Creating app workspaces to share content with others in Power BI
Part four of a five-part series of blogs

You can package reports, datasets and dashboards into app workspaces, and share these with other people in your organisation and beyond (these used to be called content packs). This blog explains how to do this, and why you'll need Power BI Pro to do so.

  1. An introduction to app workspaces
  2. Creating an App Workspace
  3. Adding content to an app workspace
  4. Viewing a shared app workspace, and publishing apps (this blog)
  5. How to import apps, whether created by your organisation or another company

This blog is part of a much longer series, which together comprise a full online training course in Power BI Service.  You can see get details of our classsrom Power BI training courses here.

Posted by Andy Brown on 03 July 2017

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Viewing a shared app workspace, and publishing apps

Once you've created an app workspace, there are two ways in which others can view it: directly, or by getting an app that you've published.  The two ways are shown under separate headings below.

Viewing app workspaces

Sadly, you don't just need Power BI Pro to create an app workspace; you also need to spend money to view it.  In the app workspace I created, I granted viewing access to my best friend, trainer2:

Email access

I even made him (or was it her?  I can never remember) an administrator.

When I log on as this person, I can see the app workspace:

App workspace

It's within touching distance ... !

However, when I click on this I get the same story:

Power BI Pro

You need Power BI Pro to view an app workspace, sadly.

So you can create reports easily enough, but to share them you need to fork out for a Power BI Pro licence.

Publishing Apps

For this example, I've created an app workspace called WOL app - here's what this looks like:

Workspace contents

The workspace includes 2 reports, 2 datasets and a dashboard.

Rather than sharing this app workspace with others in your company, a better idea might be to publish your app and then invite others to get it:

Publishing app

To publish an app, click on this icon at the top right of Power BI Service while editing it.

 

You can now choose a description for your app, and a background colour:

App name

I've gone for corporate Wise Owl brown ...

 

Click on the Content tab to choose which page will appear when people first go to your app:

Landing page choice

I've decided that people should see the management summary first.

 

Click on the Access tab to choose whether to let specific people get your app, or anyone in your organisation:

Entire organisation sharing

You can choose individual people, or (as here) let anyone get your app.

 

When you've finished, click on Finish:

Finishing publishing an app

I like the little icons showing me that (in this case) I have 1 dashboard, 2 reports, no workbooks and 2 datasets!

 

You then need to accept the scary message:

Publish your app

Surely this is the whole idea of publishing?

People can now view your app via the URL supplied:

Copying the app URL

You can copy the app's URL and email it to someone, or they can get the app as shown below.

Another person in your company can now choose to get your app:

Getting an app

Anyone in your organisation can choose to get your app like this.

 

Whichever way you choose to view or get an app, you'll see this message if you haven't got Power BI Pro:

Power BI Pro

You'll need at least a trial version of Power BI Pro to continue!

There's more about using apps to share reports and dashboards in my separate blog on sharing in Power BI Service.

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