HomeBusiness IntelligenceEnergy BI Governance, Good Practices, Half 2: Model Management with OneDrive, Groups...

Energy BI Governance, Good Practices, Half 2: Model Management with OneDrive, Groups and SharePoint On-line

Power BI Governance, Version Control with OneDrive for Business, Microsoft Teams and SharePoint Online

One of the necessary elements of the software program growth life cycle is to have management over completely different variations of an answer, particularly in a challenge the place there’s multiple developer concerned within the implementation. Identical to once you usually create a challenge in visible studio and also you commit the modifications again to a supply management system like GitHub or Azure DevOps, it’s suggested to maintain the historical past of various variations of your Energy BI reviews. What we anticipate from a supply management answer is to maintain monitoring of all modifications occurring within the supply code whereas creating a challenge. So you possibly can simply roll again to a earlier state in the event you prefer to. 

The opposite profit of getting a supply management course of in place is when a number of builders are engaged on a single challenge. Each single certainly one of them makes modifications within the supply code then they commit all of the modifications into the supply management server with out overwriting every others’ work. 

With Energy BI issues are a bit completely different although. Energy BI report recordsdata are PBIX recordsdata that are saved in binary format (effectively, PBIX is principally a zipper file isn’t it?) which on the time of penning this publish, there isn’t a official option to implement Energy BI supply management in any supply management options like GitHub or Azure DevOps (YET). 

Microsoft introduced a improbable characteristic final week (6/05/2020) named “Deployment Pipelines” which does precisely what we’re after, however it’s at the moment a preview characteristic which is just obtainable solely to organisations with Energy BI Premium. So it’s out of the sport for almost all of us.

Having mentioned that, there’s nonetheless a option to maintain historical past of modifications within the form of various variations of PBIX recordsdata. That is referred to as Model Management.

There are a number of methods you possibly can allow model management over your PBIX recordsdata whereas creating the report. Whatever the model management platform you might want to take into consideration having a number of environments and who can entry them for doing what.

Setting Accessible to Description
Improvement Builders Knowledge modellers and report writers entry this setting for growth functions.  
Person Acceptance Take a look at (UAT) Builders, SMEs, Technical Leads, Energy BI Admins After the event is completed the builders deploy the answer to the UAT setting. The answer will then be examined by SMEs (Topic Matter Consultants) to verify the enterprise necessities are met.
Pre-prod (Elective however beneficial) Technical Leads, Energy BI Admins After the answer handed all UAT testing eventualities Technical Leads or Energy BI Admins will deploy it to Pre-prod for closing checks to verify all information sources are accurately pointing to manufacturing information sources and all reviews and dashboards are working as anticipated.  
Manufacturing Technical Leads, Energy BI Admins, Finish Customers After pre-prod checks accomplished Technical Leads or Energy BI Admins deploy the answer to the Manufacturing setting which is then obtainable to the tip customers.

Model Management Choices

In case your organisation doesn’t have a Premium capability then “Deployment Pipelines” characteristic just isn’t obtainable to you. So you might want to provide you with an answer although. On this part I title some Model Management choices obtainable to you

  • OneDrive for Enterprise
  • Microsoft Groups/SharePoint On-line

Model Management with One Drive for Enterprise

Within the absence of an official supply management mechanism, the inherent supply management functionality of “One Drive for Enterprise” can be utilized for model management. It could be good to create a challenge listing, then 4 sub-directories, one for every setting. We then copy recordsdata to every challenge listing in related setting listing. We then share the challenge directories and their sub-folders with related individuals.


  • It is suggested to have separate Workspaces in Energy BI Service for every setting. After copying PBIX recordsdata to the subsequent setting, the reviews should be revealed to the related Workspace setting in Energy BI Service.
  • Knowledge connections should to be switched to the right information supply when deploying from Dev to UAT.

Restoring an Older Model

Restoring an older model could be very easy. The consumer with the right degree of entry must login to “OneDrive for Enterprise” on-line, navigate to the corresponding listing, click on on the ellipsis button on the precise aspect of the file then click on “View Historical past”.

A “Model Historical past” web page exhibits a full historical past of modifications within the file. Now you can click on on the ellipsis button of an older model then click on “Restore”.

