In this Microsoft Power BI Tutorial, We will discuss the Power BI Admin Portal, What are the goals and Roles that Power BI Administrator should have.
Also, We will see how to get the Admin Portal in Power BI, what are the Items/Tabs present in the Power BI Admin Portal and its purposes.
Introduction to Power BI Admin Portal
In an organization, there should be a Power BI Administration which helps to manage the Power BI Tenant.
Those who are Global Admins in Office 365, those people only can access the full admin portal in Power BI. If anyone doesn’t have the Power BI Service Administrator role, then they only can see the Capacity settings in the Power BI Portal.
A power BI Administrator is the main key member of a group or team which contains Power BI Analysts, Power BI Developers, etc.
There are some critical goals where the Power BI Administrator can help to support an organization. Those goals are:
- Understand the KPIs and metrics that users actually need
- Decrease the time to delivery for IT-led corporate reporting
- Increase adoption and return on investment from a Power BI deployment
Power BI Administrator Roles
This below table is representing some of the Administrator Roles that a Power BI Administrator has.
Also, this table represents what are the Administrator Scopes and Power BI Scopes should have a Power BI Administrator.
|Administrator Types||Scope of Administrator||Scope of Power BI|
|Office 365 Global Administrator||Office 365||This can manage all aspects of a Power BI tenant and other services.|
|Office 365 Billing Administrator||Office 365||This can acquire Power BI licenses through Office 365 subscriptions.|
|Power BI Service Administrator||Power BI tenant||This one has full control over a Power BI tenant and its administrative features (except for licensing).|
|Power BI Premium Capacity Administrator||A single Premium capacity||This one has full control over a premium capacity and its administrative features.|
|Power BI Embedded Capacity Administrator||A single Embedded capacity||This one has full control over an embedded capacity and its administrative features.|
Get Admin Portal in Power BI Online Server
To get the Admin Portal in the Power BI Server page, follow these below processes:
In the Power BI Online Service window, Sign in the Power BI with your Microsoft account. Go to the Settings (gear icon) from the top of the Page and select the Admin portal option as the below screenshot.
Once you will click on the Admin portal, then the below Power BI Admin portal window will appear. If you are the global administrator or you have the Power BI Service Administrator, then only you can view the below tabs in the Power BI Admin portal.
If you don’t have any access or you are not the global administrator in Power BI Online Service, then you can only see the Capacity Settings in your Power BI Admin portal.
Items/Tabs in the Power BI Admin Portal
The Power BI Admin Portal contains some valuable items or tabs such as:
- Usage metrics
- Audit logs
- Tenant Settings
- Capacity settings
- Embed Codes
- Organizational visuals
- Dataflow settings
- Custom branding
Here in the below, I will describe to you about each tab and its purposes.
- Usage metrics:
In your Organization, the usage metrics help you to see which users and groups are active within the Power BI.
When you will access the Power BI dashboard for the first time or after a long day you will visit the dashboard, then you can see a loading screen while loading the dashboard.
After the dashboard loads, you can see there are two sections of tiles present. The first section includes data usage for individual users and the second section includes some similar information for groups.
Below are some tiles which are present in the Usage metrics as:
This below tile represents all the number of User Dashboards, Number of User Reports and the User Datasets in the user workspaces as shown below.
This below screenshot represents the most consumed dashboard by Users who can access it.
This below represents the most consumed packages by users which helps to connect through the Data process, Files or databases, Organizational content packs, etc.
In this section, you can see the most top users with most Dashboards and Reports. That means it will show you the top users who have the most Power BI Dashboards and as well as Power BI Reports as the below screenshot.
Manage Usage metrics:
If you don’t want the Usage metrics reports feature, then you (only the Power BI or Office 365 Administrator) can turn off this option. By default, this option was on for all users in the organization.
Usage metrics for content creators:
In the Power BI Admin portal, Go to Tenant settings -> Expand Usage metrics for content creators -> Enable or Disable Usage metrics -> Click on Apply button as shown below.
Per-user data in usage metrics for content creators:
Suppose in your organization, you don’t want to include the usage metrics for some or all users and you want to disable the feature for some groups, then you can enable or disable this feature.
In the Power BI Admin portal, Go to Tenant settings -> Expand Per-user data in usage metrics for content creators -> Enable or Disable Usage metrics for content creators -> Click on Apply button as shown below.
In the Power BI Admin Portal, this Users tab helps you to manage the users, admins and groups in the Office 365 Admin Center.
Go to O365 Admin Center is a link button. Once you will click this link, then it will go directly to your tenant Admin center as like the below screenshot.
