PL-300 – Section 33: Part 4 Section 2 – Power BI Pro and Adding Users

251. Signing up for Power BI Pro

Hello, and welcome to part four, section two of this Power BI course. And in this section, we’ll be looking at Power BI Pro. Power BI Pro is for sharing, and so we need some new users. So, what I’ve done is, I have signed for completely new account. And I’ve done that by using office 365, or Microsoft 365, they’re changing the name. Basically it’s the Microsoft office online thing, which I showed you in one of the earlier videos right at the beginning of this course, how to get a work email address. So, this work email address has got filecats.onmicrosoft.com as the extension.

Now, I’m signing in, and this is what it’s giving me. Invite more people. Obviously, we need more users because we need to share amongst our users. So, I’m going to be sharing largely among my own organisation, filecats.onmicrosoft.com. So, I’m going to have Susan, and Jane at filecats.onmicrosoft.com.

Now, you might want to know that this is not actually going to work for me, Susan and Jane’s accounts do not exist, and this is not a way to make new uses. So, if you’ve got existing users that you’re inviting this way will work for me this way won’t work. But we’ll see in the next video, how to create new users, I’m going to send those invitations. So, I’m inviting more people. So, here we are in a brand new Power BI Service. I have absolutely nothing in my workspace. No dashboards reports, workbooks and datasets. Soon we’re going to be creating in Power BI desktop, the visualisation, a report in Power BI Service speak.

So, what are we getting if we sign up to power BI Pro apart from a bill every month? Well, there is a good website, and it’s this one docs.microsoft.com. And the end is service features licence type. And this is the summary. If you’re in Power BI free, you’ve got high access to content in my workspace. Whereas for power BI Pro, you can publish content to other workspaces, you can share dashboards, subscribe to dashboards, and reports, and share with users who have a Pro licence.

Now, there was a previous version of this very website, which I prefer better. And unfortunately it’s no longer around, unless of course you are taking this course because I have referred to it right back in the very first part of this course before part one. This is what I showed you. And it’s the same website, and you can see even better, what the differences are. You can connect to 70 or plus data sources in both. You can publish the web, and you can export in both. However, you cannot do the following in the free that you can do in the Pro. You can create apps, email subscriptions, you can embed APIs and controls. And if I scroll down by just going further on in this video, you can also analyse in Excel, and in Power BI desktop, and of course you can download them. And you got the workspaces. So, this I think is a better presentation as to what the differences are. So, now we know what we are getting when we sign up for the Pro version. How do we do it? And the very simple answer is we go to the Power BI Service, and we click on your account, and we have try Pro for free.

Now, you’ll have seen in lots of places that I cannot do certain things unless I have got a licence. Now, it’s possible that your organisation doesn’t let individual buy licences. So, if you wanted to actually upgrade to Pro licence, you would need your IT’s help. However, you can try free. And if that is you, by the way, you could log into, for example, your Microsoft 365 account, and add Power BI there. So, I’m going to various ways, just try the Pro for free. Various ways you can do this, but I’ll just do it this straightforward way. So, here’s my chance. You can see it’s a 60-day trial. So, I can click learn more, if you want to, and notice what happens when it ends, your licence changes back to a free licence, in other words they don’t start charging you. It doesn’t automatically go on to something where you have to pay $10 a month. So, there are terms and conditions as always, I do suggest reading them, but they’re just standard sorts of terms and conditions. And I’m going to stop the trial now, and there it is. That’s all you’ve got to do.

So, Power BI Pro is now mine for 60 days. And so now if I go into workspaces, and create a workspace, I have got the option to actually create a workspace. And you can see right at the top, this is a Pro trial, we’ve 59 days left. So, this is how you can upgrade your existing Power BI free licence for trial for 60 days. Just go to your account, and click on upgrade as part of the trial for 60 days.

252. Adding New Users

Now, that we have signed up for Power BI Pro. We need some users some over-users to share with. Otherwise, there’s not that much point signing up to Power BI Pro, and I’m going to do this by going into the settings and Admin Portal.

Now, we’ve got all of these different items here. And I just want to compare this with what happens if you aren’t in Power BI Pro. So, if again it goes to settings and Admin Portal, I’ve got next to nothing that I can actually look at. So, here, I’ve got various things to allow me to have a look around everybody here. So, we have the usage metrics and of course it should be understood that only administrators get to look into this Admin Portal. We’ve got things like audit logs, tenant settings, tenure organisation, capacity settings that we had previously on the free version and other things. But I want to give a look at the users. So to add new users, you have to go into the Microsoft 365 Admin centre. So going to that, and this is where my Microsoft 365 is being shown. And I go down to users and active users.

