces, etc.

FABRIC COMPONENTS
Access & toggle between
Fabric components CONTENT CANVAS
Displays all your semantic models, visuals,
reports, dashboards, and workbooks

*Copyright Maven Analytics, LLC

 WORKSPACES

Workspaces are containers for dataflows, semantic models, paginated reports, reports and dashboards,
where you can collaborate and share content with colleagues

MY WORKSPACE WORKSPACE

• Personal workspace for a single user • Shared workspace for many users
(free or paid license) (with paid licenses or Premium capacity)

• Only you can access, can’t collaborate with others • Multiple users can access & collaborate on content

• Content can be shared with individual Pro/PPU users • Content can be created & shared across your organization
(shared with me)
• Contains core building blocks (semantic models, reports
• Contains core building blocks (semantic models, reports and dashboards) plus dataflows
and dashboards)

*Copyright Maven Analytics, LLC

CREATING A WORKSPACE
Add a Name (required) and optional description,
domain, and image for your workspace

Advanced options include license mode (pro, trial,

PPU, Premium, Embedded, & Fabric capacity) and
model storage format (small or large)

*Copyright Maven Analytics, LLC

 WORKSPACE SETTINGS

Workspace settings include options to change license types, update storage modes, configure
integrations, adjust workspace member permissions, and more

Premium settings allow for workspace

license mode changes and semantic
model storage format updates

Data Model Setting allow workspace members to edit

semantic models directly in Power BI Service (this includes
defining model relationships, DAX, Roles, etc.)

*Copyright Maven Analytics, LLC

 WORKSPACE ACTIONS

CONTENT SEMANTIC MODELS & DATAFLOWS

Reports Dashboards Paginated Report Semantic models Dataflows

Reports: Collection of visuals displaying data and insight built on a semantic model Semantic model: Structured representation of data that defines
relationships, calculations and formats needed to create reports
Dashboards: Single page display that aggregates visuals from disparate sources
Dataflow: Cloud-based data prep (Power Query in the cloud)
Paginated Report: Report designed for printing or PDF generation

Share Refresh Now

Content with colleagues Refresh underlying source data

Favorite Scheduled Refresh

Add selected content to Favorites Set automated refresh schedule

More Options More Options

Contextual settings & options Contextual settings & options

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 POWER BI SERVICE WORKFLOW
WORKSPACE

Dataflows Semantic Model Reports Dashboards

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CONNECTING TO DATA

*Copyright Maven Analytics, LLC

 CONNECTING TO DATA

In this section we’ll cover different ways to connect to data in Power BI Service, and explore
tools like gateways, dataflows, and scheduled refresh

TOPICS WE’LL COVER GOALS FOR THIS SECTION

• Add new content by connecting to flat files or

Connection Options Importing Local Files publishing Power BI Desktop reports
• Connect data between a local computer or on-
Data Gateways Dataflows premises source to Power BI Service
• Build independent queries that can run within Power
Query in the cloud
Scheduled Refresh Automation
• Learn how to keep Power BI reports updated with
scheduled refresh

*Copyright Maven Analytics, LLC

 DATA CONNECTION OPTIONS

To bring data into Power BI Service, you can either discover existing content from OneLake or Apps, or
create new content by importing/uploading files, connecting to database sources, or building dataflows

DISCOVER CONTENT CREATE CONTENT

CSV / XLSX Database PBIX

OneLake New
• A data hub that’s integrated into every Fabric tenant and built on Azure • Use Semantic model to import data files like CSV and Excel files, or
Data Lake Storage Gen 2 manually enter or paste data
• OneLake can support any type of file, structured or unstructured, and • Connect Azure databases to Power BI to get analytics and report on
automatically stores all Fabric data, like data lakehouses, warehouses, & real-time insights
datamarts, in Delta-Parquet format

Apps Upload
• Collections of reports and dashboards, created by other people in your • Upload files like PBIX, CSV, and XLSX files from OneDrive, SharePoint, or
organization that you can discover and connect to your local file system (OneDrive & SharePoint require org. account)
• Build dataflows in Service and use Desktop to create a semantic model

*Copyright Maven Analytics, LLC

 LOADING A LOCAL FILE

Semantic model view

HEY THIS IS IMPORTANT!

Data imported from Excel
must be formatted as a table

*Copyright Maven Analytics, LLC

 SEMANTIC MODEL VIEW

MENU OPTIONS SHARE DATA

Manage permissions & settings, refresh, Grant access and share
share, explore, export and more the semantic model

MODEL DETAILS
Specific details about the
semantic model, including the
title, description and refresh date

EXPLORE DATA TABLE VIEW

Build visuals to explore your Select tables & columns
model, auto-create new reports, to explore, view, and
or create blank reports export data

RELATED ITEMS
Items that use the same data
source will populate here like
reports, dataflows & dashboards

*Copyright Maven Analytics, LLC

 ASSIGNMENT: LOADING A CSV FILE

Key Objectives
NEW MESSAGE
1. Create a new workspace, add a name and brief
From: David Schmitt (Lead Inspector) description, and set the license mode
Subject: Welcome to the team! 2. Load the Restaurant Inspection Data.csv file into the
workspace
Hey there – welcome aboard! 3. Answer the following questions:
I hope you’re having a great first week and starting to settle in.
• What are the 3 types of grades?
I have a small project for you. We’re trying to centralize our • What does the violation_status field contain?
reporting on the cloud – could you please create a company
workspace in Power BI Service, upload the attached inspections • How many facilities are included in the dataset?
data, and do some quick data profiling?

Thanks!
-Dave

Restaurant Inspection Data.csv

*Copyright Maven Analytics, LLC

 SOLUTION: LOADING A CSV FILE

Solution Preview
NEW MESSAGE

From: David Schmitt (Lead Inspector)

Subject: Welcome to the team!

Hey there – welcome aboard!

I hope you’re having a great first week and starting to settle in.

I have a small project for you. We’re trying to centralize our

reporting on the cloud – could you please create a company
workspace in Power BI Service, upload the attached inspections
data, and do some quick data profiling? What are the 3 types of grades?
• A, B, C
Thanks!
-Dave What does the violation_status field contain?
• Two text values “Out of Compliance” & “Violation”

How many facilities are included in the dataset?