3. Audit logs:
In the Office 365 Security and Compliance center, you can manage the Power BI audit logs. This link tab helps you to reach out to the Security & Compliance Center for your tenant.
4. Tenant Settings:
In your organization, this Tenant settings is a feature that controls all over the feature. Suppose you want a specific feature, then there will be several settings on the Tenant settings tab.
In this Tenant Settings, you can see settings like Hep and support settings, Workspace settings, Information protection (preview), Export and sharing settings, etc as like the below screenshot.
One thing you have to remember that, it will take 10 minutes to effect each setting in your tenant.
5. Capacity Settings:
If you will click on the Capacity Settings tab, then the below window will appear. It has two tabs as:
- Power BI Premium: In your organization, the Power BI Premium tab helps you to manage the Power BI Premium capacities which have been purchased.
In the organization, All users can see the Power BI Premium tab but those who have the permissions. The below window appears, when one user does not have any permissions.
- Power BI Embedded: In your organization, the Power BI Embedded tab helps you to manage the Power BI Embedded capacities which have been purchased for the customer.
6. Embed Codes:
If you will click on the Embed codes tab, then you can see all the embed codes that are generated for your tenant.
Also, you can delete the embed codes that you don’t want.
7. Organizational visuals:
In the Power BI Admin portal, this Organization visuals tab helps you to manage or control the custom visuals that are present in your organization. Follow the below processes to add a new custom visual to the list.
Click on the Add an organizational visual from the Organizational visuals window as shown below.
Add Organizational visuals:
Once you will click on the Add Organizational visuals link, then the below window will appear where you have to fill these below fields as:
- Choose a .pbiviz file (Mandatory): Upload a custom visual file which is only API versioned.
- Name your custom visual (Mandatory): Provide a name to the custom visual. So that you can easily find the visual.
- Icon: Upload an image or company logo which should be JPG or PNG format.
- Description: Enter some description of the custom visual.
- Access: This option helps you to access, view, share and interact with the visual.
Once all things over, just click on the Add button.
Now you can see your custom visual will be added into the Organizational visuals as shown below.
Also, if you want to delete, disable and update the custom visual in the list, then you can.
8. Dataflow settings:
In an organization, the Dataflow settings help you to store the dataflow data in the Power BI provided storage.
Once you will click on the Connect your Azure Data Lake Storage Gen2 button, then it will directly connect to the Azure account.
In the Workspaces tab, you as an Administrator can view all the workspaces which are existing with your tenant. In the Workspaces, you can also view all the descriptions, Type, State, etc as shown below.
Here, each workspace has a different state. Below represents all the Workspaces states as:
|Active||A normal workspace. It doesn’t indicate anything about usage or what’s inside, only that the workspace itself is “normal”.|
|Orphaned||A workspace with no admin user.|
|Deleted||A deleted workspace. We maintain enough metadata to restore the workspace if desired.|
|Removing||A workspace in the process of being deleted, but not gone yet. Users can delete their own workspaces, putting things into Removing and eventually Deleted.|
You can see all the workspaces in the below screenshot.
10. Custom Branding:
In your Organization, if you (Administrator) want to provide a new look or style to the Power BI page, then you can use this Custom Branding option.
Once you will click on the Custom Branding option, then you can see the below page where you have to customize the page by using these below fields.
- Upload Logo: You can upload a logo that should be in .png format, 10 KB or smaller, and at least 200 x 30 pixels.
- Upload Cover image: You can upload a cover image that should be saved as a .jpg or .png format, 1 MB or smaller, and at least 1920 x 160 pixels. After uploading the image, you can crop that image as per your requirement.
- Select Theme color: You can select your theme color based upon a hex #, RGB, value, or from the provided pallet.
After uploading all the things on the customization page, if you want to preview the page, then just click on the Preview button. Then the Power BI window will appear as per your customization what you did.
Then click on to Go back to publish the Custom Branding page.
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- Power BI Admin Portal
Here, we learned about Power BI admin portal, we discuss various roles Power BI administrator will be having.
Also, We saw how to get the Admin Portal in Power BI and what are the Items/Tabs present in the Power BI Admin Portal.
Hello Everyone!! I am Bhawana a SharePoint MVP and having about 10+ years of SharePoint experience as well as in .Net technologies. I have worked in all the versions of SharePoint from wss to Office 365. I have good exposure in Customization and Migration using Nintex, Metalogix tools. Now exploring more in SharePoint 2016 🙂 Hope here I can contribute and share my knowledge to the fullest. As I believe “There is no wealth like knowledge and no poverty like ignorance”