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.
- 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:
- Asset type equals Power BI Workspace
- 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 is also be deleted upon the next synchronization.
If a workspace becomes inactive, meaning no reports or dashboards have been viewed in the past 60 days, it is excluded from the ingestion.
Why deleted workspaces are 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.