Restaurant Inspection Data.csv
• 44,031 (distinct count)

*Copyright Maven Analytics, LLC

 DATA GATEWAYS

A Data Gateway acts like a bridge connecting on-premises data Power BI Service
sources to Power BI, without needing to move data to the cloud
✓ Connect various on-premises sources and systems
✓ Allows you to keep data securely on your network (no duplication)
✓ Enables options like scheduled refresh
✓ Works with other cloud services (Analysis Services, Data Factory, etc.) Data Gateway
✓ Ensures secure data transfer

Important limitations & considerations:

• Gateways are currently only supported for Windows machines
• To use scheduled refresh with Excel, your file must contain a data model

Local Data
(on-premises)

*Copyright Maven Analytics, LLC

 GATEWAY TYPES

There are two types of gateways in Power BI Service: Personal Mode and Standard Mode

PERSONAL MODE STANDARD MODE

• Power BI, Power Apps, Power Automate
Compatible cloud services Power BI • Azure Logic Apps, Azure Analysis Services
• Dataflows

Multi-user support

Runs as an app for non administrators

Runs as a single user

Import data & set up scheduled refresh

Direct Query support

Live connection to Analysis Services

PRO TIP:
Use the Standard Mode Gateway; it allows for everything the personal mode gateway does, supports multiple
cloud services, and can be shared with others in your organization

For information about specific system requirements head to: https://docs.microsoft.com/en-us/data-integration/gateway/service-gateway-install for details *Copyright Maven Analytics, LLC
 SETTING UP A GATEWAY

1 Select Data Gateway from the Download menu, or head directly to

powerbi.microsoft.com/gateway and click “Download Standard Mode” 2 Follow the installation instructions

3 Sign in using your Power BI Service credentials, then create a gateway name and recovery key
 CONFIRMING GATEWAY STATUS

To confirm the gateway status, click the gear icon and then select “Manage connections and gateways”
• Running gateways should be listed under “On-premises data gateways” with status “Online”

PRO TIP: If your gateway status shows , click the status icon for troubleshooting tips

*Copyright Maven Analytics, LLC

 DATAFLOWS

Dataflows are essentially cloud-based data pipelines (like Power Query in the cloud) that are used to
extract, transform, store, and integrate data from a wide variety of sources

Why Dataflows?
✓ Reuse queries across semantic models and other dataflows
✓ Run ETL (extract, transform & load) processes on specific schedules
✓ Create a centralized data warehouse to serve as a single source of truth
✓ Create, manage, and share reusable transformation logic

How are Dataflows Implemented?

1. Create and build dataflows in Power BI Service
2. Refresh dataflow in Power BI Service
3. Connect to a dataflow as the data source in Power BI Desktop

*Copyright Maven Analytics, LLC

 DATAFLOWS

1 CREATE 2 ACCESS 3 PUBLISH

Source data Tables
Applied Steps
(Power Query)

Marketing Web Traffic Leads

Targets Discounts Budget

Products Customers Employees

Sales Returns Inventory

Create the Dataflow in Service Access the Dataflow in Desktop Publish as a Semantic Model
Connect to a data source, apply From the Get data menu, select Dataflows After the dataflow is loaded via Power BI
transformations with Power Query, and as the data source, navigate to the Desktop, publish to Service and it will
save as a table workspace, and select the table to load appear as a new semantic model

*Copyright Maven Analytics, LLC

 DATAFLOW USE CASES

USE CASE #1 Create reusable transformation logic that can be shared across many semantic models
Single Dataflow Multiple Power BI Semantic models
• Need to use the same query across multiple reports?
Create a single dataflow and connect to it as a data
source, instead of creating a brand-new connection
and replicating your applied steps each time

USE CASE #2 Create scheduled refreshes to align with reporting cadence

• For example, schedule one dataflow to refresh at 8 am

for your internal KPI report, and another to refresh
weekly for your executive client dashboard

USE CASE #3 Create a single source of truth and centralize critical ETL processes

• Maintaining separate ETL processes across reports with

the same data is tedious, inefficient, and error-prone;
Dataflows allow you to create, manage, and QA those
processes in one central place

*Copyright Maven Analytics, LLC

 CREATING A DATAFLOW (LOCAL FILE)

1 Create a new dataflow* and choose a data source

*This dataflow creation process is specific to Dataflows Gen1. Dataflows Gen2 are a Fabric item and may not be available to everyone *Copyright Maven Analytics, LLC
 CREATING A DATAFLOW (LOCAL FILE)

2 Enter your connection settings and credentials

HEADS UP!
Access to OneDrive for Business is
required to upload files or enter a file
Type/paste the complete file path path to browse OneDrive
(without quotes/tick marks)

Select an installed, running gateway

Select the type of authentication

*Copyright Maven Analytics, LLC

 CREATING A DATAFLOW (LOCAL FILE)

2 Enter your connection settings and credentials

OPTION 1: Enter a Microsoft administrator account

username/password that can sign you in to all apps

NOTE: You may need to adjust your password settings by

heading to Account > Sign-in options (Windows 11)

Enter username
and password

(Windows Settings > Accounts > Email & Accounts)

*Copyright Maven Analytics, LLC

 CREATING A DATAFLOW (LOCAL FILE)

2 Enter your connection settings and credentials

OPTION 2: Type “whoami” in the Command Prompt &

press Enter to find your username

Enter username
and password
HEY THIS IS IMPORTANT!
If you use a PIN or physical biometric protection
(fingerprint or facial recognition) to access your computer,
you may need to use your Microsoft account password

*Copyright Maven Analytics, LLC

 CREATING A DATAFLOW (LOCAL FILE)

3 Use Power Query to clean, transform and shape your data prior to saving the Dataflow

Data Preview
Power Query Editor

*Copyright Maven Analytics, LLC

 CREATING A DATAFLOW (LOCAL FILE)

4 Name, save, and refresh your dataflow

Click Refresh now to “lock in” your dataflow

HEY THIS IS IMPORTANT!