Now, you remember that I added two users and part the sign up to Power BI Pro and they are not there. And it’s a bit odd that I was allowed to try to sign people up who didn’t exist, but that’s what’s happened. So, here we have my licences, I have the Power BI licence. I have a couple of Microsoft 365 licences. So, I’m going to add a new licence user or can add multiple user, so if I add a new user, you can see that is asking okay, who’s the person. Well, I’m going to have Susan again, so Susan, let’s make it Susan Burton. I’d say, we call her user, Susan user. And her name is, her user name is going to be Susan@filecarts.orgmicrosoft.com. I am going to, so that host will generate the password. I’m going to create the password. So, I’ve got a password in my note pad. So, I’ll just paste that in and you can see it’s a strong one required this user to change their password no, thank you. And I can send the password in an email on the completion. I’m not going to do that either. So, click next and it then says, okay. what licences do you want this person to have? And I’m going to say, I’m going to give them a Power BI free licence. So that’s fine, so click next. And what role do I want to do? I want them to be a user or do I want them to be an Admin centre? So, do I want them to be an administrator? And you can see that global readers have read-only-access to Admin centres and global Admins have unlimited access.

So, I’m going to say that this person is in fact, a global administrator and a User administrator. User administrators we set passwords, manages users in groups and service requests and so forth. So, you can have additional things that you might want to give them. None of these are relevant to what we’re doing and who’s all additional things that you can put in as well. So click on next. And so these are all my settings. So Susan user is going to be given the Power BI three App. So finish adding. Okay. So, now it will appear on your list of active users and there is Susan user. And am now going to add multiple users and you can see if I do that, I will be downloading a CSV file and then I’ll have to upload it and see what the computer makes of it. So, here is the information that should be given, username first and last name, what the display does and all those things right at the end. So job titles and so forth. So, here’s the information from just having one user that I could add a lot more. So, here’s Jane and she lives in California, 90210. See, no zips code, I can actually remember. So, I’ll save that I’ll close that go back to here. And I’m going to now re-upload the files as I’ve just downloaded a bit with my modifications. So that is my sample, I’m going to verify its files look good click next, I’m going to allow them all assigning the Product licence. Yes, I want to assign a Product licence. I want them to all have Power BI licences and that’s it. Okay, click next. So, you can see a similar sort of result that we’ve got and we can email the results files to this one person I’m choosing not to do that close without saving. And so, oops I’ve made a mistake. We’ve got to Jane whose name is not Susan user. So, I’m going to edit this. So, I’m going to click on the … I can see, I can edit the username, I can edit. So, why is the option to change the person’s name? For instance, somebody got married and chose to change their name, you’d expect that to be a user friendly way of doing this. And it’s none of these options. Add user delete user, It’s not edit users. It’s actually something quite different. You have to highlight their name, and there’s an underline when you do that. And then click, it’s another easiest, obvious way to get in. It’s easy once, you know how, but it’s obvious when you don’t really know how. So, I’m going to, go down to the contact information and I’m going to manage the contact information. I’m going to change her name to Jane and Jane again. Jane user save changes, contact information changed, and now we’ve got as Jane user.

Now, we didn’t actually give her a password. Okay, so what password is he going to use? Well, we can either click on this key, reset a password, or we can click on this… and go to reset password either way. We now are able to either have an auto generated password or let me create the password. So, let me paste in that password, click reset password and the password has been changed. So, for these users you can, have a look at their licences. You can look at why would they have a mail licence, or Microsoft exchange or a one drive file. And you can see some contact information and manage it for them. So, now let me sign in as a Jane user. So, I’m going to just do an incognito Window because I don’t want the fact, the time currently signed in to be reflected in this. So, I’ll sign in and I’ll sign in as Jane. And I’ll enter the same password. And here we go, I am now signed in as Jane and I can do a similar thing with Susan as well.

So, in this video, we found out how to add users. It isn’t from Power BI. It is from the Microsoft 365 Admin centre, but you can access that in Power BI by going to settings, users and go to Microsoft 365 Admin centre.

