DA-100 Microsoft Power BI – Part 4 Section 2 – Power BI Pro and adding users

1. 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 have 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. 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 Falcats 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 organization, Filcats onmicrosoft. com. So I’m going to have Susan and Jane at Falcats 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 users. 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, nor Dashboards reports, workbooks and datasets. Soon we’re going to be creating in Power Bi desktop visualization 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, license type, and this is the summary. If you’re in Power Bi three, you’ve got 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 license. 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’re taking this course because I have referred to it right back in the very first part of this course. And the very simple answer is we go to the Power Bi service and we click on your account and we have tripro for free.

Now, you have seen in lots of places that I cannot do certain things unless I have got a license. Now, it’s possible that your organization doesn’t let individual buy licenses. So if you wanted to actually upgrade to a Pro license, 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 license changes back to a free license. 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 start 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 with 59 days left. So this is how you can upgrade your existing Power Bi Three license for trial for 60 days. Just go to your account and click on Upgrade as part of the trial for 60 days.

2. Adding new users

Now that we have signed up for Power Bi Pro, we need some users, some other 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 happened if you aren’t in Power Bi Pro Pro. So if again I go 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, tenant is your organization capacity, settings that we had previously in the free version and other things. But I want to look at the users.

So to add new users, you have to go into the Microsoft 365 Admin Center. So I’ll go into 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, part of the sign up to Power Bi Pro and they’re 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 happened. So here we have my licenses. I have the Power Bi license, I have a couple of Microsoft 365 licenses. So I’m going to add a new license or can add multiple user. So if I add a new user, you can see that he’s asking, okay, who’s the person? Well, I’m going to have Susan again. So Susan, let’s make it Susan Burton. Actually we’ll call her User, Susan User, and her username is going to be Susan at Falcats onmicrosoft. com. I am going to select how to generate the password.

I’m going to create the password. So I’ve got a password in my notepad, so I’ll just paste that in and you can see it’s a strong one. Require 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 licenses do you want this person to have? And I’m going to say I’m going to give them a Power Bifree license. So that’s fine. So click next. And what role do I want? Do I want them to be a user or do I want them to be an admin center?

So do I want them to be an administrator? And you can see that global readers have read only access to admin centers 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 administrator, resets passwords, manages users and 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 here is our additional things that you can put in as well. So click on next. And so these are my settings. So Susan user is going to be given the Power bi three app. So I’ll finish adding okay, so now it will be in your list of active users and there is Susan user and I’m 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 for I’m just adding one user that I could add a lot more. So here’s Jane and she lives in California, 90210 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 file that I’ve just downloaded, albeit with my modifications. So here’s my sample, I’m going to verify it. Files look good? Click next. Going to allow them all assigning product license. Yes, I want to assign a product license. I want them to all have power bi licenses 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. Closer out saving and so oops, I’ve made a mistake. We’ve got Jane whose name is not Susan user.

So I’m going to edit this. So I’m going to click on the dot, dot, dot, and you can see I can edit the username, I can edit. So where is the option to change the person’s name? For instance, if somebody got married and chose to change their name, you’d expect there to be a userfriendly way of doing this and it’s none of these options. Add a 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 not the 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 she 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 licenses. You can look at whether they have a mail license for Microsoft Exchange or OneDrive file and you can see some contact information and manage it for them. So now let me sign in as Jane user. So I’m going to just do an incognito window because I don’t want the fact that I’m 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 center. But you can access that in Power Bi by going to Settings users and go to Microsoft 365 Admin Center.

3. Creating a new report

Now in this video, what we’re going to do is create a brand new visualization 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 at falcats onmicrosoftcom. 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 the part three of this course. So I’m going to open up power bi data. If you don’t know whether it is and you just skipped 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 Internet 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 raw 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 up 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. So let’s do that. And it’s product subcategory key to product subcategory key. So there’s 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 raw 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. In subcategories, we’ve got these are four categories expanded into 37 subcategories.

You can see the name in English, Spanish and French. We then have the product itself. So there’s the English product name, for example, and it is linked using the product subcategory key. So these are numbers between one and 37 with some Knowles. Knowles meaning empty, 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 sale order and they are linked using the product key right at the beginning. So let’s create our visualization.

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 slider 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 fair 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 is going to contain all of the subcategories and it’s going to contain the total amount.