Add a name and optional description,
You must refresh your dataflow before it
and save your dataflow
can be used as a data source in Power BI
Click Save & close to validate
and process the query

*Copyright Maven Analytics, LLC

 DATAFLOW INTERFACE

EDIT TABLES ADD TABLES

Opens Power Query in the cloud Add a new or linked
to enable edits & updates table to your dataflow

TABLE NAME
Expand to see a list of
columns in the table

EDIT TABLE PROPERTIES INCREMENTAL REFRESH

Opens Power Query in the cloud Add a description of the Configure an incremental refresh policy,
and links to selected entity to table/entity to provide including row storage and refresh
enable edits & updates additional context settings (requires Premium Workspace)

*Copyright Maven Analytics, LLC

 CONNECTING TO A DATAFLOW IN DESKTOP

Connect to a dataflow and load it as a semantic model in Power BI Desktop

*Copyright Maven Analytics, LLC

 ASSIGNMENT: CONNECTING TO A DATAFLOW

Key Objectives
NEW MESSAGE
1. Add all remaining tables to the Inspection Team
From: Susie Salt (Inspector) dataflow (calendar, city, inspector, region, restaurant
name and sanitary grade)
Subject: Dataflow build out
2. Save, close, and refresh the dataflow
Hey there! 3. Edit the Inspection Team dataflow and add the
I know you’ve been working with the team to start building our following transformations to the Calendar table
new report and reporting automation – exciting stuff! • Set Transaction_Date as a Date field
I’d love to start building the new report soon. Could you add the • Add new calculated columns for Year, Quarter of
rest of the data sources to the dataflow by the end of the week? Year, Month, Start of Year, Start of Month and
Start of Week
Thanks!
-Susie

*Copyright Maven Analytics, LLC

 ASSIGNMENT: CONNECTING TO A DATAFLOW

Key Objectives (cont.)

NEW MESSAGE
4. Add the follow transformations to the restaurant name &
From: Susie Salt (Inspector) sanitary grade tables
Subject: Dataflow build out • Promote first rows to header
• Refresh the dataflow from the Workspace view
Hey there!
5. Using the Restaurant Inspections workbook, connect to all
I know you’ve been working with the team to start building our remaining tables in the dataflow
new report and reporting automation – exciting stuff!
• Disable “automatically create relationships”
I’d love to start building the new report soon. Could you add the
• Connect to Inspection Team dataflow and import the
rest of the data sources to the dataflow by the end of the week?
6 tables created in objective 1
Thanks! • Save your work!
-Susie

*Copyright Maven Analytics, LLC

 SOLUTION: CONNECTING TO A DATAFLOW

Solution Preview
NEW MESSAGE

From: Susie Salt (Inspector)

Subject: Dataflow build out

Hey there!

I know you’ve been working with the team to start building our
new report and reporting automation – exciting stuff!

I’d love to start building the new report soon. Could you add the
rest of the data sources to the dataflow by the end of the week?

Thanks!
-Susie

*Copyright Maven Analytics, LLC

 CREATING A DATAFLOW (CLOUD DATABASE)

You can create dataflows from cloud database sources like Azure, AWS or Google Cloud

*Copyright Maven Analytics, LLC

 CREATING A DATAFLOW (LOCAL MYSQL)

You can create dataflows from locally hosted databases like MySQL Community Server

Local host address

and database name

Gateway running
on my computer

Username & password

for community server

HEY THIS IS IMPORTANT!

We won’t set up community server as part of this course; the purpose is to show that you can connect
to MySQL running on your computer and don’t need to pay for a cloud solution to store data in an RDS

*Copyright Maven Analytics, LLC

 GEN1 VS. GEN2 DATAFLOWS

Dataflow Gen2 is the new generation of dataflows (accessible from Data Factory) that coexist with
Power BI Gen1 Dataflows and include additional features and functionality

Dataflows (Gen1) Dataflows (Gen2)

Author dataflows with Power Query

Shorter authoring flow

Auto-save & background publishing

Data destinations (Azure, Lakehouse, Warehouse)

Improved monitoring & refresh history

Data pipelines integration

High-scale compute

Get Data via dataflows connector

Direct Query via dataflow connector

Incremental refresh

AI Insights support

For more detailed information about dataflow types visit: https://learn.microsoft.com/en-us/fabric/data-factory/dataflows-gen2-overview

 SCHEDULED REFRESH (DATAFLOW)

Scheduled refresh allows you to keep your Power BI reports up to date by automatically refreshing
dataflows based on a given frequency and schedule

Go to the Dataflows section

Set daily or weekly refresh

frequencies based on a time zone

Build your refresh schedule

(Pro licenses can add up to 8 refreshes
per day, PPU can add up to 48)

Configure failure notifications

Schedule refresh shortcut

*Copyright Maven Analytics, LLC

 SCHEDULED REFRESH (SEMANTIC MODEL)

You can also configure scheduled refresh for semantic models

Select semantic models to

configure a refresh schedule

Confirm semantic model & dataflow scheduled refreshes

are running properly (schedules align, errors, etc.)
Set a Frequency (daily or weekly), Time
Zone, and Time (half-hour increments)

PRO TIP: If you use both, offset the dataflow and

semantic model refresh schedule – if they run
concurrently the report may not reflect recent updates

*Copyright Maven Analytics, LLC

 PRO TIP: WORKSPACE FOLDERS

Workspace folders are a great way to organize similar types of content within a Power BI workspace

Create a new folder Select content types to move Access similar content from within the folder

*Copyright Maven Analytics, LLC

 EXAMPLE: REAL-WORLD AUTOMATION SETUP

Relational Database Service Virtual Cloud-based Computer Maven Analytics Tenant

Power BI Service

Amazon RDS Amazon EC2

MySQL Database Data Gateway Scheduled Refresh

MySQL database is installed and Data gateway is installed and running on a Power BI Service dataflows and semantic
accessible on a service in the cloud computer that is always on models configured with scheduled refresh

*Copyright Maven Analytics, LLC

 ASSIGNMENT: FINISHING THE SEMANTIC MODEL

Key Objectives
NEW MESSAGE 1. From the Model view, create relationships to connect the
Restaurant Inspection table to all lookup tables
From: Susie Salt (Inspector)
Subject: Completed Power BI model 2. Confirm that relationships are one-way and one-to-many,
and flow ”downstream” to the data table

Hey there - 3. From the Table view, set the facility_zip field in the
Restaurant Inspection table as a category
Happy Monday! I just got word from David and Samantha (the
Chief Inspector) that we need to have a first draft of the semantic 4. Create DAX measures to calculate the following (see text
model complete by this Friday. lesson for details):
I know it’s quick, but would you be able to wrap up your work in • [Total Inspections] and [All Inspections]
Power BI Desktop and publish to Service so we can start building • [% of All Inspections]
the visual elements? • [Prev. Month Total Inspections]
• [Total Violations] and [All Violations]
Thanks! • [% of All Violations]
-Susie • [Average Sanitary Grade] & [Prev. Month Avg Sanitary Grade]
• [Grade A Inspections], [Grade B Inspections], [Grade C Inspections]

5. Save & publish the completed workbook to Service

*Copyright Maven Analytics, LLC

 SOLUTION: FINISHING THE SEMANTIC MODEL

Solution Preview
NEW MESSAGE

From: Susie Salt (Inspector)

Subject: Completed Power BI model

Hey there -

Happy Monday! I just got word from David and Samantha (the
Chief Inspector) that we need to have a first draft of the semantic
model complete by this Friday.