Hold the Stories Up to date After Publishing to Energy BI Service

One of many coolest options of utilizing OneDrive for Enterprise together with Energy BI Service is that you simply publish the report only one time, then Energy BI Service retains the reviews undated instantly from OneDrive for Enterprise. Which means that you actually don’t have to republish the reviews a number of occasions. You simply make the modifications to the file and reserve it. By default, OneDrive updates recordsdata each hour, you possibly can choose to maintain the recordsdata updated from the dataset settings.


  • DO NOT publish the reviews to Energy BI Service from Energy BI Desktop. As a substitute, get the report instantly from Energy BI Service out of your OneDrive for Enterprise. In any other case you lose the automated file updates characteristic in Energy BI Service.

Publishing the Stories From Energy BI Service

  • In Energy BI Service navigate to a workspace
  • Click on “New” then click on “Dataset” (you can even click on “Get Knowledge” on the button left of the web page)
  • Click on “Information”
  • Click on “OneDrive for Enterprise”
  • Click on a Energy BI report file (PBIX)
  • Click on “Join”
Publish Power BI Reports from OneDrive for Business Directly from Power BI Service

Setting Auto Replace on the Dataset

After publishing the file to Energy BI Service navigate to Dataset settings and examine that “OneDrive refresh” is enabled. That is enabled by default anyway, by no means the much less, it’s good to know the place to search out it.

  • Click on the workspace
  • Hover over the specified dataset
  • Click on “Schedule refresh”
  • Increase “OneDrive refresh” to see if computerized refresh is enabled
Enable Automatic Dataset Refresh from OneDrive in Power BI Service


You will need to know that the OneDrive refresh is completely different from Schedule refresh. After we join to a Energy BI report file (PBIX) saved in OneDrive for Enterprise from Energy BI Service, at any time when we edit the PBIX file in Energy BI Desktop and save the modifications again to our OneDrive for Enterprise, the related dataset (information mannequin) and report will likely be robotically refreshed if we setup the OneDrive refresh. So, if we added a brand new measure to the mannequin, the change will likely be propagated to the related dataset within the Service. That is DIFFERENT from the Schedule refresh setting or after we manually refresh the dataset from the Service. If we require the dataset to be refreshed robotically from the related information supply(s) then we have to setup the Schedule refresh. On this case the dataset from the Service will get information instantly from the underlying information supply(s) which implies the information refresh course of has nothing to do with the PBIX file saved in our OneDrive for Enterprise.

Execs & Cons

Whereas this technique works okay in some eventualities, it’s good to learn about its limitations. So listed below are some professionals and cons:

  • It’s straightforward to make use of
  • Simple to revive older variations
  • Leveraging dataset computerized refresh from OneDrive
  • It’s not a correct supply management supporting code merge and branching methods
  • Commentary is NOT at the moment obtainable, so you can not put feedback on every model to elucidate what have modified
  • The sharing technique is managed by the consumer who created the file not by the organisation
  • Lack of check-out/check-in
  • Lack of alerting

Model Management with Microsoft Groups/SharePoint On-line

You should use both Microsoft Groups or SharePoint On-line for model management.


When you enabled Block traditional workspace creation setting inside the Energy BI Admin Portal, then you definately already prevented producing traditional workspaces by creating Microsoft Groups group. Due to this fact, we have to create a group in Microsoft Groups individually, create a contemporary Workspace in Energy BI then hyperlink our fashionable Workspace from Energy BI to the Groups group. You’ll be able to examine if the Block traditional workspace creation setting is permits as beneath:

  • After logging into Energy BI Service with a Energy BI Admin account
  • Click on the Settings button from high proper ()
  • Click on Admin Portal
  • Click on Teant Settings
  • Below Workspace settings part broaden the Block traditional workspace creation and see if that is enabled for the complete organisation
Block Classic Workspace Creation Setting in Power BI Admin Portal

Now let’s take a look at Groups. We now create a brand new Groups group per setting, add customers to the brand new group and add your PBIX recordsdata.

Using Microsoft Teams for Power BI Version Control

Finally you publish the reviews instantly from Energy BI Service.