So we will have a cost here, sales amount. So here we can see the total amount and let’s again just increase that so it is a bit more visible. Going to grid and increase the text size. And what I’m going to do as well is I’m going to copy this. So here we have a second visualization and I’m going to change this from being a table into a how does this look? Yeah, this looks fairly good. A pie chart. So I’m going to leave the top of this blank just for the moment. Needless 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 jerseys. And again, I’m just going to increase the text size. 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 SubC. That should probably allow the pie chart to be a lot more centered. So we have jerseys, shorts, vests, gloves, caps, socks, we have bikes and we have accessories. And 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 another slicer and this additional slicer is going to slice on this subcategory.

So I can narrow it down to a single subcategory if I so wished. 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 subcategory, then the pie chart just becomes an entire hole. But I’m doing it to show what is available. So here are all of the subcategories, here are all of the categories. Here is the pie chart and here is a table. So this is the basis of our visualization. And what I’m going to do, I’m going to save this. I’m going to call this category and subcategory and I’m also going to publish it. So click on Publish. Publish to Power Bi. It’s already logged in. Select the workspace where 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 success. 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 categories and subcategory are all here. Firstly, there is our data source, then we have our gateway subcategory data set and then we have our report. So let’s go to our report. And I’m going to say this is a great pie chart. Not really, but pie chart shouldn’t have this many items, but it’s there for a reason. And I’m going to pin this to a new dashboard and I’m going to call this overall and 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 visualization that we will be using in this part to.

4. Sharing my new report

Now, in the previous video, we created this report and what I want to do is share it with Jane. So here is Jane and you can see she has zero reports in her workspace. So what I’m going to do, I’m clicked on the report and I’m going to the righthand side of the top and I’m going to click on Share. So here are all of the things that you can share to teams as well. But I’m just going to share this individual report. So here we can read what’s happening. Only users with Power Bi Pro will have access to this report. So first thing, you cannot share this report to people who have Power Bi three version recipients will have the same access as you, unless row level security and the data set restricts them. We’re going to find out what that means later on in this video.

So I’m going to grant access to Jane and as soon as I start typing in Jane here you can see Jane at Falcats, et cetera. So I could also share it with Susan. So start typing in Susan. It takes a little while for this autocomplete to work. And here is my optional message. Hi guys, have a look at my new Viz. So, allow recipients to share your report. So I’m Philip, I’m sharing it with Jane. Do you want Jane to be able to share it with John and Adam and whoever you saw wish to do? And I’m going to say no, I don’t want the recipients, Jane and Susan to be able to share it on. Further, I want to keep control. Allow recipients to build new content using the underlying data sets.

So this report is based on a dataset do I want people to be able to use that data set to create new reports? Okay, maybe and send an email notification to the recipients. There is also a report link at the bottom. So this is a link for members in your tenant. So if a tenant read organization, tenant is a word that is used in Azure Active Directory, which is the basis of all of the loggings that we’ve got for Power Bi. So I’m just going to copy that report link and I’m going to click Share and there success, your report has been successfully shared. And I clicked on the link, I’ve copied it, I didn’t need to because over in Suzanne’s I have shared with me.

And so you have on the left hand side shared with me and we can see category and subcategory. It was literally that instantaneous. Now, if I paste in this particular URL that I’d copied, that gets me to the report, or it would do. But Jane is not a power bi pro user. She is a power bi three. And so as it was saying, I can’t access this information. You can see I don’t have permission to the underlying data set, but the real reason is because I don’t have Power bi. So I’m going to try this for free as well. So it’s now mine. And so now this is my report using Jane’s account. So I’ve successfully seen this and now if I go back to Shared with me, click on this, I now have access that way as well.

So I can do it through the URL or I can do it with Shared with me, but only if I am or Jane is a pro member first. Now, this report looks complete. It is 29 million sales amount exactly the same as in my version. There is one problem. Jane is a bikes specialist. She is the manager of the bike section. And really she does not need to see anything about jerseys and shirts and bottles and cages. Susan, she’s in charge of accessories and clothing. She doesn’t want to see anything about bikes. So how can I restrict what they are looking at? How can I say actually, all I want is for Jane to be able to see bikes and for Susan to be able to see accessories and clothing. Well, I could create a different visualization, a different report, using a different data set 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, as in what your login is, and that is called role level security. And we’ll see how that works starting in the next video.