I know it’s quick, but would you be able to wrap up your work in
Power BI Desktop and publish to Service so we can start building
the visual elements?

Thanks!
-Susie

*Copyright Maven Analytics, LLC

 KEY TAKEAWAYS

You can bring data into Service by discovering existing content from OneLake
or Apps, or creating new content by importing/uploading files, connecting to
database sources, or building dataflows

Data Gateways act like a bridge connecting on-premises data sources to Power
BI, without needing to move data to the cloud

Dataflows are cloud-based data pipelines that can be used to extract,

transform, store, and integrate data from a wide variety of sources

Scheduled refresh allows you to keep your Power BI reports up to date by

automatically refreshing dataflows on a given frequency and schedule

*Copyright Maven Analytics, LLC

REPORTS & DASHBOARDS

*Copyright Maven Analytics, LLC

 REPORTS & DASHBOARDS

In this section we’ll cover visuals, reports and dashboards in Power BI Service, along with
topics like data lineage, data modeling, alerts, natural language queries and quick insights

TOPICS WE’LL COVER GOALS FOR THIS SECTION

• Build and format visuals in Power BI Service

Data Lineage Reports & Dashboards
• Assemble new reports and dashboards
• Configure data-driven alerts when key metrics reach a
Natural Language designated threshold
Data Driven Alerts
Queries
• Use the natural language Q&A and quick insights tools
to explore and understand your data
Quick Insights Mobile Design
• Design a mobile-optimized report layout

*Copyright Maven Analytics, LLC

 DATA LINEAGE

Data lineage refers to the flow of data from its source to destinations like dashboards or apps

DATA SEMANTIC
SOURCES DATAFLOWS MODELS REPORTS DASHBOARDS APPS*
Individual data Cloud-based Power Data sources enriched Visuals built from a Compilation of Sharing and
source connections Query transformations & ready for reporting single semantic model reports & visuals distribution at scale

Dataflow 1 Semantic Model Report 1 Dashboard 1 App 1

Dataflow 2 Semantic Model Report 2

Dataflow 3

* Technically apps are not seen in a data lineage view, but it’s important to understand that they’re built from reports and dashboards *Copyright Maven Analytics, LLC
 DATA LINEAGE VIEW

Lineage view shows how data is linked across multiple data sources, workspaces, and dependencies

List View

Lineage View

*Copyright Maven Analytics, LLC

 DATA LINEAGE TOOLS

Shows the impact for the data Refreshes the dataflow or semantic Highlights the data lineage Opens a menu specific to the
source across the workspace model based on the selection path based on the selection lineage item selected

PRO TIP: Use the lineage path tool

to help diagnose errors in reports and
dashboards that get data from
multiple dataflows – this is especially
useful when sharing dataflows or
datasets across workspaces!

*Copyright Maven Analytics, LLC

 REPORT VIEWS

Reading View Editing View

For exploring, filtering, and pinning tiles and pages to dashboards For editing, modifying, and creating report visuals

Pages (Navigate between Report Pages (Just like Power BI Desktop,

different pages in your report) each serves as a blank reporting canvas)

Filters Pane (Visual-Level, Page-Level, Visualization & Formatting Options (Charts, Slicers, Maps, Matrices, etc.)
Report-Level & Drill through Filters)
Filters Pane (Drill through Filters)

*Copyright Maven Analytics, LLC

 REPORT READING TOOLS

Launch & share to Open a new data Launch Report

Microsoft Teams exploration window Editing mode

Additional Menu options

Reset to author’s default view

Add Personal Bookmarks

Change View, contrast, & visual type

Refresh, Comment, & add to Favorites

*Copyright Maven Analytics, LLC

REPORT EDITING TOOLS

From the data model in Service, you can add or edit semantic model
components like relationships, DAX measures, roles, etc.

NOTE: This feature must be enabled within your tenant

*Copyright Maven Analytics, LLC

REPORT EDITING TOOLS

Insert text, shapes, buttons,

slicer actions and navigation

*Copyright Maven Analytics, LLC

BUILDING & FORMATTING CHARTS

The Build menu in the visualization pane allows you to change

the visual type, import new visuals, and add data to customize
chart components (x-axis, y-axis, legend, tooltips, etc.)
• This is a contextual menu, so you will only see options which
are relevant to the selected visual
• You can build visuals by either inserting a specific chart type
and adding data, or by dragging a field from the Data pane
onto the canvas

HEY THIS IS IMPORTANT!

Depending on where you choose to build your visuals (Power BI Desktop or
Service), your options and menu settings may vary

*Copyright Maven Analytics, LLC

BUILDING & FORMATTING CHARTS

The Format menu allows you to quickly add common chart

elements (title, axis labels, data labels, legends, etc.) and
access additional options and properties in the Format pane
• This is a contextual menu, so you will only see options which
are relevant to the selected visual

The Analytics menu allow you to enhance visualizations and

provide deeper insight by adding analytics features (reference
lines, forecasting, trend lines, statistical summaries, etc.)
• This is a contextual menu, so you will only see options which
are relevant to the selected visual

*Copyright Maven Analytics, LLC

 PRO TIP: ADDING IMAGES

Adding images to reports is simple in Power BI Desktop, but more complicated in Service

1 Select any visual with plot area (bar, line,

area, etc.) add a dimension to the axis 2 Add an image from file to the plot area
(format pane) and change Image Fit to “Fill” 3 Remove attributes like titles and labels,
format the background and resize as needed

PRO TIP: If you plan to use images in your reports, add them in Power BI Desktop first

*Copyright Maven Analytics, LLC

 ASSIGNMENT: BUILDING THE REPORT

Key Objectives
NEW MESSAGE
1. Create a new Inspections & Violations report page in
From: Dillan Krueger (Inspector) Service, based on the following sketch:
Subject: Let’s build this report!

