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Intelligent Workspace

All the apps business and tech teams need to share with central administration, security and real-time data analytics essential to support the full range of projects and structure organizations require

Resources

Projects are powered by people, so let Workspace help you be more resourceful

Resource Board

Citrix Workpsace app provides seamless device management, app security, and malware protection. Securely access your files and SAAS apps with a single sign-on solution. Description The Citrix Workspace app allows for secure, unified access to all of your SaaS apps, web apps, virtual apps, files, and desktops. If your company uses Citrix, simply login with your company credentials to access all of the resources you need to be productive from anywhere.

View and search all resources by work assignments, reservations, skills, projects, time periods, billable, non-billable - by any criteria you require.

Compare actuals to planned, variances between reservations and assigned work, and even filter based on specified availability criteria. All the resource data you need in a single easy-to-use view.

Book Resources

Book actual resources to specific projects to ensure those resources are available when the project actually commences.

Workspace automatically displays resources available that meet any specified requirements, from skills to availability.

Assignments

All resource assignments are accessible right from the Resources app. Just click on any item in the Gantt chart, and all tasks are displayed. Click a task name, and drill down into the actual details.

Workspace provides complete access to all resource data in one simple to use interface.

Agile

Full support for Scrum, Kanban and Scrumban, so you can choose what makes you the most agile

Agile Taskboard

The taskboard tracks tasks assigned to stories, with a view of any combination of agile charts.

Drag and drop cards to assign to stories, or change status, and track capacity all in a single, easy to use view.

Sync Items to Taskboard

Sync items from any of the Workspace Apps to the Agile Taskboard.

Create backlogs, epics and sprints without having to create new stories and tasks. Just add the existing items, and your ready to go.

Adding Items to Taskboard

Select items from any of Workspace's apps to add to the Agile Taskboard, such as defects, test runs, or requirements. Items added to the taskboard have dual properties, both as tasks/stories and the properties of the orginiting item, such as a defect.

Agile Charts

Workspace's Agile app includes a variety of agile stats and charts. Measure burn ups or burn downs on stories and tasks. Measure velocity and throughput. Teams have instant visibility into the entire agile process.

Choose an Agile Process

Choose from Scrum, Kanban and Scrumban to fit a project's needs. With Workspace, select the process to fit the project. Even sprints can have different agile processes within a project.

Requirements

Projects require that you get it right, and Workspace helps your team stay on the same page

View, Edit & Analyze

Create, view and edit requirements in a single, easy-to-use view. Stats can and analyzed using Workspace's built-in charts.

Click on the chart's dashboard icon, and add any chart to your Team Center dashboard.

Requirement Documents

Requirements may be collected and managed in specific documents. Create different documents for different requirement types or combine all requirements in a single document, and filter based on types.

Workspace gives you many options when it comes to managing project requirements.

Traceability

Requirements may be linked to other requirements or items in other Workspace apps such as Test Cases, Change Requests, or Tasks.

Trace a requirement to the Test Cases testing it, the Test Results produced from the Test Cases, and any Defects created from a failed Test Result. Workspace Traceability ensures that a complete audit of Requirements can be validated with just a few clicks, not the hours and days typically required.

Defects

A complete solution for tracking and fixing defects. Don't let project defects bug you.

Track Defects Stats

Workspace Stats are always available on any defect data being tracked. Views stats on Status, Resolution, Priority or any defect data you decide to configure.

If you want to add a chart to your Dashboard, just click on the chart's dashboard icon, and it's automatically added to your personalized Team Center dashboard.

Track Changes

Workspace makes it simple to see all changes to a defect, who made the change, and when the change was made. No more trying to track down what is different, or why a fixed defect is now reopened.

When you know what's happened, it so much easier to know what to do.

Choose Card Groups

Workspace provides various viewing options such as tables, lists or cards. If a card view is preferred, you can choose how to group the cards. Cards can be grouped by any configured fields.

Cards can be edited inline, or use drag-and-drop to move the card to different value on the board.

Instant Collaboration

Discussion threads are available for each indivdual defect, so comments are maintained in context to the defect being worked on. No more searching through emails or instant messages for a particular discussion thread.

With Workspace the discussion is always in context to the defect. Add to the discussion by posting a message from any device.

Defect Traceability

Fix defects fast by having instant access to all relevant information. With Workspace traceability, you can instantly view the Test Result that produced the defect, the Test Case that produced the Test Result, and the Requirement(s) being tested.

Defects can also be linked to other defects to make it easy to see related information.

Filter Views

Filters are avaialble to view defects based on any data combinations. View only high priority, critical defects that are unresolved, or all defects assigned to me that need to be fixed in the next release or sprint

Workspace filters are a powerful tool to help you pick and choose just the information you need.

Test

Quality takes time, so let Workspace's powerful Test app help you stay a step ahead

Test Case Library

Create a library of reusable test cases. Test cases may be organized in folders, and organized by type of testing, or any other necessary criteria.

Test cases may be reused for each instance of testing in defined Test Runs. This enables test cases to be tested and retested, preserving the integrity of each test result.

Test Case Properties

Test cases support an unlimited number of properties, including Steps and Expected Results. This information may be created in Workspace, or imported from spreadsheets or Word documents

All test results for each test case are accessible, and include the Test Plan, Date of Testing, Testing Resource and Test Result.

Testing Metrics

Testing metrics are automatically recorded and may be displayed as detailed charts. These charts also may be placed on Workspace Dashboards with a simple click.

Testing metrics are available for any fields and values being tracked, including any custom fields created for the project.

Plans

Plans monitor project health, so you can keep your finger on the pulse of your project

Issues

Assign, prioritize and monitor issues to keep your team on the right track

Changes

Workspace Changes let you control change, so it doesn't control you

Documents

With a secure repository and full version control, Workspace keeps documents both safe and sound

Time Capture

Capturing time worked on projects couldn't be simpler

Simple Timesheets

Create a library of reusable test cases. Test cases may be organized in folders, and organized by type of testing, or any other necessary criteria.

Test cases may be reused for each instance of testing in defined Test Runs. This enables test cases to be tested and retested, preserving the integrity of each test result.

Time Reports

Test cases support an unlimited number of properties, including Steps and Expected Results. This information may be created in Workspace, or imported from spreadsheets or Word documents

All test results for each test case are accessible, and include the Test Plan, Date of Testing, Testing Resource and Test Result.

Any Device

Testing metrics are automatically recorded and may be displayed as detailed charts. These charts also may be placed on Workspace Dashboards with a simple click.

Testing metrics are available for any fields and values being tracked, including any custom fields created for the project.

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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

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.

Workspace App For Windows

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.

Capability	Admin	Member	Contributor	Viewer
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

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.

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.

Workspace App 1808

Licensing and administering

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.

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 name	Operation name
Created Power BI folder	CreateFolder
Deleted Power BI folder	DeleteFolder
Updated Power BI folder	UpdateFolder
Updated Power BI folder access	UpdateFolderAccess

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?

Workspace Application Manager

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.

Workspace App Citrix

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