Workspace App

  

Citrix Workspace app can be installed by both a user and an administrator. Administrator privileges are required only when using pass-through authentication and Citrix Ready workspace hub with Citrix Workspace app for Windows. The following table describes the differences when Citrix Workspace app is installed as an administrator or a user.

  1. Workspace Application
  2. Citrix Workspace Windows Download

Each workspace can hold the content for an associated app, a collection of dashboards, reports, and datasets which you can distribute to others in your organization. Read more about publishing apps from the new workspaces. By default, only workspace Admins and Members can publish and update the app for the workspace. Browse and install apps that integrate with and enhance Google Workspace, including Administrative Tools, CRM, Task Management, and much more. The VMware Workspace ONE app for Android makes it easy to access your digital workspace from any location. Use your company credentials once to setup and get single sign-on access to your apps.

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Workspaces are places to collaborate with colleagues to create collections of dashboards, reports, datasets, and paginated reports. The new workspace experience helps you better manage access to content. This article describes the new workspaces, and how they differ from the classic workspaces. As with classic workspaces, you still use them to create and distribute apps.

Ready to create a new workspace? Read Create a new workspace experience.

New, upgraded workspaces can coexist side by side with existing classic workspaces. The new workspace experience is the default workspace type. You can still create and use classic workspaces based on Microsoft 365 groups, if you need to. Ready to migrate your classic workspace? See Upgrade classic workspaces to the new workspaces in Power BI for details.

New and classic workspace differences

With the new workspaces, we've redesigned some features. Here are the main differences.

  • Creating the new workspaces doesn't create Microsoft 365 groups like classic workspaces do. All the new workspace administration is in Power BI, not in Office 365. You can still manage user access to content through Microsoft 365 groups, if you want. You just add a Microsoft 365 group in the workspace access list.
  • Use more granular workspace roles for more flexible permissions management in the new workspaces. In classic workspaces, you can add only individuals to the members and admin lists.
  • Assign user groups to workspace roles: In the new workspaces, you can add multiple Active Directory security groups, distribution lists, or Microsoft 365 groups to these roles, for easier user management.
  • Contact list: In the new workspaces, you can specify who receives notification about workspace activity.
  • Create template apps: You can only create template apps in the new workspaces. Template apps are apps that you can distribute to customers outside of your organization. Those customers can then connect to their own data with your template app. Read more about template apps.
  • Share datasets: To share a dataset outside a specific workspace, you need to save the report that contains the dataset to one of the new workspaces. You can't share datasets from classic workspaces. Read more about shared datasets.
  • Organizational content packs: You create and consume organizational content packs in classic workspaces. You can't create or consume them in the new workspaces. Apps and template apps replace organizational content packs in the new workspaces. Organizational content packs are being deprecated. Now is a good time to upgrade your content packs to apps. See the workspace upgrade roadmap section of this blog post Announcing Power BI admins can upgrade classic workspaces for the timeline.

This article explains these features in more detail.

Note

Power BI continues to list all Microsoft 365 groups that you're a member of. This avoids changing existing workflows.

Features that work differently

In the new workspaces, some features work differently. These differences are intentional, based on feedback we've received from customers. They enable a more flexible approach to collaboration in workspaces.

  • Licensing enforcement: Publishing reports to a new workspace experience enforces existing licensing rules. Users collaborating in new workspaces or sharing content to others in the Power BI service need a Power BI Pro or Premium Per User (PPU) license. Users without a Pro or PPU license see the error 'Only users with Power BI Pro licenses can publish to this workspace.'
  • 'Members can reshare' setting: The Contributor role in the new workspaces replaces the 'Members can reshare' setting in the classic workspaces.
  • Read-only workspaces: The Viewer role in the new workspaces replaces granting users read-only access to a classic workspace. The Viewer role allows similar read-only access to the content in the new workspaces.
  • Users without a Pro or Premium Per User (PPU) license can access a new workspace if the workspace is in a Power BI Premium capacity, but only if they have the Viewer role.
  • Allow users to export data: Even users with the Viewer role in the new workspace can export data if they have Build permission on the datasets in that workspace. Read more about Build permission for datasets.
  • No Leave workspace button in the new workspaces.

