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As a Fabric administrator, you can govern the workspaces that exist in your organization on the Workspaces tab in the Admin portal. For information about how to get to and use the Admin portal, see About the Admin portal.
On the Workspaces tab, you see a list of all the workspaces in your tenant. Above the list, a ribbon provides options to help you govern the workspaces. These options also appear in the More options (...) menu of the selected workspace. The list of options varies depending on workspace type and status. All the options are described under workspace options.
The following table describes the columns of the list of workspaces.
| Column | Description |
|---|---|
| Name | The name given to the workspace. |
| Description | The information that is given in the description field of the workspace settings. |
| Type | The type of workspace. There are two types of workspaces:
Workspace (also known as "app workspace")
Personal Group ("My workspaces") |
| State | The state lets you know if the workspace is available for use. There are five states, Active, Orphaned, Deleted, Removing, and Not found. For more information, see Workspace states. |
| Capacity name | Name given to the workspace's capacity. |
| Capacity SKU Tier | The type of workspace type used for the workspace's capacity. Capacity SKU Tiers include Power BI Premium and Power BI Premium Per-User (PPU). For more information about capacity tiers, see Configure and manage capacities in Power BI Premium. |
| Upgrade status | The upgrade status lets you know if the workspace is eligible for a Microsoft Fabric upgrade. |
The table columns on the Workspaces tab correspond to the properties returned by the admin Rest API for workspaces. Personal workspaces are of type PersonalGroup and all other workspaces are of type Workspace. For more information, see Workspaces.
Workspace states
The following table describes the possible workspace states.
| State | Description |
|---|---|
| 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. You need to assign an admin. |
| Deleted | A deleted workspace. When a workspace is deleted, it enters a retention period. During the retention period, a Microsoft Fabric administrator can restore the workspace. See Retention and recovery for detail. When the retention period ends, the workspace enters the Removing state. |
| Removing | At the end of a deleted workspace's retention period, it moves into the Removing state. During this state, the workspace is permanently removed. Permanently removing a workspace takes a short while, and depends on the service and folder content. |
| Not found | If the customer's API request includes a workspace ID for a workspace that doesn't belong to the customer's tenant, "Not found" is returned as the status for that ID. |
Retention and recovery
Fabric provides retention and recovery capabilities at both the workspace and item levels. When workspaces or items are deleted, they enter a retention period during which administrators can restore them.
Workspace retention:
- Personal workspaces (My workspaces) have a fixed 30-day retention period
- Collaborative workspaces have a configurable retention period (default 7 days, adjustable from 7 to 90 days)
- Administrators can restore deleted workspaces or permanently delete them before the retention period expires
Item retention:
- Individually deleted items have a configurable retention period (default 7 days, adjustable from 7 to 90 days)
- Administrators and workspace admins can restore deleted items using REST APIs
- Administrators can permanently delete items before the retention period expires
For detailed instructions on setting up retention periods, restoring workspaces and items, and permanently deleting resources, see Retention and recovery in Fabric.
Workspace options
The ribbon at the top of the list and the More options (...) menus of the individual workspaces provide options that to help you manage the workspaces. The Refresh and the Export options are always present, while the selection of other options that appear depends on the workspace type and status. All the options are described in the following table.
| Option | Description |
|---|---|
| Refresh | Refreshes the workspace list. |
| Export | Exports the table as a .csv file. |
| Details | Lists the items that are contained in the workspace. |
| Edit | Enables you to edit the workspace name and description. |
| Access | Enables you to manage workspace access. You can use this feature to delete workspaces by first adding yourself to a workspace as an admin then opening the workspace to delete it. |
| Get access | Grants you temporary access to another user's MyWorkspace. See Gain access to any user's My workspace for detail. |
| Capacity | Enables you to assign the workspace to Premium capacity or to remove it from Premium capacity. |
| Recover | Enables you to restore an orphaned workspace. |
| Restore | Enables you to restore the MyWorkspace of a user that has left the organization, or a deleted collaborative workspace. For MyWorkspaces, see Restore a deleted My workspace as an app workspace. For collaborative workspaces, see Restore a deleted collaborative workspace |
| Permanently delete | Enables you to permanently delete a deleted collaborative workspace before the end of its retention period. See Permanently delete a deleted collaborative workspace during the retention period. |
Note
Admins can also manage and recover workspaces using PowerShell cmdlets.
