Power BI filtering

As a BI Admin, use Power BI filtering to manage which Power BI metadata Collibra ingests. This process allows you to include or exclude specific object types, which ensures your Data Catalog remains focused on high-value assets.

Power BI filtering uses the latest filtering configuration. The previous filtering configuration is now referred to as Legacy filtering. You can continue to use Legacy filtering, but new filtering enhancements are available only with the latest filtering configuration.

If you use Legacy filtering, you can use the Legacy filtering conversion tool to convert your existing configuration to the latest filtering syntax.

To configure filters, you must enter the filter configuration, as JSON code, in the Source configuration field in your technical lineage Edge capacity.

Filtering

The latest filtering configuration was introduced in Edge version 2025.02.70 or later. In addition to filtering on capacities and workspaces, filtering lets you filter on reports and dashboards, and on reports published in Power BI apps.

Important considerations

• 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.
• To ingest Power BI dataflows:

  • You need access to the Power BI environment in which the data flow is stored.
  • The semantic model in the data flow must exist in a premium workspace.
• Workspace filtering takes precedence over capacity filtering, meaning workspaces are filtered first. If there is no explicit exclusion of capacities containing workspaces, all capacities containing workspaces are ingested. Filtering of reports and dashboards is subordinate to workspace filtering, meaning that to include reports and dashboards from a certain workspace, that workspace has be ingested as well. Reports and dashboards from a single workspace cannot be ingested in different domains.
• When processing workspace filters, processing stops after the first matching filter. To illustrate, in the following example configuration, the first filter dictates that all workspaces (courtesy of the wildcard *) are ingested in DOMAIN_A. Therefore, the second filter, which dictates that my_workspace is ingestion in DOMAIN_B, is not considered.
  
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  [
      {
          "domainId": "DOMAIN_A",
          "workspaceNames": [
              "*"
          ]
      },
      {
          "domainId": "DOMAIN_B",
          "workspaceNames": [
              "my_workspace"
          ]
      }
  ]

Collection-time vs processing-time filtering

The filter properties you use determine whether filtering happens before metadata collection or during processing after collection.

Collection-time and processing-time filtering can be used together. The following table describes how each type of filtering works and the implications of using it.

Note The metadata of inactive and personal workspaces is not harvested or uploaded to the Collibra Data Lineage service instance. An inactive workspace is one for which no reports or dashboards have been viewed in the past 60 days. My workspace is the personal workspace for any Power BI customer to work with their own, personal content.

Filter properties

By default, Collibra Data Lineage accesses the metadata of all Power BI workspaces. If you don't use filtering, the metadata of all workspaces is uploaded to the Collibra Data Lineage service instance and ingested in Data Catalog. Filtering allows you to process and ingest only the metadata that matters most to you.

For the complete list of Source configuration properties, including filtering properties, go to Power BI source configuration.

You can use the following inclusion filters to ingest only the Power BI capacities, workspaces, reports, and dashboards you specify:

• capacityFilter
  • includedNames
  • includedIds
• workspaceFilter
  • includedNames
  • includedIds
• reportFilter
  • includedNames
  • includedIds
• dashboardFilter
  • includedNames
  • includedIds

You can use the following exclusion filters to ingest all capacities, workspaces, reports, and dashboards except for those you specify:

• capacityFilter
  • excludedNames
  • excludedIds
• workspaceFilter
  • excludedNames
  • excludedIds
• reportFilter
  • excludedNames
  • excludedIds
• dashboardFilter
  • excludedNames
  • excludedIds

Wildcards are supported for name-based inclusion and exclusion filters, for capacities, workspaces, dashboards, and reports.

You can combine inclusion and exclusion filters in the source configuration.

{
    "filters":[
      {
        "domainId":"07d5d441-b9f8-4add-982f-d7a5d6ba06cc",
        "description":"Domain for BICatalog",
        "capacityFilter": {
          "includedNames": ["CapacityABC"]
        },
        "workspaceFilter": {
           "excludedNames": ["Workspace1"]
           }
        }
     ]
}

Enforce collection-time filtering

To ensure that workspaceFilter/includedIds is applied before metadata collection, set enforceRemoteFiltering to true in the source configuration, at the same level as the filters array. This forces workspace filtering to be applied before metadata is retrieved, even when other filter properties are present.

This property applies to filtering only.