Workspace contact list

The new Contact list feature allows you to specify which users receive notification about issues occurring in the new workspaces. By default, any user or group specified as a workspace admin in the new workspace is notified. You can add to that list. Users or groups in the contact list are also listed in the user interface (UI) of the new workspaces, so workspace end-users know whom to contact.

Read about how to create the workspace contact list.

Workspace OneDrive

As we've stated, Power BI doesn't create a Microsoft 365 group behind the scenes when you create one of the new workspaces. Still, you might find it useful to have a OneDrive associated with the new workspace. With the Workspace OneDrive feature in the new workspaces, you can configure a Microsoft 365 group whose SharePoint Document Library file storage is available to workspace users. You create the group outside of Power BI.

Power BI doesn't synchronize between Microsoft 365 group membership and permissions for users or groups with access to the new workspace. You can synchronize them: Manage workspace access through the same Microsoft 365 group whose file storage you configure in this setting.

Read about how to set the workspace OneDrive.

Roles in the new workspaces

Workspace

Roles let you manage who can do what in the new workspaces, so teams can collaborate. New workspaces allow you to assign roles to individuals, and to user groups: security groups, Microsoft 365 groups, and distribution lists.

To grant access to a new workspace, assign those user groups or individuals to one of the workspace roles: Admin, Member, Contributor, or Viewer. Everyone in a user group gets the role you've assigned. If someone is in several user groups, they get the highest level of permission provided by the roles they're assigned. If you nest user groups, all the contained users have permission. All of these capabilities, except viewing and interacting, require a Power BI Pro or Premium Per User (PPU) license. Read more about licensing in this article.

Workspace
CapabilityAdminMemberContributorViewer
Update and delete the workspace.
Add/remove people, including other admins.
Allow Contributors to update the app for the workspace
Add members or others with lower permissions.
Publish, unpublish, and change permissions for an app
Update an app.If allowed 1
Share an item or share an app.2
Allow others to reshare items.2
Feature apps on colleagues' Home
Manage dataset permissions.3
Feature dashboards and reports on colleagues' Home
Create, edit, and delete content in the workspace.
Publish reports to the workspace, delete content.
Create a report in another workspace based on a dataset in this workspace.2
Copy a report.3
Schedule data refreshes via the on-premises gateway.4
Modify gateway connection settings.4
View and interact with an item.5
Read data stored in workspace dataflows
Workspace

1 Contributors can update the app associated with the workspace, if the workspace Admin delegates this permission to them. However, they can't publish a new app or change who has permission to it.

2 Contributors and Viewers can also share items in a workspace if they have Reshare permissions.

3 To copy a report, and to create a report in another workspace based on a dataset in this workspace, you need Build permission for the dataset. For datasets in this workspace, the people with Admin, Member, and Contributor roles automatically have Build permission through their workspace role.

4 Keep in mind that you also need permissions on the gateway. Those permissions are managed elsewhere, independent of workspace roles and permissions. See Manage an on-premises gateway for details.

Ram

Workspace Application

5 Even if you don't have a Power BI Pro license, you can view and interact with items in the Power BI service if the items are in a workspace in a Premium capacity.

Note

  • You can assign users to roles, either alone or in a group, even if they can't use the role. In other words, you can assign users who don't have Power BI Pro or PPU licenses to a role that requires a license. See Licenses in this article for details.
  • To enforce row-level security (RLS) for users browsing content in a workspace, use the Viewer role. You can also enforce RLS without giving access to the new workspace. Publish an app and distribute it to those users, or use sharing to distribute content to them.

Licensing and administering

Citrix

Licenses

If one of the new workspaces is in a shared capacity, everyone you add to it needs a Power BI Pro or Premium Per User (PPU) license. These users can all collaborate on the dashboards and reports in the new workspace. If you want to distribute content to others inside your organization, either assign Power BI Pro licenses to those users or place the workspace in a Power BI Premium capacity.

When the new workspace is in a Power BI Premium capacity, users with the Viewer role can access the workspace even if they don't have a Power BI Pro or Premium Per User (PPU) license. However, if you assign these users a higher role like Admin, Member, or Contributor, they're prompted to start a Pro trial when they try to access the workspace. If you want users without Pro or Premium Per User (PPU) licenses to use the Viewer role, make sure they don't also have other workspace roles, either as individuals or as part of a user group, and ensure that they are not using a classic workspace. Classic workspaces do not support roles.