Admins can also control users' ability to create new workspace experience workspaces and classic workspaces. See Workspace settings in this article for details.
Workspace item limits
Workspaces can contain a maximum of 1,000 Fabric and Power BI items, including parent and child items.
Users attempting to create new items after this limit is reached get an error in the item creation flow. To develop a plan for managing item counts in workspaces, Fabric admins can review the total count of items per workspace in the admin monitoring workspace. See the total number of items in a workspace.
Note
If specific items have limits, those limits still apply, but the total number of items in the workspace is still capped at a 1000. For item specific limits, review the item type' documentation.
Reassign a workspace to a different capacity
Workspaces and the data they contain reside on capacities. You can move the workspace to a different capacity via the workspace type.
Go to Admin portal > Workspaces.
Find the workspace you want to move, open the options menu, and choose Reassign workspace.
On the Reassign workspace side pane that appears, select the desired workspace type, and choose a capacity, if asked.
Select Save to apply the change.
Note
- The types of items in the workspace can affect your ability to change workspace types or move the workspace to a capacity in a different region.
- Moving a workspace to a different capacity might start successfully but finish with errors, which could affect some or all items in the workspace. For details, see Capacity reassignment restrictions and common issues.
Govern My workspaces
Every Fabric user has a personal workspace called My workspace where they can work with their own content. While only My workspace owners have access to their My workspaces, Fabric admins can use a set of features to help them govern these workspaces. With these features, Fabric admins can:
- Gain access to the contents of any user's My workspace
- Designate a default capacity for all existing and new My workspaces
- Prevent users from moving My workspaces to a different capacity that might reside in noncompliant regions
- Restore deleted My workspaces as app workspaces
These features are described in the following sections.
Gain access to any user's My workspace
To gain access to a particular My workspace
- In the Fabric Admin portal, open the Workspaces page and find the personal workspace you want to get access to.
- Select the workspace and then choose Get Access from the ribbon, or select More options (...) and choose Get Access.
Note
Once access is obtained, the ribbon and the More options (...) menu shows Remove Access for the same My workspace. If you don't remove access by selecting one of these options, access will automatically be revoked for the admin after 24-hours. The My workspace owner's access remains intact.
Once you have access, the My workspace shows up in the list of workspaces accessible from the navigation pane. The icon
indicates that it's a My workspace.
Once you go inside the My workspace, you can perform any actions as if it's your own My workspace. You can view and make any changes to the contents, including sharing or unsharing. But you can't grant anyone else access to the My workspace.
Designate a default capacity for My workspaces
A Fabric admin or capacity admin can designate a capacity as the default capacity for My workspaces. To configure a default capacity for My workspaces, go to the details section in your capacity settings.
For details, see Designate a default capacity for My workspaces
Prevent My workspace owners from reassigning their My workspaces to a different capacity
Fabric admins can designate a default capacity for My workspaces. However, even if a My workspace is assigned to Power BI Premium capacity, the owner of the workspace can still move it back to Power BI Pro workspace type. Moving a workspace from Power BI Premium workspace type to Power BI Pro workspace type might cause the content contained in the workspace to be become noncompliant with respect to data-residency requirements, since it might move to a different region. To prevent this situation, the Fabric admin can block My workspace owners from moving their My workspace to a different workspace type by turning on the Block users from reassigning personal workspaces (My Workspace) tenant setting. See Workspace settings for detail.
Moving data around
Workspaces and the data they contain reside on capacities. Workspace admins can move the data contained in a workspace by reassigning the workspace to a different capacity. The capacity can be in the same region or a different region.
For details, see Capacity reassignment restrictions and common issues.