253. Creating a New Report

Now, in this video, what we’re going to do is create a brand new visualisation to upload onto our brand new power BI service account.

So, I’m going to log out of my existing account and I’m going to sign in with a different account. So, my different account is this one with @filecats.onmicrosoft.com. And after quite a few seconds, I now have to sign into the account with my password. Good. So, I’m now signed in as a different user. So, what I’m going to do is I’m going to get some of the data that we were playing with in part three of this course. So, I’m going to open up power BI data. If you don’t know where this is, its… and you just get forward to part four of this course, it is in the resources video before part one of this course. It’s attached as a resource to a video or a lecture. So, I’m going to get fact into the sales and these three Dim products. And I’m just going to load them. We’ve already seen, we can do as many transformations as we want, but I’m just going to use the data itself and I’m going to be using it in a future video for something called row level security. Which enables people to not look at certain data.

So, let’s have a look at our model and just as before, not everything is connected properly. So, we’ve got Dim product category connected to Dim product subcategory, but we haven’t got the Dim product category aligned… linked yet. let’s do that and its product subcategory, key to product subcategory key. So that is our link. And now let’s put it into a better order. So that is the basis of our model. We will be adjusting it later for this row level security.

Now, let’s have a reminder of the data that we’ve got in these tables. So in Dim product category, we have a grand total of four categories. Bikes, components, clothing and accessories. And so categories, we’ve got these four categories expanded into 37 sub categories. Could see the name in English, Spanish, and French. We then have the product itself. So that’s the English product name, for example, and it is linked using the product subcategory key. So, these are numbers between 137 with some nulls. Nulls meaning N/D no information. And then we’ve got fact internet sales. So, this is a series of sales orders. So, here we have multiple items in the one set order and they are linked using the product key. Right to the beginning.

So, let’s create our visualisation and I’m not going to spend too long on this, but it is going to have certain salient important things. So first of all, I’m going to have a slicer and this slicer is going to contain all of the categories. So, if I just expand the fields pane so you can see it. There we have the English product category names and accessories, bikes, clothing, and components. Let’s just make those a third bit bigger, going to items and just expand the text size. There we go.

So, next we’re going to have a… let’s have a table and this table, it’s going to contain all of the sub categories and it’s going to contain the total amount. So, we will have a constant sales amount. Here we can see the total amount. Again, just increase that. So, it is a bit more visible going to great and increase the tech science. What I’m going to do as well is I’m going to copy this. So, here we have a second visualisation and I’m going to change this from being a table into a… how does this look here? This looks fairly good, a pie chart. So, I’m going to leave the top of this blank just for the moment. Need this to say it will be filled. So, if I click on components, there are no components actually sold. It is a blank category. Here we have clothing. So, you can see clothing. We have a jerseys. And again, I’m just going to increase the text signs. I was trying to say font size, but the text size, just so it is a bit more visible. And I’m also going to rename this as sub C. That should probably allow the pie chart to be a lot more centred. So, we have jerseys, shorts, vests, gloves, caps, socks. We have bikes and we have accessories. I’m just going to alter this just a little bit more. What I’m also going to do if I, drag this table up and we can just have a summary of this and, maybe, have sales amount descending. So, we see the really big items. What I’m also going to have is a Nova slicer and this additional slicer is going to slice on this subcategory. So, it can narrow it down to a single sub category if I sell waste.

Now, if I was doing this for real, then I wouldn’t be having a pie chart which shows all of the subcategories because as soon as I click on a single sub category then the pie chart just becomes an entire whole, but I’m doing it to show what is available. So, here are all of the subcategories. Here are all of the categories. Here’s the pie chart and here is a table. So, this is the basis of our visualisation and what I’m going to do, I’m going to save this and I’m going to call this category and subcategory, and I’m also going to publish it. So, I click on publish, publish to power BI, it’s already logged in, select the workspace. Well, there’s only one workspace at the moment. We will be changing that later on. So, I’m going to select the workspace and after a few seconds, we have successed. So, I’m now going to my particular power BI, which is this one. I’m going to go to my workspace and here we can see that category and subcategory are all here. Firstly, there is our data source, then we have our gateway subcategory, data sent and then we have our report. So, let’s go to our report and are going to say… Right, this is a great pie chart. Not really, but a pie chart shouldn’t have this many items but it’s there for a reason. I’m going to ping this to a new dashboard and I’m going to call this overall. There it is. Pinned to my dashboard, I can resize it, I can go back to the original report if I click on it, I can do whatever I like with it.