Publishing reports to the new workspace experience has stricter enforcement of existing licensing rules. If you try to publish from Power BI Desktop or other client tools without a Pro or Premium Per User (PPU) license, you see the error, 'Only users with Power BI Pro licenses can publish to this workspace.'

Note

Power BI US Government isn't available as a Free license. For licensing details, see Power BI for US government customers.

Guest users

By default, Azure AD B2B Guest users can't access workspaces. Power BI admins can allow external guest users to edit and manage content in the organization. Enabled Guest users can access workspaces to which they have permission.

Administering new workspace experience workspaces

Administration for new workspace experience workspaces is in the Power BI admin portal. Power BI admins decide who in an organization can create workspaces and distribute apps. Read about managing users' ability to create workspaces in the 'Admin portal' article.

Workspace App

Admins can also see the state of all the workspaces in their organization. They can manage, recover, and even delete workspaces. Read about managing the workspaces themselves in the 'Admin portal' article.

Auditing

Power BI audits the following activities for new workspace experience workspaces.

Friendly nameOperation name
Created Power BI folderCreateFolder
Deleted Power BI folderDeleteFolder
Updated Power BI folderUpdateFolder
Updated Power BI folder accessUpdateFolderAccess

Read more about Power BI auditing.

Limitations and considerations

Limitations to be aware of:

  • Workspaces can contain a maximum of 1,000 datasets, or 1,000 reports per dataset.
  • A person with a Power BI Pro license can be a member of a maximum 1,000 workspaces.
  • Power BI publisher for Excel isn't supported.

Frequently asked questions

Are links to existing content affected by the new workspace experience?

No. Links to existing items in classic workspaces aren't affected by the new workspace experience. The general availability (GA) of the new workspace experience changes the default workspace you create, but doesn't change existing workspaces.

Are existing workspaces upgraded to the new workspace experience with GA?

No. The new workspace experience GA only changes the default workspace type to the new workspace experience. Existing classic workspaces that are based on Microsoft 365 groups remain unchanged.

Are workspaces still automatically created for Microsoft 365 groups?

Yes. Since we support both types of workspaces side by side, we continue to list all Microsoft 365 groups you have access to in the workspaces list.

Next steps

  • Questions? Try asking the Power BI Community
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In Power BI, you can create official packaged content, then distribute it to a broad audience as an app. You create apps in workspaces, where you can collaborate on Power BI content with your colleagues. Then you can publish the finished app to large groups of people in your organization. The article Install and use apps with dashboards and reports outlines the app user experience.

Your business users often need multiple Power BI dashboards and reports to run their business. With Power BI apps, you can create collections of dashboards and reports and publish these collections as apps to your whole organization or to specific people or groups. For you as a report creator or admin, apps make it easier to manage permissions on these collections.

Business users get your apps in a few different ways:

  • They can find and install your app from Microsoft AppSource.
  • You can send them a direct link.
  • You can install it automatically in your coworkers' Power BI accounts if your Power BI administrator gives you permission.
  • Power BI does not send any email to internal users when you distribute or update an app. If you distribute it to external users, those users receive an email with a direct link.

You can create the app with its own built-in navigation, so your users can easily find their way around your content. They can't modify the contents of the app. They can interact with it either in the Power BI service, or one of the mobile apps -– filtering, highlighting, and sorting the data. They get updates automatically and you can control how frequently the data refreshes. You can also give them Build permission to connect to the underlying datasets, and to create copies of the reports in the app. Read more about the Build permission.

Licenses for apps

To create or update an app, you need a Power BI Pro or Premium Per User (PPU) license. For app consumers, there are two options.

  • Option 1 The workspace for this app is not in a Power BI Premium capacity: All business users need Power BI Pro or Premium Per User (PPU) licenses to view your app.
  • Option 2 The workspace for this app is in a Power BI Premium capacity: Business users without Power BI Pro or Premium Per User (PPU) licenses in your organization can view app content. However, they can't copy the reports, or create reports based on the underlying datasets. Read What is Power BI Premium? for details.

Publish your app

When the dashboards and reports in your workspace are ready, you choose which dashboards and reports you want to publish, then publish them as an app.

  1. In the workspace list view, decide which dashboards and reports you want to Include in app.

    If you choose not to include a report that has a related dashboard, you see a warning next to the report. You can still publish the app, but the related dashboard won't have the tiles from that report.