Hey there -

Susie let me know that you were able to build the data model
and measures and publish the semantic model to Service last
week – nice work!

Do you think you can build out the Restaurant Inspections report
based on our whiteboard session last week (see attached), and
include a second page with zip code-level detail?

Thanks!
-Dillan

Report planning white board.png

*Copyright Maven Analytics, LLC

 ASSIGNMENT: BUILDING THE REPORT

Key Objectives
NEW MESSAGE
1. Create a new Inspections & Violations report page in
From: Dillan Krueger (Inspector) Service, based on the following sketch:
Subject: Let’s build this report! • Logo, slicers for date and inspector name, and KPI cards
for current month inspections and avg. sanitation grade

Hey there - • Bar chart showing inspection volume by County, with the
ability to drill down to restaurant name
Susie let me know that you were able to build the data model • Decomposition tree analyzing violations, explained by
and measures and publish the semantic model to Service last County and description, and % of violations on tooltips
week – nice work!
• Column chart showing violations by month, Map showing
Do you think you can build out the Restaurant Inspections report violations by zip code, and donut chart showing grades
based on our whiteboard session last week (see attached), and
2. Create a Zip Code Detail page and add the following:
include a second page with zip code-level detail?
• Slicer for facility region
Thanks!
• Azure Map with facility state zip code on Location and
-Dillan
Number of Violations on Size
• Column chart showing violations by month
Report planning white board.png

3. Adjust formatting and layout as you see fit

*Copyright Maven Analytics, LLC

 SOLUTION: BUILDING THE REPORT

Solution Preview
NEW MESSAGE

From: Dillan Krueger (Inspector)

Subject: Let’s build this report!

Hey there -

Susie let me know that you were able to build the data model
and measures and publish the semantic model to Service last
week – nice work!

Do you think you can build out the Restaurant Inspections report
based on our whiteboard session last week (see attached), and
include a second page with zip code-level detail?

Thanks!
-Dillan

Report planning white board.png

*Copyright Maven Analytics, LLC

 PRO TIP: ADDING PERSONAL BOOKMARKS

Personal bookmarks capture static states of a visual or report page

• They work exactly like bookmarks in Power BI Desktop, except that they are accessible only by you
• Bookmarks can be created from the report reading and editing views

Reading view

Editing view

*Copyright Maven Analytics, LLC

 PINNING TILES TO A DASHBOARD

Pinning tiles allows you to pin visuals from multiple reports into a single consolidated dashboard

Why no pin??
- Annoyed llama

HEY THIS IS IMPORTANT!

Slicers cannot be pinned individually to a dashboard but
can be pinned as part of a live page (more on that soon!)

*Copyright Maven Analytics, LLC

 PINNING LIVE PAGES

Pinning a live page allows you to pin an entire report to a dashboard, rather than individual visuals

PRO TIP: Pinning a live page will import slicers, preserve

functionality, and reflect any updates to the report

*Copyright Maven Analytics, LLC

 THE DASHBOARD INTERFACE

TOOLBAR
ASK A QUESTION Add new tiles, add/view
Use natural language to generate comments, subscribe, share, set
new tiles in the dashboard as featured dashboard, etc.

*Copyright Maven Analytics, LLC

 DASHBOARD TOOLS

Share via
Microsoft Teams

*Copyright Maven Analytics, LLC

 PRO TIP: EMBEDDING WEB CONTENT

Update the URL in the code

below to include your website

<iframe width="100%" height="100%"

src=https://www.mavenanalytics.io
frameborder="0" allowfullscreen></iframe>

PRO TIP: You can tweak the HTML code to customize the style of your embedded content(see Microsoft Docs for options)

*Copyright Maven Analytics, LLC

 ASSIGNMENT: ASSEMBLING A DASHBOARD

Key Objectives
NEW MESSAGE

From: Samantha Cook (Chief Inspector)

Subject: Dashboard for the team

Hey there –

Dillan shared the report you put together, and I’m impressed!

I’d love to create a single, cohesive dashboard that includes

some visuals from each report page. Based on this rough sketch
(attached), could you please take a stab at building the
dashboard and share with the team when it’s ready?

Cheers!
-Samantha

Dashboard layout ideas.png

*Copyright Maven Analytics, LLC

 ASSIGNMENT: ASSEMBLING A DASHBOARD

Key Objectives
NEW MESSAGE
1. Pin the Zip Code Detail page as a live page to the
From: Samantha Cook (Chief Inspector) Restaurant Inspections dashboard
Subject: Dashboard for the team 2. Pin the following tiles to the dashboard:
• Current Month Inspections KPI card
Hey there –
• Avg. Sanitation Grade KPI card
Dillan shared the report you put together, and I’m impressed!
• Sanitation Grade donut chart
I’d love to create a single, cohesive dashboard that includes • Inspection Volume by County bar chart
some visuals from each report page. Based on this rough sketch
(attached), could you please take a stab at building the 3. Arrange and resize the tiles as you see fit
dashboard and share with the team when it’s ready?

Cheers!
-Samantha

Dashboard layout ideas.png

*Copyright Maven Analytics, LLC

 SOLUTION: ASSEMBLING A DASHBOARD

Solution Preview
NEW MESSAGE

From: Samantha Cook (Chief Inspector)

Subject: Dashboard for the team

Hey there –

Dillan shared the report you put together, and I’m impressed!

I’d love to create a single, cohesive dashboard that includes

some visuals from each report page. Based on this rough sketch
(attached), could you please take a stab at building the
dashboard and share with the team when it’s ready?

Cheers!
-Samantha

Dashboard layout ideas.png

*Copyright Maven Analytics, LLC

 DATA-DRIVEN ALERTS

Data-driven alerts can be used to notify you when a metric reaches a designated threshold

To add a new alert, click the ellipsis next to Create and configure your alert with a name,
a dashboard tile and select Manage alerts condition threshold, and notification cadence

Create a new alert

Activate and name

the new alert

Set condition, threshold, and

HEY THIS IS IMPORTANT! notification frequency
Alerts can ONLY be configured
with gauge charts, KPI cards or
cards, and do not work with live
pinned report pages

Save and close

*Copyright Maven Analytics, LLC

 ASSIGNMENT: ADDING ALERTS

Key Objectives
NEW MESSAGE
1. Create a new data-driven alert on the Average Sanitation
From: Brent Finnegan (Inspector) Grade KPI card
Subject: Can we set up some alerts? • Add an alert title, set the condition, and choose a
frequency of “at most every 24 hours”
Hey there –
2. Create a second alert to notify the team when monthly
I’ve been chatting with some of the other inspectors, and it inspections exceed 6,500
would be great if we could set up a notification to alert us when
the average sanitation grade drops below 92. • Add an alert title, set the condition, and choose a
frequency of “at most every 24 hours”
I’d also love to set up an alert to notify us if we exceed 6,500
inspections in a month, so that we can think about expanding
our crew.

