Power BI workspaces

Power BI workspaces represent the most used metadata in Power BI. It contains for example reports and data sets. If you want a full ingestion, you have to make sure that the lineage harvester can access all metadata in your Power BI workspaces. Consider the following:

All Power BI workspaces that you want to ingest into Data Catalog must be a part of the Power BI Premium dedicated capacity.
Depending on the authentication type, you must have specific roles and permissions to access the metadata in the Power BI workspaces.
You can only fully ingest new Power BI workspaces. This means that classic workspaces and My Workspace in Power BI are not supported.

Tip Use the Power BI <source ID>_filter configuration file to filter on Power BI workspaces.

Note To ingest Power BI dataflows:

You need access to the Power BI environment in which the data flow is stored.
The data set in the data flow must exist in a premium workspace.

Power BI Premium dedicated capacity

The lineage harvester accesses data sets in Power BI's dedicated capacity, via the new Microsoft scanner APIs. As a result, you must add all Power BI workspaces that you want to ingest into Data Catalog to the dedicated capacity.

The following subscriptions offer access to dedicated capacities:

A Power BI Premium subscription.
A Power BI Premium Per User subscription.
A Power BI Pro subscription with Power BI Embedded subscription in Microsoft Azure
Tip If you have a Power BI Pro subscription, you don't automatically have access to dedicated capacities. As a result, some metadata may be skipped when harvesting the Power BI metadata and not all Power BI assets are created in Data Catalog. You can prevent that by purchasing a Power BI Embedded subscription in Microsoft Azure or upgrading to Power BI Premium.

Once you have access to dedicated capacities, you can add the Power BI workspaces that you want to ingest to them:

Via the Power BI Admin portal.
Via the Power BI workspace in Power BI.

Tip For more information about adding Power BI workspaces to a dedicated capacity, see the Power BI documentation.

Workspace states

On Power BI Workspace asset pages, you can include the attribute type State, to show the state of ingested Power BI workspaces, for example Active, Orphaned or Deleted. To do so, you have to edit the global assignment of the Power BI Workspace asset type and assign the attribute type State.

For complete information on Power BI workspaces and possible states, see the Microsoft Power BI documentation.

Tip If you only want to see Power BI workspaces that have the state Active:

Ensure that the attribute type State is assigned to the Power BI Workspace asset type via the global assignment.
Go to the Global view, and then create an advance filter and filter by the following clauses:
1. Asset type equals Power BI Workspace
2. Characteristic State equals Active.

Deleted workspaces

If you delete a Power BI workspace, the workspace is maintained for a 90-day grace period, during which a Power BI administrator can restore the workspace. During the grace period, the workspace has the state Deleted. When you ingest Power BI metadata in Data Catalog, this deleted workspace is ingested.

When the grace period elapses, the state of the workspace becomes Removing, for a short time, while it is being permanently removed. The state then becomes Not found. At this point, as the workspace no longer exists in Power BI, the Power BI Workspace asset in Collibra will also be deleted upon the next synchronization.

Why are deleted workspaces ingested?

Let's image that you ingest a Power BI workspace with the Active state and that over time, you add comments, tags and characteristics to the asset in Collibra. Now let's imagine that the workspace is deleted in Power BI and we do not ingest the deleted workspace. In this case, the Power BI Workspace asset in Collibra is deleted upon the next synchronization. But what if the Power BI administrator decides, during the 90-day grace period, to restore the workspace in Power BI? Upon the next synchronization, a new Power BI Workspace asset is created in Collibra, but all of the comments, tags and characteristics that were part of the deleted asset are lost.

By ingesting deleted Power BI workspaces, we safeguard against losing any of the additional information on the Power BI Workspace asset, in case a Power BI administrator decides to restore a workspace during the grace period.