So, there is our visualisation that we will be using in this part of the course.

254. Sharing My New Report

Now, in the previous video, we created this report but what if I wanted to share it with others? If I go to Jane’s Power BI, you’ll see that she has no reports. So, what I’ve got to do is go back to my Power BI and share it. So, what I’m going to do is click on Share at the top of this report.

Now, I can share this with people in my organisation, but only if they have the link. They can view, share and build new content. So, the alternatives are people with existing access. That just creates the link but doesn’t actually give any access. And then specific people. And if you want to know the difference between people in your organisation and specific people are, then it’s whether you’ve got something called guest users in your Azure Active Directory. But for this course, we don’t actually need to worry about that.

Now, have a look at the bottom. Allow recipients to share this report. So, if I give access to Jane, do I want Jane to be able to share this report with Susan? And then allow recipients to build content with the data associated with this report? So, I’m giving them the report. Do I also want them to have free rein with the data as well? So, you might want to say yes or no to any of these. So, click Apply, and then the specific people, so I will share it with Jane. And I will share it with Susan, and I might have a message for them as well. And then at the bottom, I’ve got copy link, so that copies the link to the clipboard, and send it by email. So, this opens up Outlook or Mail and you are able then to expand on your message or send it via Teams. If you just click send here, then that generates a link and it is sent as email to the recipients. However, it doesn’t get sent to the shared with me section, which is a much better way for people to actually keep track of everything rather than just have lots of emails. So, for that, what we need to do is click on the dot-dot-dot (…) next to the send link and here we have Manage Permissions. So, this gives a pane over here with link giving access. So people can view, share and build new content. Or specific people can do that. And then down here, this is the more important thing I think. Direct access. So, this will put it into the shared with me over here on the left-hand side. So, I will grant Jane direct access and I will grant Susan direct access.

Now, you should note that only people who have got the pro or premium, in other words, paid versions of Power BI, will actually be able to view the report. They’ll be able to see that they’ve got it but they won’t actually be able to open it unless they upgrade. Sometimes it might offer them a 60-day free trial. And you could also send an email notification as well. So, I’m going to grant access to this.

Now, there is an annoying thing with this section. Suppose I want to remove direct access from Jane. I can’t do that here. Instead, I’ve got to click on the Advanced, and then I can go into Direct Access, and here I can remove the reshare, I can remove access if I so wish. A quick way of going to this is by going to your workspace, and going to the report, clicking on the dot, dot, dot, and manage permissions. And quite frankly, this is what I will do most of the time anyway. At least, once I’ve got it set up because it gives you more options. So, I can add a link here. I can add users here. And I can remove users. So much more convenient. So, what I’m going to do now is to go into Susan’s Power BI. So, now I’m in Susan’s view of Power BI. And you can see on the left-hand side, we’ve got shared with me. And you can see that CategoryAndSubcategory report is there. It was literally that quick.

Now, I could paste in a particular URL that I could copy. And that could get me to the report. But if I was trying to do so say as Jane, because she is not a Power BI Pro user, because she’s Power BI Free, she can’t access this information. So, you can see that I don’t have permission as Jane to the underlying dataset but the real reason is because I don’t actually have Power BI Pro. So, I’m going to try it for free. And now I can use it.

Now, I can see this report using Jane’s account. So, I have successfully seen this. And if I go back to share with me, so on the left-hand side, I can also have access that way. So, I can do it through the URL that I shared or I can do it with shared with me, but only if Jane is a Pro member first.

Now, this report looks complete. It is 29 million sales amount, exactly the same as in my version. The problem is, however, that Jane is a bikes specialist. She is the manager of the bikes section and really, she doesn’t need to see anything about jerseys and shorts, and bottles, and cages. Susan, she’s in charge of accessories and clothing. So, she doesn’t want to see anything about bikes.

So how can I restrict that they are looking at? How can I say actually, all I want for Jane is for her to be able to see bikes, and for Susan to be able to see accessories and clothing? Well, I could create a different visualisation, a different report using a different dataset for each of them. But that’s going to be a bit unwieldy. Instead, I can use the one report and what you see is based on who you are, in other words, what your login is. And this is called row level security, RLS. And we’ll see how that works starting in the next video.

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