Thank you!
-Brent

*Copyright Maven Analytics, LLC

 SOLUTION: ADDING ALERTS

Solution Preview
NEW MESSAGE

From: Brent Finnegan (Inspector)

Subject: Can we set up some alerts?

Hey there –

I’ve been chatting with some of the other inspectors, and it

would be great if we could set up a notification to alert us when
the average sanitation grade drops below 92.

I’d also love to set up an alert to notify us if we exceed 6,500

inspections in a month, so that we can think about expanding
our crew.

Thank you!
-Brent

*Copyright Maven Analytics, LLC

 NATURAL LANGUAGE Q&A

Natural language Q&A allows you to explore and visualize your data using text prompts

I wonder which 10 restaurants have the most violations?

- Man with question

You can even pin Q&A visuals straight to the dashboard!

PRO TIP: Improve Q&A performance

by adding synonyms or training it on
actual questions and responses

*Copyright Maven Analytics, LLC

 QUICK INSIGHTS

Quick insights automatically searches for trends and patterns in your semantic model to produce AI-
generated insights and visuals (up to 32 cards)

HEY THIS IS IMPORTANT!

Quick insights aren’t available for reports or
dashboards using Roles (RLS) or Direct Query

*Copyright Maven Analytics, LLC

 MOBILE LAYOUT

Mobile layout allows you to design reports that are optimized for the Power BI mobile app
• You cannot build content within the Mobile Layout view; you need to build in Web Layout and assemble select
visuals to share via the Power BI mobile app

*Copyright Maven Analytics, LLC

 POWER BI MOBILE APP

Power BI’s mobile app allows you interact, view, share, comment, and collaborate on the go

Interact, explore & view dashboard or reports

• Interact with report visuals and filters, or use
Q&A features to discover new insights

Share dashboards or reports from your phone

• Share links to workspace reports and dashboards
to anyone else with a Pro account

Draw & comment anywhere on your screen

• Add annotations that you can share with your
team using text, drawings, icons and more

Notify users & set alerts when metrics change

• Get notifications based on any alerts you’ve
configured, or when you’ve been @mentioned

*Copyright Maven Analytics, LLC

 APP FUNCTIONALITY

INTERACT SHARE DRAW NOTIFY

*Copyright Maven Analytics, LLC

 KEY TAKEAWAYS

You can create and format new visuals and reports in Power BI Service, and
assemble (or pin) them into centralized dashboards

Data-driven alerts allow you to send notifications when key metrics reach a
designated threshold

Natural language Q&A and Quick Insights tools allow you to explore your data
and create AI-generated insights and visuals

The mobile layout view allows you to reorganize report tiles to optimize for
viewing on the Power BI mobile app

*Copyright Maven Analytics, LLC

SHARING & COLLABORATION

*Copyright Maven Analytics, LLC

 SHARING & COLLABORATION

In this section we’ll cover the sharing and collaboration options in Power BI Service,
including publishing apps, publishing to web and monitoring usage reports

TOPICS WE’LL COVER GOALS FOR THIS SECTION

• Share reports and dashboards to collaborate with

Sharing & Viewing Sharing Workspaces other users in Power BI Service
• Distribute published apps across an organization
Publishing Apps Publishing to Web
• Learn how to publish public content to the web
• Review tools and reports to monitor how reports in
Usage Reports Service are being used

*Copyright Maven Analytics, LLC

 SHARING OPTIONS

Ideal for quickly exporting reports or dashboards as static PDFs

1 Print or Export a Report or PowerPoint documents (great for handouts!)

Best for sharing individual pieces of content, especially when

2 Share Reports or Dashboards recipients only need to view and interact with content (not edit)

Easiest way to collaborate with a team by sharing ownership and

3 Share a Workspace management of all content (datasets, reports, dashboards, etc.)

Great for distributing content to large groups or teams, and for

4 Publish an App publishing specific sets of datasets, reports or dashboards

Used for securely embedding content to a website you own

5 Embed Securely Online through SharePoint Online, via URL, or iframe

Only use the Publish to Web option if you want your content to be
6 Publish to Web publicly visible to anyone online (use with caution!)

*Copyright Maven Analytics, LLC

 SHARING OPTIONS

Reports Dashboards Apps

INDIVIDUALS TEAMS ORGANIZATIONS

PRO TIP: When sharing reports & dashboards, the maximum number of recipients is 100 at a time (or
500 total); if you need to share with more than 100 recipients, split into multiple sends or user groups

*Copyright Maven Analytics, LLC

 VIEWING RIGHTS

When a developer shares a report or dashboard or publishes an app, users must have either a paid
license (Pro or PPU) or access to a premium capacity (Premium, Fabric) to view the content

Shares
Developer

Views
Pro License? YES
User
NO

Premium
YES
Capacity?

NO HEY THIS IS IMPORTANT!

Users with Pro licenses can share content with
No Access PPU users, but not the other way around

*Copyright Maven Analytics, LLC

 USER ROLES & PERMISSIONS

Workspace user roles let you assign permissions to customize how your team can collaborate

VIEWER CONTRIBUTOR MEMBER ADMIN

• “Read-only” access level • Publish, create, edit, and All Contributor rights, plus: All Member rights, plus:
delete content
• View workbooks, reports, • Add members or users with • Update/delete workspaces
and dashboards • Can’t add people to new lower permission levels
roles or modify members • Add or remove other users
• Can’t access datasets, • Publish and update apps (including admins)
dataflows, or edit content • Can share if the content has
been previously shared but • Share an item or app
• Used when implementing can’t share new content
row-level security roles • Allow others to reshare

*Copyright Maven Analytics, LLC

 PUBLISHING APPS

You can publish reports or dashboards as apps to allow large groups of people (both internal and
external to your organization) to access them

Create app from within a workspace: 1 SETUP 2 CONTENT 3 AUDIENCE

In the Setup tab, name the app, add a In the Content tab, add new content In the Audience tab, add individuals, groups,
description, logo, and color theme from your workspace and set the or entire organizations to the App
navigation order

*Copyright Maven Analytics, LLC

 PUBLISHING APPS

After publishing an app, it can be accessed from the main navigation pane or via direct link

Menu options allow users to do things like print, share and export, explore the
data, add comments, subscribe, favorite, edit (permissions depending), etc.

