Power BI workspaces represent the most used metadata in Power BI. They contain, for example, reports and data sets. If you want a full ingestion, you have to make sure that the Power BI harvester can access all metadata in your Power BI workspaces. Consider the following:
- 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 You can filter on Power BI workspaces in the Power BI configuration file.
Roles and permissions
Depending on the authentication type that you want to use, you also require additional permissions in the Power BI workspaces to access the Power BI metadata.
- In case of username / password authentication, the Azure Active Directory user with a Power BI admin role in Power BI must have the Contributor role in the Power BI workspaces you want to ingest.
- In case of Service Principal authentication, you have to add the Active Directory security group to which you added the Service Principal to your Power BI workspaces. The Power BI workspaces you want to ingest must have the Contributor role in the Power BI security group.
Ingesting 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.
Viewing workspace states in Collibra
On Power BI Workspace asset pages, you can include the attribute type State, to show the state of ingested Power BI workspaces. 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.