{
  "enforceRemoteFiltering":true,
  "filters":[
    {
      "domainId":"07d5d441-b9f8-4add-982f-d7a5d6ba06cc",
      "description":"Domain for BICatalog",
      "capacityFilter": {
        "excludedNames": ["*"]
      },
      "workspaceFilter": {
        "includedIds": ["workspace ID"]
      }
    }
  ]
}

Filter on reports in published Power BI apps

If you add a report or dashboard to an app in Power BI, what actually happens is that a copy of the original report or dashboard is created in the app. The original report or dashboard still exists outside of the app.

When integrating Power BI, by default Collibra Data Lineage:

• Harvests the original report and the in-app version of the report.
• Ingests both of them, meaning it creates 2 Power BI Report assets in Data Catalog:
  • One for the original report, for example: report-abc
  • One for the in-app version. The prefix "[App]" is used to identify the in-app report, for example: [App] report-abc.

The two asset pages contain the same information, except for the URL. The original report asset links to the original report in Power BI, while the [App] report asset links to the report in the Power BI app.

There are two filter keywords that you can use alone or in combination, to modify how Collibra Data Lineage handles in-app reports.

"filters":[
    {
    "reportFilter": {
      "excludedNames": "*restricted*",
      "createAppReports": false,
      "includedInApp": true
    }
   }
  ]

Common patterns

The following examples show how to combine inclusion and exclusion filters for the most common Power BI filtering scenarios. For complete source configuration details, go to Power BI source configuration.

{
  "filters":[
    {
      "domainId":"b5d02896-8a79-49a3-bab0-12a7b37f45c6",
      "description":"<Any description, for the HR department>",
      "workspaceFilter": {
        "includedIds": ["HR's workspace ID"]
      }
    },
    {
      "domainId":"b5d3h796-wg79-86a3-hab3-e7cdj48r9fk49",
      "description":"<Any description, for the Finance department>",
      "workspaceFilter": {
        "includedIds": ["Finances's workspace ID"]
      }
    },
    {
      "domainId":"8sue2896-0s79-93d3-ki90-2fr459jht4s4",
      "description":"<Any description, for the Marketing department>",
      "workspaceFilter": {
        "includedIds": ["Marketing's workspace ID"]
      }
    }
  ]
}

Filter validation

Filter configurations are validated against the following scenarios:

• Duplicate keywords.
• Unknown or unsupported keywords.
• Contradicting inclusion and exclusion filters.
• Mixed filter v1 and filter v2 keywords.
• A single workspace is mapped to more than one domain. (In this case, only the first filter is considered.)

If validation fails for any of these scenarios, a warning with failure details is shown in an analyze error on the Technical lineage Sources tab page. Critical errors occur only if the source configuration is incorrectly formatted or doesn't contain valid keywords. In such cases, the filter configuration is not processed. If configured inclusion and exclusion filters are contradicting, only the exclusion filter is taken into consideration.

Legacy filtering

Legacy filtering is the original Power BI filtering configuration and is still supported. Unlike filtering, Legacy filtering supports filtering on capacities and workspaces only, not on reports or dashboards.

You can use the following inclusion filters:

• capacityNames
• capacityIds
• workspaceNames
• workspaceIds

You can use the following exclusion filters:

• excludeWorkspaceNames
• excludeWorkspaceIds

Wildcards are supported for the capacityNames, workspaceNames, and excludeWorkspaceNames properties.

You can combine inclusion and exclusion filters in the source configuration.

{
  "filters":[
    {
      "domainId":"07d5d441-b9f8-4add-982f-d7a5d6ba06cc",
      "description":"Domain for BICatalog",
      "capacityNames":["CapacityABC"],
      "excludeWorkspaceNames":["Workspace1"]
    }
  ]
}

{
  "filters":[
    {
      "domainId":"b5d02896-8a79-49a3-bab0-12a7b37f45c6",
      "description":"<Any description, for the HR department>",
      "workspaceIds":"<HR's workspace ID>"
    },
    {
      "domainId":"b5d3h796-wg79-86a3-hab3-e7cdj48r9fk49",
      "description":"<Any description, for the Finance department>",
      "workspaceIds":"<Finance's workspace ID>"
    },
    {
      "domainId":"8sue2896-0s79-93d3-ki90-2fr459jht4s4",
      "description":"<Any description, for the Marketing department>",
      "workspaceIds":"<Marketing's workspace ID>"
    }
  ]
}