*Copyright Maven Analytics, LLC

 PUBLISHING TO WEB

Publish to Web allows you to host reports online for public access

Pay Attention to this Warning!

You are about to make the report 100%
accessible to anyone on the internet

Head to Settings > manage embed codes to

manage & delete Publish to Web embed codes

*Copyright Maven Analytics, LLC

 PRO TIP: USAGE METRICS REPORTS

Usage metrics reports monitor how your dashboards and reports are being used

Make sure
this is on!
• REPORT USAGE
Displays metrics like opens, views,
viewers, users, etc.

• REPORT PERFORMACNCE
Displays typical open time, browser,
device, etc.

• REPORT LIST
Shows key metrics by report across
the entire workspace

• FAQ
Terms and calculation definitions,
links to additional info, etc.

PRO TIP: Choose “Save report as” from the file menu to access the underlying data and build a custom report

*Copyright Maven Analytics, LLC

 ASSIGNMENT: SHARING & COLLABORATION

Key Objectives
NEW MESSAGE
1. Export the Restaurant Inspections report to Power Point
From: Brent Finnegan (Inspector) using the “embed live data” option
Subject: Interactive Power Point slides • Add both report pages (Inspections & Violations
and Zip Code Detail) to the presentation
Hey there – • What do you notice about the Zip Code Detail page?
Need some help prepping for a meeting next week. Not
everyone has access to our Power BI reports, so I’m hoping you
can share an interactive version of the Restaurant Inspections
report via Power Point.

Thank you!
-Brent

*Copyright Maven Analytics, LLC

 SOLUTION: SHARING & COLLABORATION

Solution Preview
NEW MESSAGE

From: Brent Finnegan (Inspector)

Subject: Interactive Power Point slides

Hey there –

Need some help prepping for a meeting next week. Not

everyone has access to our Power BI reports, so I’m hoping you
can share an interactive version of the Restaurant Inspections
report via Power Point.

Thank you!
-Brent

*Copyright Maven Analytics, LLC

 KEY TAKEAWAYS

Sharing workspaces allows you to collaborate with team members and assign
user-level roles and permissions

Publishing an app is the best way to distribute content to large audiences, both
within and external to your organization

Publishing to web allows you to share non-sensitive reports or dashboards

with the general public

Usage metrics reports provide metrics to help you monitor report consumption
and see how they are being used
*Copyright Maven Analytics, LLC
ROW-LEVEL SECURITY

*Copyright Maven Analytics, LLC

 ROW-LEVEL SECURITY

In this section we’ll cover roles and row-level security (RLS), which are used to restrict data
access to users at the row level and limit what they’re able to view

TOPICS WE’LL COVER GOALS FOR THIS SECTION

• Create static roles to filter data based on an

Static RLS Dynamic RLS individual’s role or responsibilities
• Dynamically create roles for your organization with
RLS in Service the USERPRINCIPALNAME function
• Learn how to apply roles in the service to configure
what content users can and cannot access

*Copyright Maven Analytics, LLC

 ROW-LEVEL SECURITY

Row-level security (RLS) allows you to control who can see specific data within a report, based on rules that you
configure for individual users or groups

1 CREATE 2 TEST 3 DEPLOY

PRO TIP: Object-level security is possible (i.e. filtering columns or tables) but requires 3rd party tools like Tabular Editor

*Copyright Maven Analytics, LLC

 STATIC ROW-LEVEL SECURITY

Static roles allow you to define filtered views for specific audiences using simple DAX statements
• This is not the same as creating a bookmark or pre-filtered view; roles filter data out of your model to limit the
information that certain audiences can access
• Static roles can be built in Power BI Desktop or Service, but can only be implemented within Power BI Service

HEY THIS IS IMPORTANT!

DAX expressions used to define roles must
use expressions that filter rows, and cannot
reference a column, table or measure alone

*Copyright Maven Analytics, LLC

 VIEWING AS ROLES

View as roles allows you to test row-level security settings and confirm that data is filtering properly
before publishing to Power BI Service

*Copyright Maven Analytics, LLC

 DYNAMIC ROW-LEVEL SECURITY

You can create dynamic roles for specific lists of users with the DAX function USERPRINCIPALNAME
• This DAX function requires you to add an additional table into your data model
• Dynamic roles can be built in Power BI Desktop or Service, but can only be implemented within Power BI Service

This dynamic role will filter

by the users in this table

*Copyright Maven Analytics, LLC

 USERPRINCIPALNAME

Returns the user's principal name, typically the user email address
USERPRINCIPALNAME() (e.g. [email protected])

= USERPRINCIPALNAME( )

USERPRINCIPALNAME has no parameters

Example: [Email] = USERPRINCIPALNAME()

HEY THIS IS IMPORTANT!

User Principal Name looks like an email address, but
technically it’s a combination of three items:
1. Person’s username (i.e. aaronp)
2. “@” symbol
3. Company domain (i.e. maven inspectional services)

*Copyright Maven Analytics, LLC

 APPLYING RLS IN SERVICE

Once a security role is defined, it can be applied to users with Viewer permissions in Power BI Service

1 Confirm that users assigned to RLS roles

have Viewer access 2 Add users or groups to the RLS rule and test by viewing as roles

HEY THIS IS IMPORTANT!