  2. Select the Create app button in the upper right to start the process of creating and publishing an app from the workspace.

  3. On Setup, fill in the name and description to help people find the app. You can also set a theme color, add a link to a support site, and specify contact information.

  4. On Navigation, you select the content to be visible in the app. Then you add app navigation, to organize the content in sections. See Design the navigation experience for your app in this article for details. Under Advanced, you can set the default width of the left navigation pane.

  5. On Permissions, decide who has access to the app, and what they can do with it.

    • In the new experience workspaces: specific people, Azure AD security groups and distribution lists, and Microsoft 365 Groups. All workspace users are automatically given access to the app for the workspace.
    • In classic workspaces: everyone in your organization, specific people, or Azure Active Directory (Azure AD) security groups.
    • You can allow app users to connect to the app's underlying datasets by giving them Build permission. They'll see these datasets when they're searching for shared datasets. Read more about allowing users to connect to the app's datasets, in this article.
    • Users with Build permission can also have permission to copy reports from this app to another workspace. Read more about allowing users to copy reports in the app, in this article.

    Important

    If your app relies on datasets from other workspaces, it is your responsibility to ensure all app users have access to the underlying datasets.If the app or report is in the same workspace as the dataset, make sure you add the report associated with the dataset to the app as well.

  6. You can install the app automatically for the recipients, if your Power BI admin has enabled this setting for you in the Power BI Admin Portal. Read more about automatically installing an app in this article.

  7. When you select Publish app, you see a message confirming it's ready to publish. Select Publish.

  8. In the Successfully published dialog box, you can copy the URL that's a direct link to this app.

You can send that direct link to the people you've shared it with, or they can find your app on the Apps tab by going to Download and explore more apps from AppSource. Read more about the app experience for business users.

Change your published app

After you publish your app, you may want to change or update it. It's easy to update it if you're an admin or member in the new workspace.

  1. Open the workspace that corresponds to the app. If you're a workspace Admin or Member, you can open the workspace right from the app, by selecting the Edit app pencil.

  2. Make any changes you want to the dashboards or reports.

    The workspace is your staging area, so your changes aren't live in the app until you publish again. This lets you make changes without affecting the published apps.

    Important

    If you remove a report and update the app, even if you add the report back to the app, your app consumers lose all customizations such as bookmarks, comments, etc.

  3. Go back to the workspace list of contents and select Update app in the upper-right corner.

  4. Update Setup, Navigation, and Permissions, if you need to, then select Update app.

    The people you've published the app to automatically see the updated version of the app.

Design the navigation experience

The New navigation builder option allows you to build a custom navigation for your app. The custom navigation makes it easier for your users to find and use content in the app. Existing apps have this option turned off and new apps default to the option being on.

When the option is off, you can select the App landing page to be either Specific content, for example a dashboard or report, or select None to show a basic list of content to the user.

When you turn on New navigation builder, you can design a custom navigation. By default all the reports, dashboards, and Excel workbooks you included in your app are listed as a flat list.

You can further customize the app navigation by:

  • Reordering the items using the up / down arrows.
  • Renaming items in the Report details, Dashboard details, and Workbook details.
  • Hiding certain items from the navigation.
  • Using the New option to add sections to group related content.
  • Using the New option to add a link to an external resource to the nav pane.

When you add a link, in Link details you can choose where the link opens. By default links open in the Current tab, but you can select New tab, or Content area.

Considerations for using the new navigation builder option

Here are general things to keep in mind when using the new navigation builder:

  • Report pages are shown in the app navigation area as an expandable section. When a report has one visible page, only the report name is shown. Clicking the report name in the navigation opens the first page of the report.

    Note

    Your report might have only one visible page because you've set up navigation to the rest of the pages with buttons or drill-through actions.

  • If you turn off the new navigation builder and then publish or update your app, you lose the customizations you've made. For example, sections, ordering, links, and custom names for navigation items are all lost.

  • The option to not use the app builder is available.

When adding links to your app navigation and selecting the Content area option:

  • Ensure the link can be embedded. Some services block the embedding of their content in third-party sites like Power BI.
  • Embedding Power BI service content like reports or dashboards in other workspaces isn't supported.
  • Embed Power BI Report Server content through its native embed URL content from an on premises deployment. Use the steps in creating the Power BI Report Server URL to get the URL. Be aware that regular authentication rules apply, so viewing the content requires a VPN connection to the on-premises server.
  • A security warning is shown at the top of the embedded content to indicate the content isn't in Power BI.