Publish Power BI Reports from Teams Directly from Power BI Service

The brand new Groups group seems as a “Traditional Workspace” in Energy BI Service, you possibly can then improve the workspace to the brand new workspace expertise to leverage new options and improved safety. When you want to take action:

Upgrade Power BI Classic Workspace


Don’t forget to vary the information sources in Energy BI Desktop to level to the right information supply setting.

Sync along with your Native Drive

For extra comfort and keep away from downloading the recordsdata and importing after you make modifications you possibly can merely synchronise your recordsdata so that you all the time have a neighborhood copy of it in your exhausting drive. So you possibly can open the PBIX recordsdata instantly in Energy BI Desktop to make some modifications and reserve it again to your exhausting drive. Identical to OneDrive, your modifications will likely be written again to Groups.

Sync Teams Files with Local Hard Drive


When utilizing Microsoft Groups you could have the power to check-out a file. To take action comply with the steps beneath:

  • Navigate to a desired Groups group
  • Click on “Information”
  • Hover-over the file and click on ellipsis button
  • Click on “Extra”
  • Click on “Try”
Checkout Teams Files

The file will mark as checked out. So this file is now solely obtainable to you.

Teams Files Checked out

You and now open the file in Energy BI desktop to make the modifications (by the synced listing) and save the file.

Now from Groups:

  • Hover-over the file
  • Click on ellipsis button -> Extra -> Test in
  • To envision-in the modifications you might want to put in some feedback in regards to the modifications which is admittedly useful
Checkin File Changes in Microsoft Teams

Restoring an Older Model

Presently you can not restore an older model of the file instantly from Microsoft Groups. Nonetheless, you are able to do so from SharePoint.

  • In Microsoft Groups click on “Open in SharePoint”
  • Over-over a desired file -> click on ellipsis button -> Model historical past
  • choose an older model of the file and click on “Restore”
Restoring an Older Version of a File in Microsoft Teams

Different SharePoint On-line Options

There are another options obtainable from SharePoint On-line. On this part we take a look at two of them that are extra related to model management and governance.

Alert me

You’ll be able to setup alerts so you might be notified as quickly as a file is modified. In SharePoint On-line:

  • Hover-over a file
  • Click on “Alert me”
  • Setup an alert
Set Alters in SharePoint Online

Compliance particulars

If you have already got some safety and compliance insurance policies in place you possibly can apply a few of these to your recordsdata in SharePoint On-line. For example, you possibly can apply “Retention” coverage to the recordsdata so if somebody by chance deletes a file you possibly can later get better that file from “Recycle bin” folder. Or you might have a coverage to completely forestall file deletion. The recordsdata which can be protected by retention insurance policies stay in SharePoint for a sure time period. For example within the beneath instance the file retains for 7 years, after that point it should be audited by an admin earlier than deletion. To set add retention labels to the recordsdata comply with the steps beneath:

  • Open the folder in SharePoint On-line
  • Hover-over a desired file
  • Click on ellipsis button -> Extra -> Compliance particulars
  • Click on “Label Standing” hyperlink
  • Apply a label from the dropdown record
  • Click on Save
Apply Retention Labels to PBIX Files in SharePoint Online

Learn extra about Retention Insurance policies right here.

Execs & Cons

Whereas this technique works actually good for collaboration, but it surely at the moment has some limitations. Listed here are some professionals and cons:

  • It’s straightforward to make use of
  • Commentary is offered on this technique
  • Whereas it’s built-in with SharePoint On-line sharing methods may be ruled by SharePoint
  • Test-out/check-in performance
  • Establishing alerts
  • Making use of retention labels
  • Leveraging dataset computerized refresh from OneDrive
  • It’s not a correct supply management supporting code merge and branching methods
  • Not all options instantly supported inside Microsoft Groups. It’s generally fairly complicated to change to SharePoint On-line to do some actions like restoring an older model


Within the above eventualities the method of selling recordsdata from dev listing to UAT and from there to Manufacturing may be automated utilizing a mix of instruments equivalent to Energy Automate and Approval apps obtainable in Workplace 365 which is out of scope of this publish. It wants a devoted weblog publish.

Have you ever ever used any of the above strategies? Are you utilizing one other strategy? Please share your ideas with us within the feedback part beneath.



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