If a user is assigned as an Admin, Member,
or Contributor, RLS will not work

*Copyright Maven Analytics, LLC

 ASSIGNMENT: ROW-LEVEL SECURITY

Key Objectives
NEW MESSAGE
1. Create a new RLS role to give David the access he needs
From: David Schmitt (Lead Inspector) • Name the role “Lead Inspector”
Subject: Report permissions update
• Validate the DAX code and save the role

Hey! I have a quick request that I think you can help solve. 2. Test the role in Power BI Desktop
Samantha wants me to work on improving sanitation grades for
• Check the Report & Data views that the data is
regions 1-8, but right now I only have access to data for region 6.
filtering as expected
She gave me the green light to access data for the additional
regions – could you please update my permissions when you get 3. Publish to Power BI Service and use “view as role” to
a chance? confirm the role is working properly
Thanks! • SPOT CHECK: the slicer on the “Zip Code Detail”
-Dave
page should only show Facility Regions 1-8

*Copyright Maven Analytics, LLC

 SOLUTION: ROW-LEVEL SECURITY

Solution Preview
NEW MESSAGE

From: David Schmitt (Lead Inspector)

Subject: Report permissions update

Hey! I have a quick request that I think you can help solve.

Samantha wants me to work on improving sanitation grades for

regions 1-8, but right now I only have access to data for region 6.

She gave me the green light to access data for the additional
regions – could you please update my permissions when you get
a chance?

Thanks!
-Dave

*Copyright Maven Analytics, LLC

 KEY TAKEAWAYS

Set up static roles to configure access for small teams or individual users,
without having to use complex logic or add new tables to the model

Use dynamic roles roles with USERPRINCIPALNAME for handling access for
larger teams, or cases where team members change frequently

Always test your security roles to confirm that data is filtering properly,
and remember that users must have Viewer permissions for RLS to apply

*Copyright Maven Analytics, LLC

SERVICE ADMINISTRATION

*Copyright Maven Analytics, LLC

 POWER BI SERVICE ADMINISTRATION

In this section we’ll provide an overview of the core Power BI administration roles, review
admin settings and options, and introduce common tenant settings

TOPICS WE’LL COVER GOALS FOR THIS SECTION

• Learn common admin roles along with their

Admin Roles Admin Portal capabilities and responsibilities
• Manage and enable features and functionality
Tenant Settings Customization for your organization
• Practice configuring a Power BI tenant

*Copyright Maven Analytics, LLC

 ADMIN ROLES

There are multiple types of admin roles, each with a specific set of capabilities and responsibilities

Admin roles related to Power BI: Scope & Admin Role Tasks Typical Role

Microsoft O365
MS O365 admins can manage, configure -Unlimited access to all organizational features
Global Admin
and monitor Microsoft 365 services -Assigns roles to other users

-Manage subscriptions
Billing Admin
-Purchase Licenses
IT / Business Owner
Power Platform & Fabric admins have full License Admin -Assign or remove licenses for users
access to all MSFT Fabric management tasks -Create and manage users and groups
User Admin
-Reset user passwords

Power Platform &

Capacity admins can create, manage and Fabric
restart Embedded capacity -Full access to MSFT Fabric management tasks
IT / Director /
Power Platform or -Enable & disable Microsoft Fabric features
Manager /
Fabric administrator -Report on usage & performance
Team Lead
-Review & manage auditing

Capacity
-Assign workspaces to the capacity
-Manage user permission to the capacity IT / Director /
Power BI Premium Admin
-Manage workloads to configure memory usage Team Lead
-Restart the capacity

* For more detailed information about admin roles and types visit: https://learn.microsoft.com/en-us/fabric/admin/microsoft-fabric-admin *Copyright Maven Analytics, LLC
 ADMIN PORTAL

The admin portal allows you to:

• Configure your tenant settings
• Monitor usage across your organization
• Manage users and access audit logs (O365 admin center)
• Set capacity settings for Power BI Premium, Embedded, Trial & Fabric
• Manage, View, and Edit the following:
• Embed Codes
• Organizational visuals
• Workspaces
• Featured Content
• Apply custom branding
• Monitor data protection metrics and sensitivity labels (Purview & Defender)

HEY THIS IS IMPORTANT!

Admin tools aren’t available to everyone! You may need to
request access from an administrator within your organization

*Copyright Maven Analytics, LLC

 TENANT SETTINGS

Tenant settings provide options to manage, configure, control, and deploy various capabilities and
features within Power BI Service

Tenant settings categories:

• Microsoft Fabric settings • Audit & usage Settings • Datamart settings
• Help & support settings • Dashboard Settings • Data model setting
• Domain management settings • Developer settings • Quick measure suggestions
• Workspace settings • Admin API settings • Scale-out settings
• Information protection (additional licensing • Gen1 dataflow settings • OneLake settings
required) •
• Template app settings Git integration
• Export & sharing settings •
• Q&A Settings Copilot & Azure OpenAI Service
• Discovery settings •
• Semantic model security Preview, new, and updated options
• App settings • Advanced networking
• Integration Settings (XMLA endpoints, ArcGIS • Metrics settings
maps, SSO, OneLake, etc.) HEY THIS IS IMPORTANT!
• User experience experiments
• Power BI, R, and Python visuals Some tenant settings may expose your organization
• Insights settings to risk. Always configure your tenant to align with
your org’s security policies and best practices!

*Copyright Maven Analytics, LLC

 CUSTOM BRANDING

Custom branding allows you to personalize the look and feel of your organization’s Power BI tenant

Logo – Add your company or client logo to the top

left corner of the navigation pane

Cover Image – Add a cover image to feature on the

Power BI Service home screen

Theme Color – Customize the background color of

the top navigation bar across all pages

*Copyright Maven Analytics, LLC

 HELP & SUPPORT SETTINGS

Help and support settings allow you to add custom URLs to the Power BI help menu to navigate users in
your organization to internal resources

Add URLs that your team members can use

to access internal resources, including:
• Training documentation
• Discussion forums
• Licensing requests
• Help / support desk

*Copyright Maven Analytics, LLC

 FEATURED CONTENT

Featured content allows you to showcase or feature reports on your Power BI Service home page

Featured content appears in the “Featured” section on the home page

Enable Feature on Home

in report settings

PRO TIP: Not seeing your featured content? You may

need to switch the Home view from Simplified to Expanded

*Copyright Maven Analytics, LLC

 KEY TAKEAWAYS

There are multiple types of Power BI admin roles, each with a specific set of
capabilities and responsibilities

Tenant settings provide options to manage, configure, control, and deploy

various capabilities and features within Power BI Service

You can customize your Power BI tenant by linking internal documentation and
resources, featuring reports on your homepage, or adding custom branding

Always adhere to security policies and best practices, as some admin

settings can expose your organization to risk

*Copyright Maven Analytics, LLC

 LEARN ON!
THANK YOU!