Automatically install apps for end users

If an admin gives you permissions, you can install apps automatically, pushing them to end users. This push functionality makes it easier to distribute the right apps to the right people or groups. Your app appears automatically in your end users' Apps content list. They don't have to find it from Microsoft AppSource or follow an installation link. See how admins enable pushing apps to end users in the Power BI admin portal article.

How to push an app automatically to end users

Once the admin has assigned you permissions, you have a new option to install the app automatically. When you check the box and select Publish app (or Update app), the app is pushed to all users or groups defined in the Permissions section of the app on the Access tab.

Citrix Workspace Windows Download

How users get the apps that you push to them

After you push an app, it shows up in their Apps list automatically. In this way, you can curate the apps that specific users or job roles in your organization need to have at their fingertips.

Considerations for automatically installing apps

Here are things to keep in mind when pushing apps to end users:

  • It isn't possible to automatically install an app for an entire organization. You notice that when you select the checkbox for install app automatically, the option for entire organization becomes inactive.

  • Installing an app automatically to users can take time. Most apps install immediately for users, but pushing apps can take time. It depends on the number of items in the app and the number of people given access. We recommend pushing apps during off hours with plenty of time before users need them. Verify with several users before sending broad communication about the apps' availability.

  • Refresh the browser. Before seeing the pushed app in the Apps list, the user may need to refresh, or close and reopen their browser.

  • If users don't immediately see the app in the Apps list, they should refresh or close and reopen their browser.

  • Try not to overwhelm users. Be careful not to push too many apps so your users perceive the pre-installed apps are useful to them. It's best to control who can push apps to end users to coordinate timing. Establish a point of contact for getting apps in your organization pushed to end users.

  • Guest users who haven't accepted an invite don't get apps automatically installed for them.

Allow users to connect to datasets

When you check the option to Allow users to connect to the app's underlying datasets, you're giving app users Build permission on those datasets. With this permission, they can do several key actions:

  • Use the app datasets as the basis for their reports.
  • Search for these datasets in Power BI Desktop and in the get-data experience in the Power BI service.
  • Create reports and dashboards based on these datasets.

When you clear this option, new users you add to the app don't get Build permission. However, for existing app users, permissions on the underlying datasets don't change. You can remove Build permission manually from app users who should no longer have it. Read more about the Build permission.

Allow users to copy reports

When you check the option to Allow users to make a copy of the reports in this app, your users can save any of the reports in the app to their My Workspace or another workspace. To make a copy, users need a Pro or Premium Per User (PPU) license, even if the original report is in a workspace in a Premium capacity. They can then customize the reports to their unique needs. You have to select the Allow all users to connect to the app's underlying datasets using Build permission option first. By selecting these options, you're enabling the new copy reports from other workspaces capability.

Unpublish an app

Any member of a workspace can unpublish the app.

Important

When you unpublish an app, app users lose their customizations. They lose any personal bookmarks, comments, or subscriptions associated with content in the app. Only unpublish an app if you need to remove it.

  • In a workspace, select More options (..) > Unpublish app.

This action uninstalls the app for everyone you've published it to, and they no longer have access to it. It doesn't delete the workspace or its contents.

View your published app

When your app consumers open your app, they see the navigation you created, instead of the standard Power BI nav pane. The app navigation lists the reports and dashboards in the sections you've defined. It also lists the individual pages in each report, rather that just the report name. You can expand and collapse the left navigation by using the arrows in the menu bar.

In full-screen mode, you can show or hide the navigation by selecting the option in the corner.

Considerations and Limitations

Things to keep in mind about publishing apps:

  • The permissions page doesn't change permission on datasets in other workspaces. You do see a warning reminding you to grant access to those datasets independently. A best practice is to contact the dataset owner before starting to build your app to ensure it is OK to give all your app users access those datasets.
  • You can have at most 100 users or groups in the access list for the app. However, you can give more than 100 users access to the app. To do so, use one or more user groups that contain all the desired users.
  • For the new workspace experience, if the user added to the app access list already has access to the app through the workspace, they will not be shown in the access list for the app.
  • The support site URL is shown in the item information card.
  • Apps can have a maximum of 200 dashboards.

Next steps

  • Questions? Try asking the Power BI Community